Guidelines Template

• Guidelines are non-mandatory documents that are used to support a policy document
  
• Guidelines aim to provide support to and often expand on directions given in a mandatory document
• Aim to maximise the benefits of policy support materials by using hyperlinks to provide useful information and using language which users are likely to search for

Who do the guidelines apply to? Specific staff/students/all members of the University?

A brief (preferably one sentence) statement to clarify the reason for this document. Contains reference to any other directly related documents such as the policy it supports.

This section is optional and not needed in most documents. It is only to be included where absolutely necessary to provide context for the policy. This section may contain a general brief statement about the policy area to provide background or brief non-mandatory statements of principle which would not be appropriate in the body of the policy.

This section is used only in longer documents to support user navigation.

• All points are to be bulleted and contain only one main point per bullet
• No mandatory statements are to be included in guidelines, these need to be in a policy , procedure or standard document
  
• Plain language is to be used throughout the document
• Guidelines may provide more extensive guidance/advice around best practice
• In some situations, guidelines will be structured best as FAQs
• If hyperlinks are to be included in guidelines, please provide necessary urls on submission for publishing. Hyperlinks are to be incorporated into sentences i.e. not stating ‘click here’
• If forms are referenced, ensure these are uploaded to Forms Register and provide urls for their location. This can be done by contacting the Staff Intranet Publisher for your department or division or by emailing intranet@auckland.ac.nz.

Note - only staff members are able to view Forms Register, if non-staff members will need to see/ use the form, please submit it to the PCO as a word document.

• Capital letters are only to be used in accordance with the Writing Guide
• Guidelines can be approved by their owners
• Include the name of the document and the date on which it was most recently edited in a footer

The following definitions apply to this document:

• Technical language or words with specific meaning in the context of the policy are given plain English definitions
• The first time each defined term is used in the text it appears in bold type
• Definitions are listed alphabetically
• When writing definitions, make reference to other documents that may contain similar terms to assure that common definitions are used.

Include the following: (in hierarchical order)

• Legislation
• Policies
• Procedures and standards
• Guidelines
• Forms
• Other useful resources

Where the same type of document appears they are listed alphabetically.

Owner: Who is the document owned by?
Note- owners must be level 2/2A or above.
Note- owners must be level 2A or above on the University’s Organisational Structure.
Note- owners may also approve guidelines.
Content manager: Who is the content manager (by role)?
Date approved: When was the document approved?
Review date: This is normally aligned to the associated policy.