<DOCUMENT TITLE> GUIDELINE

[Document title is capitalised, Arial font, 16pt, bold]

CONTENTS
1 PURPOSE ............................................................................................................................................................. 1
2 SCOPE <delete if not required> ........................................................................................................................... 1
3 HEADING/S .......................................................................................................................................................... 1
<Sub-headings are not numbered> ...................................................................................................................... 2
4 DEFINITIONS ....................................................................................................................................................... 2
Terms and definitions <delete if not required> ..................................................................................................... 2
5 RELATED LEGISLATION AND DOCUMENTS .................................................................................................... 2
6 FEEDBACK ........................................................................................................................................................... 2
7 APPROVAL AND REVIEW DETAILS ................................................................................................................... 2
8 APPENDIX <or APPENDICES> <delete if not required> ..................................................................................... 3

[IMPORTANT NOTES]

[Use this Blank Guideline Template for writing guidelines in the approved format. A guideline is advisory only, and
its format may be adapted. The optional headings are marked as “delete if not required”; all other headings must
remain. Policy writing instructions are included at the end of this template for reference. This template is on the
Policy Portal.

To identify what template to use (e.g. a policy and procedure combined, a standalone policy, a standalone
procedure, or a guideline), refer to the Policy Document Development and Review Procedure.

If experienced, use the automated contents table and auto-number the paragraphs (automatic numbering has been
set up); otherwise, number the paragraphs manually and the Policy Portal Administrator will update the contents
table. Contact the Policy Portal Administrator (policy@cqu.edu.au) with any questions about using this template.]

1 PURPOSE
[Heading Level 1 is capitalised, numbered, Arial font, 12pt, bold]

1.1 Add text>

[Body text is in numbered statements/paragraphs. Use sentence case in Arial font, 10pt, black. Include a list
with bullet points if needed.]

2 SCOPE <delete if not required>

[Heading Level 1]

2.1 <Add text>

3 HEADING/S
[Heading Level 1]

3.1 <Add text>

3.2 <Add text>

3.3 [Statement/paragraph
 bullet point
 bullet point, and

<Document Title> Procedure Effective Date: [DD/MM/YYYY – entered by Policy Portal Administrator]
Reference Number/Code: [Policy Portal Administrator adds number/code] Page 1 of 5

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  bullet point.]

3.4 [Statement/paragraph
a) alpha character
b) alpha character, and/or
c) alpha character.]

<Sub-headings are not numbered>

[Heading Level 2 is sentence case, not numbered, Arial font, 12pt, bold]

3.5 <Add text>

<Sub-sub-headings are not numbered; only use if absolutely necessary>

[Heading Level 3 is sentence case, not numbered, Arial font, 10pt, bold]

3.5.1 <Add text>

4 DEFINITIONS
4.1 Terms not defined in this document may be in the University glossary.

Terms and definitions <delete if not required>

[Heading Level 2]

<Term:> <Definition> [Add terms and definitions if required and list in alphabetical order, otherwise delete]

<Next Term:> <Definition>

5 RELATED LEGISLATION AND DOCUMENTS

<Add name of relevant legislation, standard, policy or other document>
<next document in list>

[List documents in alphabetical order using Arial font, 10pt. Use 6pt after spacing, except for the last line. Do
not use italics in this section. Use hyperlinks to link documents to relevant website homepages, e.g. Federal
or State legislation website, CQUniversity’s IMPortal homepage, government department homepage. List
each document on a separate line.]

[When listing legislation, regulations and/or government policy in this section, also include their jurisdiction as
this may not be clear from the title, e.g. Financial Accountability Act 2009 (Qld) or Corporations Act 2001
(Cwlth).]

6 FEEDBACK
6.1 University staff and students may provide feedback about this document by emailing policy@cqu.edu.au.

7 APPROVAL AND REVIEW DETAILS

[The editable table content below is in Arial font, 9pt, black.]

Approval and Review Details

Approval Authority <Add the relevant approval authority, i.e. Council, Academic Board or Vice-
Chancellor and President>
Advisory Committee to Approval Authority <Add the relevant advisory committee, e.g. Learning and Teaching
Committee>
Administrator <Add the title of position/s with overall responsibility for compliance, monitoring
and review>
Next Review Date [DD/MM/YYYY – Policy Portal Administrator updates this information]

<Document Title> Procedure Effective Date: [DD/MM/YYYY – entered by Policy Portal Administrator]
Reference Number/Code: [Policy Portal Administrator adds number/code] Page 2 of 5

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 Approval and Review Details

Approval and Amendment Details

History
Original Approval Authority and Date <Add the relevant approval authority DD/MM/YYYY>
Amendment Authority and Date <Add the previous approval authorities and amendment dates as Name
DD/MM/YYYY; Name DD/MM/YYYY.> [Policy Portal Administrator adds the
latest amendment information]
Notes <If relevant, add notes to alert readers about the document/s this one replaces,
e.g. This document consolidates and replaces X Policy, Y Procedure and Z
Procedure.>

8 APPENDIX <or APPENDICES> <delete if not required>

<Add diagram/s or flowchart/s, if needed>

<Document Title> Procedure Effective Date: [DD/MM/YYYY – entered by Policy Portal Administrator]
Reference Number/Code: [Policy Portal Administrator adds number/code] Page 3 of 5

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POLICY WRITING INSTRUCTIONS
Choosing the right template

 If a policy covers, or is intended to cover, related subject matter in a procedure, use the Policy and
Procedure Template (e.g. Awards Policy and Procedure). Combining a policy and the related procedure/s is
the University’s preference, as it offers easy access to the policy matter as a whole. As a single point of
reference, it encourages a comprehensive approach when read and reviewed.

 Use the Policy Template as a standalone policy if there is no related procedure, or if separating a policy and
related procedure will improve readability, e.g. multiple related procedures, or the issues are complex and
the scope refers to multiple groups. Separating a parent policy from its related procedure/s is the exception.

Aligning legislation and policy documents

 Policy must align with relevant legislative, regulatory or organisational requirements such as a strategic
priority or goal, or operational necessity. Policies refer to legislation and government policies, but do not
duplicate their content.

 Procedures, committee terms of reference and instructions (such as forms and templates) related to policies
must also align. Any changes in one document must also be made to related documents.

Choosing the right language

 University staff and students come from diverse backgrounds and rely on policy documents for essential
information, so it’s important to write clearly, concisely and simply. To help you achieve this, write with the
reader in mind and follow these tips:
o use short, easy-to-read sentences in plain English to express each principle, action, or idea
o use language that is positive and inclusive, e.g. gender-neutral (‘their’ not ‘he’ or ‘she’), gender-inclusive
(e.g. chair not chairman)
o use active voice rather than passive voice
o use terminology consistently (i.e. consistent across the document and with the University glossary)
o use words that are clear about what is mandatory (e.g. must, will) and what is discretionary (e.g. may)
o use commonly understood language rather than jargon, which requires specialist knowledge
o remove redundant words (e.g. ‘now’ instead of ‘at this point in time’; ‘to’ instead of ‘in order to’)
o explain in full what acronyms mean when using them, and
o use generic contact details (e.g. policy@cqu.edu.au) rather than specific details that date quickly.

 Refer to CQUniversity’s Use of Inclusive Language Guideline for examples of inclusive writing.

 Refer to CQUniversity’s Writing Style Guideline to help you write consistently using the University’s writing
style.

Writing in active voice

 Writing in active voice gives the reader a sense of action, identifies who or what is taking action, is more
direct and often requires fewer words than writing in passive voice. Some examples are below.

Active voice Passive voice

The student must submit an application. An application must be submitted by the student.
The Exams Officer retains student exam records. Records of a student’s exams are to be retained.
Staff are responsible for implementing this policy. Implementing this policy is the responsibly of staff.
Y must consider X. Due consideration needs to be given to X by Y

<Document Title> Policy and Procedure Effective Date: <DD/MM/YYYY>

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Referring to legislation

 When first mentioned in the document, the full title of legislation is in italics (Financial Accountability Act
2009), but not when used subsequently and shortened, e.g. ‘the Financial Accountability Act’ or ‘the Act’.

 Subordinate legislation, such as standards and regulations, and government or other policies are not
italicised, e.g. Financial and Performance Management Standard 2009.

Using hyperlinks

 Hyperlinks are helpful for finding information quickly, but their tendency to break is frustrating, especially
when a message says ‘page not found’ and there is no redirection information given. Internal links (links to
other sections in the same document) don’t work or can break when the document is modified and links
aren’t checked to ensure they are ‘active’.

 To minimise these problems when using hyperlinks, apply these rules.

CQUniversity policy documents Name the document and link to the IMPortal homepage, not to the
specific document
CQUniversity webpages Describe the information or name the document and link to the relevant
webpage, not to specific documents
External organisation webpages Describe the information or name the document and link to the
organisation’s homepage
Legislative documents Name the document and link to the Australian or State legislation
website homepage, whichever is relevant
Other sections in the same Check all links are working before saving the final document
document

Naming the document

 When choosing a title consider the reader and how they can find the information. Where possible, use the
main identifying word as the first word in the title. Keep titles short and simple. Choose words that best
reflect the main or overarching subject matter and those that readers will understand or can find in the
University glossary.

 The type of document is included at the end of the title only. For example, ‘Use of Inclusive Language
Guideline’, not ‘Guideline for Use of Inclusive Language’.

Finding information fast

 The contents table, hyperlinks (internal and external) and numbered paragraphs/lists help readers to find the
information they need; they are helpful especially in lengthy documents. Ordering topics logically and
choosing headings and sub-headings that best describe each topic in a few words will help readers to find
what they need quickly.

 When using numbered statements/paragraphs, keep it simple. Limit numbering to three levels:
o first level (i.e.1, 2, 3)
o second level (i.e. 1.1, 1.2, 1.3)
o third level (i.e. 1.1.1, 1.1.2, 1.1.3) (only use third level numbering if absolutely necessary).

Using bulleted lists and other punctuation

 Refer to CQUniversity’s Writing Style Guideline for details about punctuation, including bulleted lists.

CQUniversity acknowledges its reference to the University of Melbourne’s ‘Guidelines for Drafting Policy and Procedure’ (June 2013) in
developing this template.

<Document Title> Policy and Procedure Effective Date: <DD/MM/YYYY>

Reference Number/Code: <Policy Portal Administrator adds number/code> Page 5 of 5

Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version
CQUniversity CRICOS Provider Code: 00219C