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Creating a New Policy

The information below can be used when you are creating or updating an insitutional policy.

Sample Policy Template

This is an informal sample template for new policies on Dartmouth College's Policy Portal.  A Word version of the sample template is also available: Policy Fields.  Fields with an asterisk (*) are required in the Policy Portal.  A complete list of fields can be found in the next section below.

Policy Name*

Effective Date*

Last Revised Date

Office of Primary Responsibility*

Office(s) of Secondary Responsibility

Summary of Policy*

Reason for Policy

Policy Statement*

Exclusions & Exceptions

Definitions

Related Information

Ramifications

Procedure [describe, provide Website URL, or attach document with submission]

Forms [attachments]

Quick hints for creating policies for the Portal:

  • Avoid underlining; it can be confusing if underlining looks like web links.  Using bold or italics to emphasize text are better options.
  • Web Accessible Links – Best Practices
    • Use clear, short, and descriptive link names.
    • When possible, use the title of the destination web page.
    • Do not use vague titles such as, "Click Here", "More", "Info," or "Follow" because these link names tell a screen reader nothing about the content of the link.
  • Web Accessible Tables – Best Practices
    • Use a simple layout.
    • Use a title (caption) for the table.
    • Use descriptive and concise row and column heading labels.
    • Use each table cell to relay only one piece of information or data.
    • Do not merge cell contents.

Policy Portal: Policy Fields

Below is a list of available fields for policies in Dartmouth's Policy Portal.

Field Name

Field Description

Required

Technical Specifications

Policy ID

A unique numerical ID assigned within the Portal.  The ID format is 0xx-0xxx.  Each ID prefix is associated with a specific Office of Primary Responsibility (OPR) and the suffix is a sequential number within the specific OPR.

Yes

  • Automatically generated

  • Cannot be edited

  • Prefixes are maintained by Web Services

Policy Name

The title of the policy.

Yes

  • Editable 

Administrative Title

An additional policy title field for situations when you want a more detailed title than the official Policy Name.  The field is not displayed to the public.

No

  • Editable

Effective Date 

The date on which the policy became effective, not necessarily the posting date or publication date of the policy. Once a policy takes effect, this date never changes.  It remains the same throughout the life of the policy, no matter how many revisions are made. An effective date of 12/13/1769 indicates a more recent effective date is being researched.

Yes

  • Editable

Last Revised Date

The date on which the policy was most recently updated.  It is never earlier than the Effective Date. 

No

  • Editable

Inactive Date

The date on which the policy became inactive. The field is not displayed to the public. Once a policy is saved with an inactive date, the policy should be unpublished from the Portal. 

No

  • Editable

Office of Primary Responsibility (OPR)

The office responsible for maintaining the policy throughout its lifecycle.  The office responsible for overseeing implementation of and compliance with the policy.

Yes

  • Cannot be edited after initial setting

  • Single value

  • Drives the Policy ID prefix

  • Picklist is maintained by Web Services

Office of Primary Responsibility URL

The website landing page for the OPR.

Yes

  • Field is maintained by Web Services

Office(s) of Secondary Responsibility (OSR)

The office(s) with delegated responsibility for maintaining the policy.

No

  • Editable

  • Multi-value field

  • Picklist is maintained by Web Services

Office of Secondary Responsibility URL

The website landing page for the OSR.  It is not required to have an OSR but if an OSR is identified then a related URL is required.

No 

  • Field is maintained by Web Services

Division

The HR Division for the OPR: Advancement, Campus Services, Finance and Administration, Office of the President, or Office of the Provost.

Yes

  • Automatically assigned based on OPR

  • Cannot be edited

  • Mapping is maintained by Web Services

Summary of Policy

A short description of the policy.  It is recommended that every policy include a summary.

No

  • Editable

  • No character limit

  • Displays in search results

Table of Contents

An automatically generated table of contents based on all populated fields.

No

  • Editable

Local Tags

Gives the OPR the ability to have specific terms associated with its policies so visitors can filter using the tag.  An example of a tag used within the Portal is "Employment Policies and Procedures".

No

  • Editable

  • List of tags is maintained by Web Services

Reason for Policy

The overarching purpose of the policy.  Key reasons may be legal or regulatory in nature.

No

  • Editable

  • No character limit

Affected Parties

The members of the Dartmouth community to whom the policy applies.  The Policy Portal is a portal of institutional policies therefore Affected Parties will be 'All Groups'.  

No

  • Editable

  • List of parties is maintained by Web Services

  • Other choices include All Students, All Faculty, All Staff

Policy Statement

The text of the policy.  Every policy should include a policy statement.

No

  • Editable

  • No character limit

Exclusions & Exceptions

Specific cases or conditions when the policy does not apply.  Exclusions or exceptions to institutional policies are rare.

No

  • Editable

  • No character limit

Definitions

 Unique terms that may be unfamiliar, technical, or have special meaning in the policy.  Terms that when defined make the policy more understandable.

No

  • Editable

  • No character limit

Related Information

Other resources related to the policy.  For example, a federal or state statute.

No

  • Editable

  • No character limit

Ramifications

Potential consequences to Dartmouth and/or an individual if the policy is violated.  For example,  ramifications could include disciplinary action against a student or employee.  This field is not intended to be inclusive of every potential consequence.

No

  • Editable

  • No character limit

Contacts

 Leave blank, this field is under development.

No

  • Editable

Procedure

Instructions, steps, or guidelines to implement the policy.

Examples of policy implementation steps include:

  • Educating the community about the policy

  • Changing administrative operations or systems

  • Monitoring and enforcing the policy

No

  • Editable

  • No character limit

Forms

A location for file attachments.

No

  • Editable

  • File types: Word, Excel, PDF

Shareable

Institutional policies are set to 'Share' so another website on the Drupal platform can download the institutional policy to its site.

Yes

  • Default is shared to the repository.

  • This setting should not be edited