University of Florida (UF) Policy Drafting Guide
This guide helps UF policy authors draft clear, professional, and consistently formatted policies that align with UF’s Policy Template and editorial standards. Well written policies reduce ambiguity, support consistent interpretation, improve enforceability, and enhance accessibility across the UF enterprise.
1. Policy vs. Procedure
When drafting a policy, keep policy separate from procedure. A policy establishes institutional rules and expectations. Procedures describe the operational steps used to carry out those rules. Unless required by a legal or regulatory authority, step-by-step instructions should not appear in the policy itself. Instead, place them in supporting documents such as instructions, guidelines, or standard operating procedures. These materials may be referenced or linked within the policy but maintained separately so they can be updated without engaging in the formal policy revision process.
Use the table below as a quick reference for distinguishing between policies and procedures.
| Policy | Procedure | |
| Purpose | Establish rules and principles | Details step-by-step actions |
| Scope | Broad, institution-wide | Unit-specific or operational |
| Change Process | Requires formal approval | Can be updated informally |
| Example | “Employees must complete annual training.” | Visit myTraining, search for “Compliance 101,” and click “Enroll.” |
2. Capitalization
UF policy capitalization generally follows the AP Stylebook. Here are the most common issues you’ll encounter:
Institution Name Usage
Use the full name “University of Florida” on first reference. Thereafter, use the abbreviation “UF.” Do not use “the University” as a substitute unless it is part of a formal title.
Compliant example: The University of Florida (“UF”) will evaluate the application. If approved, UF will issue a decision, which will be communicated by the Office of the University Registrar.
Non-compliant example: The University of Florida (“UF”) will evaluate the application. If approved, the University will issue a decision…
Defined Term Capitalization
Once a term is defined, it must be capitalized every time it appears in the policy and used consistently throughout the document when referring to the defined term. Avoid switching between similar words for the same concept. For example, if a policy defines “Covered Individual,” do not alternate between “Covered Individual,” “employee,” or “staff member” when referring to that defined category elsewhere in the policy. Likewise, if a policy defines “Student,” avoid using lowercase “student” when referring to the defined term elsewhere in the policy. Consistent terminology helps prevent confusion and ensures the policy is interpreted correctly. The Policy Template requires a Definitions section.
Colleges, Departments, and Units
Use and capitalize the formal names of colleges, departments, and administrative units on first reference. Spell out the full formal name on first use and, when appropriate, include the abbreviation or acronym in parentheses (e.g., “Division of Enrollment Management (DEM)”). Thereafter, use the abbreviation or acronym alone. Avoid informal or shortened references such as “the department” or “the college” when referring to a specific UF unit.
Compliant example: The Office of the University Registrar will verify the student record.
Non-compliant example: The registrar’s office will verify the record.
Policy Title Capitalization
Capitalize and state the full policy title on first reference. Thereafter, refer to it as “this Policy.” Do not repeat the full policy title throughout the document.
Compliant example: The Political Activity Policy (“Policy”) provides guidance to University of Florida (“UF”) employees engaged in political activities. This Policy applies to…
Noncompliant example: The Political Activity Policy provides guidance to University of Florida (UF) employees engaged in political activities. The Political Activity Policy applies to…
3. Formatting Conventions and Policy Template
All UF policies hosted on the UF Policy Hub must follow the formatting conventions outlined in this guide and the Policy Template to ensure consistency and clarity. These standards apply to all UF units, direct support organizations (“DSOs”) and affiliated entities developing policies intended to apply broadly across UF. Internal unit-specific policies limited to local operations are not required to use this format.
Please refer to the Policy Template for complete formatting requirements. The following provides a summary of key conventions:
Headings and Numbering
Use the required sections in the following order: 1. Purpose, 2. Applicability, 3. Definitions, 4. Policy Statement, and 5. References and Related Information.
Subsections
Use hierarchical numbering (e.g., 4, 4.1, 4.1.1) and avoid deep nesting.
Lists
Use bullets for unordered content and numbers for ordered content.
Text Alignment
Use left aligned text and avoid orphaned headings.
Acronyms and Abbreviations
Spell out terms on first reference, followed by the abbreviation. Do not assume readers know your acronyms, and avoid introducing acronyms that appear only once
Margins and Fonts: Follow the formatting requirements in the Policy Template.
4. Applicability Section
All UF policies hosted on the UF Policy Hub must include a high-level applicability statement defining the scope of the policy. To reduce ambiguity, policy authors should use one of the following three standard formats:
1. UF Enterprise-wide
This Policy applies enterprise-wide to the University of Florida (“UF”), including its Direct Support Organizations (“DSOs”) and affiliated entities, as well as to UF Health and its DSOs and affiliated entities.
2. UF-only
This Policy applies to the University of Florida (“UF”), including its Direct Support Organizations (“DSOs”) and affiliated entities. It does not apply to UF Health or its DSOs or affiliated entities.
3. Hybrid or Scoped (Applies to select components as specified within the policy)
This Policy applies to select components of the University of Florida (“UF”), its DSOs, and affiliated entities, and may apply to certain UF Health entities as specified herein. See Section [X] for detailed applicability and exclusions.
After selecting one of these standard applicability statements, policy authors may further clarify the scope of the policy if needed. For example: “Each individual and every group or organization with access to Restricted Data is required to abide by this Policy.” While the high level applicability statement is typically sufficient on its own, additional scope language may be added at the author’s discretion to provide more specific context.
5. Definitions
The Policy Template requires a Definitions section. Policies should define any technical, specialized, or potentially ambiguous terms in the dedicated Definitions section. Definitions should follow the standard format below:
Defined Term means [insert definition].
Defined terms must be capitalized and used consistently throughout the policy whenever the definition is intended. Once a term is defined, avoid switching between synonyms or similar words that could create confusion.
6. Enterprise Terminology
The following terms may help clarify policy scope across UF’s evolving organizational structure. Where terminology is not prescribed by law, regulation, or governing authority, policy authors may find these terms useful when drafting policies that apply across multiple units, entities, or campuses.
UF Enterprise
All entities owned, controlled, or operated by the UF Board of Trustees.
UF Geography
The physical footprint of the UF Enterprise, including all owned, leased, or occupied land, buildings, and spaces.
Gainesville Main Campus
UF’s primary campus in Gainesville, including academic buildings, student housing, research facilities, and any space governed or regulated by UF.
Consider including these terms in the Definitions section when developing policies that span multiple organizational units, campuses, or affiliated entities.
7. Final Style and Editing Tips
Tone and Language
- Use active voice, plain language, and a formal third person tone.
- Refer to roles or titles rather than individual names.
- Use must for requirements, must not for prohibitions, may for permissions, and should for recommendations.
- Avoid passive voice, personal pronouns, gender-specific language, and unnecessary legal or technical jargon.
Formatting and References
- Use the Policy Template when drafting policies.
- Use the official names of referenced units, offices, and programs.
- Refer to the AP Stylebook for additional writing and style guidance.
Editing and Submission
- Include a table of contents for longer policies when appropriate.
- Proofread the policy carefully before submitting it for review.