Distinguishing between a policy and other documents such as procedure, standard and guideline can be confusing… To ensure that we all have the same understanding, below are the definitions of each type of document.

Policy

A policy is a written statement that defines, restricts, or requires certain behaviors to support the university’s mission, comply with laws and regulations, increase operational efficiency, and/or minimize risk.

Standards

Standards are mandatory rules of measure, designed to provide policies with the necessary support structure and specific direction they require to be meaningful and effective. They serve as technical requirements for the policy compliance, detailing specific configurations, timelines, or processes necessary for compliance.

Procedures

Policies are often accompanied by procedures. Procedures outline the steps required to reinforce the policy. They include details about who is responsible for implementing the policy and instructions on how to do so, where to find more information. For clarity and flexibility, it is better to keep policies and procedures separate.

Guidelines

Guidelines are advisory in nature. They provide recommendations, interpretations, administrative instructions, best practices, or operational frameworks. They are not mandatory like policies, but may change frequently to meet the needs of the university.

 

To sum up, policies establish the fundamental principles, procedures outline the exact steps for execution, and guidelines provide further recommendations or best practices.

Document	Criteria
Policy	– Details “why” to accomplish. – Applies broadly. – Prescribes, defines, or prohibits actions. – Expresses institutional positions. – Not subject to negotiation. – Seldom changes.
Standards	– Explain “What”. – Prescriptive requirements that are quantifiable. – Are mandatory.
Procedures	– Describe “how” a task should be done, “who” should do it, and “when” it should be done. – Establish standard practices for implementing the policy in specific situations. – Can be modified as needed to improve productivity.
Guidelines	– Are not mandatory. – Supply useful details about the mode of operation (for instance, based on best practices). – Give general recommendations.