Policy Format and Content
To ensure that Ministry policies are communicated in a consistent manner, all policies must be prepared using a standard template which includes the following three main headings:
Scope: Describes the topic(s) or issue(s) contained in the policy in one or two sentences. The intent is to clarify for the reader what the policy covers. This section may also include a brief statement of the application of the policy (i.e. who it refers to and in what circumstances it applies) and/or a brief definition of technical term(s) included in the title.
Policy: Sets out the details of the actual policy, beginning with a short paragraph which summarizes the policy. Sub-headings are encouraged to describe sections of the policy. Possible sub-categories may include:
- Purpose
- Definitions of Key Terms
- Relevant Background Information
- Details regarding when and how the Policy is Applied
- General responsibilities for implementing the policy
References: Lists sources of information alphabetically, including acts and regulations (with section numbers, if appropriate), ministry program manuals, and other related documents.
To ensure that policies remain current and do not need to be revised frequently, avoid the following types of information:
- personal names (position titles are acceptable)
- addresses or telephone numbers
- specific costs or fees (if necessary, these should published on a separate fee schedule)
- specific reporting relationships
- topics covered by collective agreements
Policy Number
Policies need to indicate a volume, chapter and number.
Volume: Determine the appropriate volume reference.
R=Volume 1, Resource Management
M= Volume 2, Management Services).
Chapter & Number: then determine the appropriate policy number and title based on the Policy Manual Table of Contents.
If you have a new policy not currently included in the Table of Contents, contact the Manager of Strategic Policy, Strategic Policy & Planning Branch to have it added.
Note that repealed policy numbers remain in the Policy Manual Table of Contents to provide a record of Ministry policy and to make the search for old policies easier and as such cannot be re-used for new policies.
Writing Style
Ministry policy must be written clearly and concisely, and be understandable to all users (including the public).
Technical language and acronyms should be used sparingly and only to the extent necessary to explain the policy. Acronyms should be spelled out the first time they are used. Definitions of technical terms and acronyms should be included where appropriate.
Most policies need some flexibility in their application, so they should not be rigidly worded. It is the function of Ministry procedures manuals and program manuals to interpret policies to fit the variety of circumstances in which they will be applied.
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