Style Guide

University Policy Style Guide

This guide provides a structured approach for assessing, revising, and aligning university policies. It includes formatting and language standards to ensure clarity, accessibility, and consistency across all university policies.

Policy Formatting and Quality Standards

  • Post only policies on the University Policies website; host related documents elsewhere  
  • Ensure the policy title: 
    • Clearly reflects the content and purpose 
    • Is intuitive and understandable to a general audience 
    • Avoids abbreviations, acronyms, symbols, or vague generalizations  
    • Avoid using 'Indiana University,' 'IU,' or 'Policy' in titles unless part of an official name 
  • Use simple, direct language that’s easy to understand. Choose familiar words and avoid complicated terms or technical jargon unless needed for accuracy 
  • Define technical terms and abbreviations upon first use or in the Definitions section  
  • Use department or position titles instead of individual names  
  • Use departmental emails or links to contact webpages  
  • Capitalize formal titles and designated roles when they identify official university positions 
  • Use lowercase for 'university' unless stating 'Indiana University'  
  • Spell out months  
  • Use 'must' or 'will' for requirements; avoid 'should' or 'can'  
  • Italicize emphasized text; avoid underlining 
  • Verify internal and external references are up to date  
  • Referenced materials must be accessible or have an equivalent alternative to ensure effective communication for individuals with disabilities (see UA-02) 
  • Use AI tools to improve clarity, grammar, and accessibility (Note: Human oversight is required for final review). Suggested prompts: 
    • Enhance clarity and conciseness 
    • Check for grammatical, spelling, and punctuation errors 
    • Apply plain language principles