Preview: Style Guide
Formatting and writing standards for all University Administrative Policies created or revised after the effective date of FSU Policy 2-1.
Template & format Font Numbering Dates & revision history Scope Supporting law & authority Verbs & directive language Clarity of time & expiration Tone & plain language
Template & format
All University Administrative Policies created, revised, or repealed after the effective date of FSU Policy 2-1 must use the official template included in the University Administrative Policy Navigation System (UAPNS). The UAPNS drafting tool ensures consistent formatting and captures all required fields automatically.
Every policy template must include the following elements:
- The name of the Responsible Executive(s)
- The approval and effective dates
- A section detailing the legal authority, including legal support, justification, and the specific authority for the policy
- The revision history
- Policy number (see Numbering below)
Font
Font specifications are defined in the UAPNS template. All policies published through the UAPNS will automatically apply the university’s approved typeface. Do not override or substitute fonts when drafting in the UAPNS.
Numbering
Policy numbers correspond to the prefix number assigned to each Responsible Executive. For example, policies under the President’s purview are numbered FSU Policy 2-xxx, and policies under the Provost are numbered FSU Policy 3-xxx. Subunits within a Responsible Executive’s authority may be further sub-classified with the appropriate numeric prefix followed by a letter, dash, and number.
The full Responsible Executive prefix list is as follows:
1 — Board of Trustees
2 — President
3 — Provost / Executive VP for Academic Affairs
3A — VP for Faculty Development and Advancement
4 — VP for Finance and Administration
5 — VP for Student Affairs
7 — VP for Research
8 — VP for Advancement
11 — Director of Intercollegiate Athletics
12 — Office of General Counsel
Note: Prefix numbers 6, 9, and 10 are reserved for future growth.
Within a policy, sections and subsections should be numbered sequentially (1, 1.1, 1.2, 2, 2.1, etc.) to allow easy reference and citation.
Dates & revision history
Every policy must display a clear date record so readers always know when a policy was created, last changed, and last reviewed. The UAPNS template includes a Revision History section for this purpose.
| Field | What it records | Format |
|---|---|---|
| Creation date | The date the policy was first formally adopted and became effective | Month DD, YYYY (e.g., January 15, 2025) |
| Effective date | The date the policy takes effect — usually the same as adoption, unless a later date is specified in the policy itself | Month DD, YYYY |
| Amendment date | The date any revision was formally adopted; a new entry is added for each revision | Month DD, YYYY |
| Last reviewed date | The date the Responsible Executive completed a formal review, even if no changes were made (required every 5 years) | Month DD, YYYY |
| Technical correction date | The date a non-substantive correction was made (e.g., broken link, typo fix); must be noted separately in the Revision History | Month DD, YYYY — noted as “Technical Correction” |
Revision History entries should briefly describe what changed and why, so future readers can understand the policy's evolution. Example entry:
March 10, 2026 — Amended Section 3 to clarify approval threshold for emergency policies. Substantive Review Group consultation completed February 28, 2026.
March 10, 2026 — Amended Section 3 to clarify approval threshold for emergency policies. Substantive Review Group consultation completed February 28, 2026.
Technical corrections — such as fixing a broken hyperlink, correcting a spelling error, or updating a title — do not alter the intent, scope, or meaning of the policy. They may be authorized by the Responsible Executive and take effect immediately upon legal review, but must still be recorded in the Revision History and drafted using the UAPNS.
Scope
Every policy must include a clear scope statement that tells readers exactly who and what the policy applies to. University Administrative Policies have broad application — either university-wide or across more than one school, college, department, or unit. If the policy applies only to one unit, it is a Local Policy and does not belong in the Administrative Policy Library.
Example scope language
✓ “This policy applies to all faculty, staff, students, volunteers, vendors, and visitors of Florida State University.”
✓ “This policy applies to all university units that administer externally funded research projects.”
✗ “This policy may apply to some employees depending on their role.” — Too vague; scope must be specific.
Supporting law & legal authority
Every University Administrative Policy must include a section identifying the legal authority that supports it. This tells readers why the university has the authority to issue this policy and what law or rule it is implementing or complying with.
Supporting law may include any of the following:
- Florida Statutes — e.g., “Section 1006.52, Florida Statutes”
- Federal law — e.g., “Title IX of the Education Amendments of 1972”
- Executive Orders (EO) — e.g., “Executive Order 13985”
- Board of Governors regulations — e.g., “BOG Regulation 6.001”
- University Regulations — e.g., “FSU Regulation FSU-2.009”
What is supporting law? Supporting law is the external legal authority that gives the university the right — or the obligation — to adopt a particular policy. For example, a policy on data privacy may cite the Family Educational Rights and Privacy Act (FERPA) as its legal basis. If the policy is implementing a specific statute or regulation, that statute or regulation should be cited directly. The Office of General Counsel reviews all policies to confirm legal authority before the 21-day comment period begins.
Example legal authority language
✓ “Legal Authority: This policy is issued pursuant to BOG Regulation 1.001 and FSU Regulation FSU-2.009, and implements the requirements of Section 1001.74, Florida Statutes.”
Verbs & directive language
Consistent use of directive verbs is essential for a policy to be clear and enforceable. University Administrative Policies “mandate, specify, or prohibit behavior.” Use the verbs below deliberately — the word you choose signals the level of obligation.
| Verb | Meaning | When to use | Example |
|---|---|---|---|
| Must | Absolute requirement — no exceptions | When compliance is mandatory and non-negotiable | “All contracts must be reviewed by General Counsel before execution.” |
| Shall | Obligation — equivalent to “must” in legal drafting | When establishing a duty; interchangeable with “must” but use consistently | “The Responsible Executive shall submit the policy via UAPNS.” |
| Mandate | Formally require by authority | When emphasizing the authoritative basis for a requirement | “This policy mandates annual training for all supervisors.” |
| Prohibit | Explicitly forbid | When something is not allowed under any circumstances | “This policy prohibits the use of university funds for personal expenses.” |
| Specify | Define or designate a particular requirement | When detailing exact conditions, formats, or standards | “This policy specifies the required format for all financial disclosures.” |
| May | Permission — discretionary, not required | When something is allowed but not obligated | “The Responsible Executive may request an additional review period.” |
| Should | Recommendation — expected but not mandatory | For best-practice guidance; use sparingly in policies (better suited to guidelines) | “Departments should notify affected staff at least 30 days in advance.” |
| Will | Statement of future fact or institutional commitment | When describing what the university or a unit will do, rather than what individuals must do | “The Office of General Counsel will provide written approval within 10 business days.” |
Avoid: “should” and “may” in contexts where you actually mean “must.” If something is required, say so directly. Ambiguous language creates compliance gaps and enforcement difficulties.
Clarity of time & expiration
Policies must be precise about when things happen, how long something lasts, and when a policy or provision expires. Vague time references create confusion and make compliance difficult to verify.
| Instead of… | Write… |
|---|---|
| “in a timely manner” | “within 10 business days of receipt” |
| “as soon as possible” | “no later than [specific date or defined trigger + days]” |
| “periodically” | “at least once every five years” |
| “recently” | “within the preceding 12 months” |
| “upon request” | “within five business days of a written request” |
Effective date: Unless a later date is specified in the policy, University Administrative Policies become effective upon adoption by the Responsible Executive. The effective date must always be stated explicitly.
Expiration: Standard University Administrative Policies do not expire automatically — they remain in effect until revised or repealed. However, two exceptions apply:
- Emergency Policies automatically expire 6 months after the effective date, or upon the effective date of a superseding policy adopted through the regular process — whichever comes first. Emergency policies must clearly state this expiration on their face.
- Review requirement: All policies must be reviewed within 5 years of their original effective date, and every 5 years thereafter. Policies not reviewed by their deadline may be repealed by the Provost.
Example expiration language (Emergency Policy)
✓ “This Emergency Policy is effective immediately upon posting and will expire six (6) months from the effective date, or upon adoption of a superseding University Administrative Policy through the standard policy approval process, whichever occurs first.”
Tone & plain language
University Administrative Policies must be written in plain, accessible language. The goal is for any member of the FSU community — regardless of their familiarity with legal or administrative terminology — to be able to read a policy and understand what it requires of them.
- Use short, direct sentences. One idea per sentence.
- Write in active voice: “The Responsible Executive submits the policy” — not “The policy is submitted by the Responsible Executive.”
- Avoid legalese. Replace “notwithstanding the foregoing” with “regardless of the above.”
- Define any technical terms the first time they appear.
- Do not include procedures or guidelines within the policy text — link to them separately.
- Avoid abbreviations unless they are widely known or defined earlier in the document.
Plain language comparison
✗ “In the event that it becomes necessary for the Responsible Executive to promulgate a University Administrative Policy on an expedited basis due to exigent circumstances, said Responsible Executive may effectuate such policy immediately upon posting.”
✓ “If a Responsible Executive needs to put a policy into effect immediately due to urgent circumstances, they may do so as soon as it is posted. This is called an Emergency Policy.”