Policy Library Style Guide
This style guide outlines content-specific guidelines for developing and revising policies in the UW–Madison Policy Library to ensure they are accessible, understandable, and enforceable. Policies in the library generally follow the university’s editorial style, and links to relevant style and writing resources are provided below.
On this page
Policy Standards
Keep it Simple
Write policies in plain language, so they can be easily understood by the entire university community. Avoid jargon (e.g., acronyms, technical or profession-specific words) in policy without explanation.
Keep it General
Policies need to be broad enough and clear enough to apply to changing and unanticipated circumstances, and at the same time not be open to multiple interpretations. A policy cannot possibly address every eventuality. Detailed information can be provided in accompanying resources, such as procedures, guidelines, and frequently asked questions (FAQS).
Make it Helpful
A policy should tell the reader why it exists, who it affects, its major conditions and restrictions, and when and under what circumstances it applies.
Check for Compliance and Conflicts
Each policy must comply and not conflict with applicable university policies, industry requirements, Board of Regents and UW System policies, and state and federal laws and regulations. Any conflicts must be resolved among the appropriate Responsible Offices.
Make it Enforceable
Be prepared for the university to enforce each policy. Do not write or revise a policy without intending for it to be enforced. Use “must” or “will” instead of “may” or “shall.” Be aware that using “should” suggests that action is optional and not required. The purpose of policy is to set forth requirements, not permissive guidelines or procedures.
Policy Library Editorial Styles
Always spell words out on the first reference in each section of the policy, followed by an acronym in parentheses.
Examples:
- College of Agricultural and Life Sciences (CALS)
- Institutional Biosafety Committee (IBC)
- University of Wisconsin (UW)
Avoid using acronyms in policy titles.
Do not use asterisks in policies.
Use chair or chairperson, not chairman or chairwoman.
In the text of a policy, write out dates, rather than simply using numerals.
Correct: July 26, 2025
Incorrect: 07/26/2025
In the “Effective date,” “Revised dates,” and “Reviewed dates” fields, use numerals only.
Correct: 07/26/2025
Incorrect: July 26, 2025
Note: Effective dates and revised dates will automatically be converted to a format with numerals separated by hyphens rather than back slashes (e.g., 07-26-2025).
When writing dates in text, use a comma after the month and date, before the year. Do not use a superscript.
Correct: July 26, 1848
Incorrect: July 26th 1848
When writing month, day, and year, set the year off with commas.
Correct: On July 26, 1848, UW–Madison was founded.
Incorrect: On July 26, 1848 UW–Madison was founded.
When writing just a month and year, do not use a comma.
Correct: July 1848
Incorrect: July, 1848
An em dash is roughly as wide as the letter “m.”
Use an em dash to:
- Set off an amplifying or explanatory statement (e.g., “We will be outdoors — if the weather cooperates.”).
- Indicate a sudden break in thought or sentence structure (e.g., “All staff — except, perhaps, interim appointees — will need to complete the training.”).
Include a space before and after the em dash.
Use the following keyboard shortcuts to create an em dash:
- Windows users, press the Windows key and the period (.) key. Select the symbols tab at the top and click on the em dash.
- Mac users, press shift + option + hyphen (-).
The abbreviation “e.g.” stands for exemplia gratia, meaning “for example.” It is used to introduce one or more examples that illustrate a broader statement.
- Correct usage: Use “e.g.” to provide illustrative examples, not an exhaustive list.
- Punctuation: Always follow “e.g.” with a comma.
- List formatting: Do not use a concluding conjunction (e.g., and, or) before the final item in the list.
- Avoid redundancy: Do not follow “e.g.” with “etc.” — both imply additional examples.
- Correct: You can use a variety of tools (e.g., spreadsheets, databases, visualization software) to analyze the data.
- Incorrect: You can use a variety of tools (e.g., spreadsheets, databases, visualization software, etc.).
Note: “e.g.” is often confused with “i.e.,” which means “that is” or “in other words.” These abbreviations are not interchangeable. See also the entry for “i.e.”
An en dash is roughly as wide as the letter “n.”
Use an en dash to:
- Connect numbers and sometimes words (e.g., 2020–2024, 1:00-4:00 p.m., Monday–Friday).
- Write “UW–Madison” or “University of Wisconsin–Madison” (use instead of a hyphen).
Do not include a space before and after the en dash.
Use the following keyboard shortcuts to create an en dash:
- Windows users, press the Windows key and the period (.) key. Select the symbols tab at the top and click on the en dash.
- Mac users, press option + hyphen (-).
Do not use footnotes in policies.
The abbreviation “i.e.” stands for id est, meaning “that is” or “in other words.” It is used to clarify a statement or restate it more precisely.
- Correct usage: Use “i.e.” to rephrase or explain something in different terms, not to provide examples.
- Punctuation: Always follow “i.e” with a comma.
- Purpose: It introduces a clarification, definition, or restatement of the preceding idea.
Note: “i.e.” is often confused with “e.g.,” which means “for example.” These abbreviations are not interchangeable. See also the entry for “e.g.”
Capitalize the first word of each list item.
Use a period at the end of each complete sentence, or a semicolon at the end of a complete sentence where “and/or” is used.
Start with the same part of speech for each item (e.g., action verb, preposition).
Use active voice (e.g., the subject of the sentence or phrase performs the action) vs. passive voice (e.g., the subject of the sentence or phrase receives the action).
Use the same construction for each item (e.g., statement, question).
Spell out numerals “zero” through “nine.”
Example: The university’s mission statement is comprised of eight parts.
Use numerals for 10 and higher.
While “they,” “them,” and “their” can be used as gender-neutral singular personal pronouns, often a sentence can be rewritten without pronouns.
Example: “The foundation provided grants to anyone who lost a job this year.” vs. “The foundation provided grants to anyone who lost their job this year.”
When used, “they,” “them,” and “their” take plural verbs.
Add a hyperlink to regulations and statutes.
Follow these guidelines for referencing regulations and statutes:
- References to Wisconsin Statute:
- For an individual statute citation, use a single section symbol: Wis. Stat. § XXX(X).
- Example: Wis. Stat. § 16.417(2)(b)
- For multiple statute citations, use two section symbols: Wis. Stat. §§ XXX(X) and XXX(X).
- Example: Wis. Stat. §§ 19.45(3m) and 19.56(3)
- For a complete statutory chapter, use the format: Chapter XXX, Wis. Stats., [Chapter Title].
- For an individual statute citation, use a single section symbol: Wis. Stat. § XXX(X).
- References to Wisconsin Administrative Code:
- Use the format: Wis. Admin. Code § XXX.
- Example: Wis. Admin. Code UWS § 21
- Use the format: Wis. Admin. Code § XXX.
- References to UW System Board of Regents policy:
- Cite as Regent Policy Document XX-XX, [Policy Title].
- References to UW System policy:
- Cite as UW System Administrative Policy XXX, [Policy Title].
- References to the Code of Federal Regulations:
- Cite as [Title Number] C.F.R. § [Section Number].
- Example: 20 C.F.R. § 404.260
- Hyperlink to Electronic Code of Federal Regulations (eCFR) website.
- Cite as [Title Number] C.F.R. § [Section Number].
- References to the United States Code:
- Cite as [Title Number] U.S.C. § [Section Number] ([Year]).
- Example: 42 U.S.C. § 3601 (2019)
- Hyperlink to United States Code website.
- Cite as [Title Number] U.S.C. § [Section Number] ([Year]).
Capitalize school or college if it is part of a proper name:
Examples:
- College of Engineering
- School of Education
Use lowercase on second reference/elsewhere:
Examples:
- the school or college
- UW–Madison is comprised of 13 schools and colleges.
Spell out “school/college/division” on first reference, followed by “(s/c/d),” and use lowercase for subsequent generic references.
Capitalize the full names of state governmental entities:
Examples:
- Wisconsin Department of Administration
- Wisconsin Legislature
- Wisconsin Supreme Court
Use lowercase for partial or generic references.
Examples:
- the state Department of Administration
- the state Legislature
- the state Supreme Court
- state of Wisconsin
Do not abbreviate states in policy. Always spell out state names in full, except when citing legal references such as state statutes or administrative codes.
Avoid using tables in policy content whenever possible. Tables can reduce readability and accessibility.
Capitalize formal job titles only when they appear directly before a name.
Examples:
- Chancellor Jennifer L. Mnookin
- Provost John Zumbrunnen
- Department Chair Brian Fox
Always capitalize “Faculty,” “Academic Staff,” “Limited Appointees,” and “University Staff” when referring to UW–Madison employees.
Always reference acting, former, or interim in lowercase.
Example: former Chancellor John A. Bascom
Do not capitalize occupations.
Examples:
- architect Frank Lloyd Wright
- professor Helen C. White
Except for Professor Emeritus when used before a name.
Example: Professor Emeritus Stephen Moulton Babcock
Capitalize “University” when using the institution’s full, formal name.
Example: the University of Wisconsin–Madison
Use lowercase “university” in all other instances.
Example: the university’s mascot is Bucky Badger.
In accordance with the UW System Writing Style Guide, the policy library uses the legal name of “University of Wisconsin System.”