This page defines key terms used throughout the UW–Madison Policy Library and clarifies the distinctions between policies, procedures, and guidelines to support consistent and accurate usage.
Definitions of Policy Roles and Responsibilities
Subject matter experts designated by the responsible office to serve as the primary point of contact for policy questions and interpretation.
The person responsible for maintaining the policy library and supporting the development and review of policies. This neutral facilitator ensures consistent standards across the university, notifies policy managers of upcoming reviews, and collaborates with stakeholders throughout the process.
A position assigned by the responsible office to oversee the development, intepretation, and administration of policies within a specific area. This includes managing related procedures, processes, instructions, forms, and updates.
The unit responsible for developing, administering, and maintaining a policy. This includes ensuring the policy’s accuracy and conducting timely reviews.
Distinguishing Between Policies, Procedures, and Guidelines
It’s common to confuse policies with related documents such as procedures and guidelines. While all contribute to effective organizational governance, each serves a distinct purpose, as outlined below.
Policy
A policy establishes mandatory rules or expectations. It defines or restricts conduct to support the institution’s mission, ensure compliance with laws and regulations, improve operational efficiency, and/or mitigate institutional risk.
Procedure
A procedure outlines the specific steps or processes required to implement a policy. It provides detailed instructions for consistent execution.
Guideline
A guideline offers recommendations, interpretations, best practices, or frameworks to support decision-making. Guidelines are advisory and not mandatory.