Controller's Unit Policy Program

Printable Version

Editorial Style

• In general, we use the AP Stylebook as our editorial guideline (per OSU Brand/Marketing), with some modifications.
• Common Examples:
  • …a, b and c (not …a, b, and c)
  • university (not University, unless as part of a title)
  • university (not institution, use “external university funds” for foundation/grants/etc)
  • Controller’s Unit (not Controller’s Office or BAFF)
  •  unit (not department or college)
  • and (not &)
  • fiscal policy-rule 03-xxx-xxx Title (not FIS; link # & Title only)
  • bold titles/headers only
  • avoid all caps (underline for emphasis)
  • use “must” (not “need”, “shall”, “can”, “should”, “may”, etc.)
• Links:  to sites; to definitions (accommodations – DAS (academic) & EOA (employment)
  • Correct emails to use:  financial-acctg-analysis@oregonstate.edu & accounts.payable@oregonstate.edu (not BAFF)
• Acronyms:  First reference should be named out and in parenthesis (not required for OSU) – for example “Fiscal Policy Committee (FPC)”
• Numbers:  under 10 should be spelled out with number in parenthesis – for example “nine (9)”
• Bulleted lists:  When making a bulleted or numbered list, be sure that capitalization, punctuation and structure are consistent.  If items in a list are complete sentences, end each one with appropriate punctuation.
• Colons:  The colon is used to indicate something is following that will complete or amplify the previous material.  It isn't necessary to capitalize the word immediately following a colon unless it begins a complete sentence of its own or is a proper noun.
  • If The list is preceded by a colon & list is a continuation of the statement, with semi-colon after each item (either all required with “and” before last item, or only one required with “or” before last item), each bullet starts with lowercase
  • If the list is preceded by a colon & there is no punctuation (list with no more than a few words per item), each bullet (& sometimes each word) starts with capital letter
  • If the list is NOT preceded by a colon, each bullet starts with capital letter & ends with a period

Formatting

• Font:  Calibri 12pt (14pt for headings “1”)
• Paragraph:
  • Single Spacing w/ “0” Before & “12pt” After
  • “6pt” After (for “•” & “-“ levels) & “0” After (for short lists)
  • Lines w/ “Window control” & “Keep lines together”
  • “Keep with next” (for top levels “1” & “1.1” & list levels “•” & “-“)
• Remove Track Changes & “DRAFT” watermark from final version
• Accept final changes & remove comments from final version
• Verify that accurate template & structure was used (update as necessary)
• Review numbering, headers & footers for accuracy (update effective & last revised dates)
• Review Related Information, History & Contacts for accuracy (updates dates/etc.)
• Review for autocorrect & editor suggestions (update/ignore as necessary)

DFA Principles

• Structured and inclusive decision-making generates effective results.
• Clear and transparent communication conveys and confirms intent and respect for all stakeholders.
• Process consistency, balanced with flexibility, improves efficiency and effectiveness.
• Community safety and respect for all its members embodies our core values, and enables our mission.
• Active stewardship of resources ensures the long-term success of the university.
• Assessing and managing risk balances innovation and compliance.
• Clearly defined and integrated policies, standards and processes, that remove institutional bias, coupled with appropriately delegated authority, empower employees and improve the satisfaction of all stakeholders.

Section 1:  Fiscal Policy Summary

• 1.1. Clear and concise statement of the fiscal principles directly related to this rule.
• 1.2. Explanation of intent or rationale why this rule is necessary, including legal or regulatory requirement, risk mitigation or general principle the university community must follow.
• 1.3. Explanation of who should be informed and understand this rule, describing broadness of applicability to the governing policy.

Section 2:  Fiscal Policy General Requirements

• Identifies clear, specific information not associated with required process.

Section 3:  Fiscal Policy Required Process

• Summarizes standardized top-level process(es) required university wide to ensure compliance with policy/rule.
  • Should not include detailed procedures (units may develop procedures independently)
  • Should only reference “units” or “central administration” generally (do not specify “Business Centers”, colleges, departments, etc.)
  • No specific restrictions on E&G funds

Section 4:  Fiscal Policy Related Information

• 4.2. Identify & include links to other policies, standards, fiscal rules and related guidelines.
• 4.4. Identify & include links to other related resources.
• 4.5. Updated or develop any related definitions.
• 4.6. Updated or develop any related FAQs.

Section 5:  History

• Includes dates of original issue, last version, last review and next scheduled review.

Section 6:  Contacts

• Includes Policy Steward, program (FA&A) and link to FPP contacts on website.