Convert an existing policy

Further information

  • Amend an existing policy
  • Writing a new policy
  • Delete an existing policy

All official University policies should follow an approved format.

This simple guide will show you how to convert existing policies into the approved University Policies format and have them stored in TRIM.


Step 1

Check whether a TRIM file exists for the policy. If not, complete a New General File form to have one created. Use the policy function as the keyword.

Note: All policies must have a TRIM file where policy development and other relevant information is housed.

Step 2

Ensure that University Policy status is appropriate for the policy. Seek advice from your Director or contact Academic Policy Services for advice, if required.

Step 3

Download the University Policies template to the relevant folder on your network drive. Write the policy, and, if appropriate, procedures following the instructions.

Note: Procedures, if any, can be written at this stage and approved by the relevant Director. Alternatively procedures may be written and/or approved after the policy has been approved by the appropriate person or body.

Step 4

Save the policy document to a convenient location on your network drive as a Microsoft Word document.

Step 5

Follow the instructions on the style checker.

Step 6

If the policy does not already have a University Policy number (UPyy/xxx), obtain one from Information Governance Services by completing the New University Policy Number form when the approved document is returned to you and insert the number in the appropriate box at the end of the University Policies template.

Step 7

The appropriate Director or delegate emails a Word version of the policy document and the version that has been through the process described in Steps 4, 5 and 6 to Information Governance Services.

Step 8

Save two versions of the policy document – one version as a Word document and the other version as indicated in the instructions for the University Policies template.

Step 9

The Director emails to Information Governance Services both the Word document and the html document for storage in TRIM.

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