Graduate Program Handbook: Best Practices and Format Comparisons
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Sources of Information
Handbooks are a program-produced resource with important information conveniently compiled in one location. They refer to content from different sources on campus related to graduate education such as the Graduate Guide and Policy Library. The information in these sources are connected yet serve different purposes.
- Program Handbook: details program-specific information, procedures and resources and may be formatted as a web page or linkable document; applicable information should be linked out to the appropriate source.
- Graduate Guide: University catalog of all graduate credentials awarded by the University of Wisconsin-Madison; this is the official source of truth on campus for program-specific policies regarding admission, degree requirements, funding, prior coursework and more.
- Policy Library: resource for all university-level policies.
Graduate School Resources
Resources and information curated by the Graduate School for prospective and current students are found on the Graduate School website. The Graduate Student Life website is also maintained by the Graduate School and provides useful information for new graduate students.
Handbook Writing Best Practices
The following are best practices that should be considered as programs write their handbook.
Reference to official source rather than restating
References to Graduate School requirements, university policy, or content already captured on your program's Guide page should be linked to the official source through hyperlink. This prevents content from becoming outdated or inaccurate when changes are made. For example, instead of writing out your program's curricular requirements, add a hyperlink to your program's requirement tab in Guide.
Make handbooks publicly available
Handbooks should be made available publicly online for program transparency. A hyperlink to your program's handbook should be included on your Guide page's contact box (see Guide: Editing Directory Information for instructions). Add the handbook to your program/department's website.
Use plain language and consistent formatting
Edit handbooks for concise language. Plain language keeps sentences short, avoids jargon, and supports readability. Dense and cluttered content loses a reader's attention. Maintain consistent formatting throughout a document by using titles and headings.
Tip: Refer to digital accessibility resources
Maintaining concise language and consistent formatting throughout a handbook is important no matter the format. UW-Madison's Information Technology's make it accessible teaches you how to present content in an accessible way based on specific format. The Digital Accessibility Hub has more guidance on making digital documents and web content accessible.
Review handbooks at least once per year
Handbooks should be reviewed at least once per year. If using the Graduate School's template, programs can specify the document version on the first page. Handbooks from previous years should be made publicly available on a program or department website to account for students adhering to policy at the time of matriculation or current.
Document Format Comparisons
While the Graduate School's handbook template is a Microsoft Word document, the program has the option to deliver the content in a different format. The Graduate School conducted a study of graduate education policy documentation and did not find a consistent preference for handbook format. The format your program wishes to use should best suit the needs of your program or department. Programs may wish to consider the pros and cons of different handbook formats.
Web-based
Content is written on a webpage that may be part of your program or department's website, sit as a standalone website or course page in a learning management system. Usually, the web link is on a program's Guide contact box and/or program/department website. The link may be shared through email.
Pros
- Readers can bookmark the web link to reference later
- Most current information available as websites can be updated in real time
- Content format may be configured to be mobile-device friendly
Cons
- Some may find it difficult to make personal notes
- Potential for broken links if host site moves or changes
Content is written in a word processing program like Microsoft Word or desktop publishing like Adobe InDesign and converted to a PDF document. Handbook linked for download in a program's Guide page contact box and/or program/department website. Handbooks may also be available in shared drives.
Pros
- Easy to organize within an electronic or physical personal filing system
- Use of highlights or sticky note tools allows users to make personal notes in margins
- Original content and formatting preserved
Cons
- Readers may refer to older versions when newer one is available
- Updates require republishing and redistribution to appropriate channels
- Content may not be easily readable on mobile devices
- Additional time to check for accessibility tags
Hybrid (Web and PDF)
Content is written on a webpage and the option to print to PDF or download in PDF form is available. There may be previous versions of handbooks linked for download. Programs should provide PDF in an accessible format. Usually, the web link is on a program's Guide contact box and/or program/department website. The link may be shared through email.
Pros
- Ability to choose format preference based on needs
- Previous versions can be preserved
- Readers can bookmark the web link to reference later
- Most current information available as websites can be updated in real time
- Content format may be configured to be mobile-device friendly
Cons
- Need to update or revise in multiple places (web and PDF)
Tip: Consider using design resource
The DesignLab has tips and tricks that may help with design elements. This resource offers one-on-one digital design tutoring for staff to help with digital projects.
