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Naming convention

Use a clear and consistent name so processes are easy to find and recognise.

Naming format

Suggested format: [School or Unit or project or Test]_[Ref]_[Title]

What each part means:

• School or Unit or Project or Test – choose the relevant option for where the process belongs 
• Ref – a short reference or ID that is meaningful to users
• Title – a short, plain‑English name

Examples:

• Registry_REG01_Application Review
• Finance_FIN‑AP_Purchase Approval
• HR_003_Employee Onboarding
• Test_T01_ShiftX Training Process

Naming rules:

• use underscores (_)
• do not use special characters
• keep titles short and clear
• use the same format every time

General writing rules

Follow these rules for every step:

• one action per step
• short sentences
• use active voice
• use plain English
• avoid jargon and filler words 

If you have to include the word 'and', the step probably needs to be split.

What every step must include

Every step must show:

• roles – who is doing the work
• HR Organisational Unit or University group – where the role sits
• applications – where the action happens
• information objects – what information is used or passed on
• ³ó²¹²Ô»å‑o´Ú´Ú²õ – who or what receives the outcome 

If any of these are missing, the step is not complete.

Start style

Purpose

The start step explains what triggers the process. No work happens here.

Suggested start input format

[Process title] starts when [team/group] [role] sends [trigger] using [system] with [data].

Example

Employee onboarding starts when School Hiring Manager submits a new starter request using the HR portal with employee details.

Checklist

• one trigger only
• no decisions
• no processing work

Step style

Purpose

Action steps describe one piece of work and show a hand‑off.

Suggested step formats

With a hand‑off:

• the [team] [role] [action] to [role or system] from [team] using [information] within [application]
• example: School Department Admin submits purchase request to Finance System from Finance using cost centre and supplier data within Oracle

Without a hand‑off:

• the [team] [role] [action] using [information] within [application]
• example: Registry Officer checks eligibility criteria using applicant academic history within SITS

Decision style

Purpose

Decision steps show how the process chooses a path.

Decision format

If [condition based on data] in [system], [team] [role] sends [outcome A] to [role or team] using [system], otherwise [team] [role] sends [outcome B] to [role or team] using [system].

Example

If eligibility criteria are met based on application data in SITS, Registry Officer sends offer decision to applicant using the applicant portal, otherwise Registry Officer sends rejection decision to applicant using the applicant portal.

Decision rules

• the condition must be clear
• data and system must be named
• both paths must go somewhere

End style

Purpose

The end step explains where the process stops and what remains.

Successful end template

[Process] ends when [final outcome] is completed in [system] and [recipient] is informed.

Unsuccessful end template

[Process] ends when [condition] is not met and [status or reason] is recorded in [system].

Examples

• Employee onboarding ends when all access is active in Azure AD and the employee is informed.
• Application review ends when eligibility criteria are not met and the rejection reason is recorded in SITS.

Standard end labels

Use these labels consistently:

• End: Success
• End: Rejected
• End: Withdrawn
• End: Cancelled
• End: Timed out

Common mistakes to avoid

Some of the most common mistakes to watch out for:

• missing the receiving role or system
• hiding ³ó²¹²Ô»å‑o´Ú´Ú²õ inside vague wording
• using long or complex sentences
• combining decisions and actions
• leaving steps without a clear next owner

Quick review checklist (30 seconds)

Before approving a process, check:

• role named
• team named
• system named
• data named
• hand‑off visible
• one action only

If any answer is no to any of these checks, revise the step.

One rule to remember

If you cannot tell who had responsibility before the step and who has it after, the step is not written correctly.