# SIT administrative templates (Word)

For the Office of the Chancellor, the Office of the Provost, the Administrative Vice Provost and the nine administrative departments: Operation, Student Service, IT, Communication, Finance and Plan, Purchasing and Logistics, Legal, HR and Creative Design.

## How to tell them apart from academic documents
* Academic documents: the four circles with the orange star in the centre; teaching departments add their colour tab on the rule.
* Administrative documents: the four circles in outline only. The centre is left in the paper colour. No orange star, no colour tab.
* Forms carry the form code and revision in a dark tab (e.g. OPS-F02, Rev. 1.0); the code also prints in every footer.

## Which pattern a document uses
The page pattern follows the official SIT artwork. Where it sits depends on the level of the office and the priority of the document:
* **Footer pattern (formal):** everything from the Chancellor, Provost and the three Vice Provosts; every office's letterhead; documents (policies, procedures, resolutions, MoUs, contracts, reports); formal letters such as appointment letters, service certificates, student status letters and press releases; exam and thesis covers.
* **Header pattern:** memos and forms of departments and offices; exam question pages, assignments and syllabi.
* **Pattern band (general use):** the orange pattern band along the bottom, for letters that do not come from one office, notices and announcements, and event invitations.

## Responsibility
Each head of department and supervisor receives the templates for their office, hands each form to the staff who use it, and checks that documents leaving the office use the current version (see the revision in the footer). Changes go through the Creative Design Department.

## Using the files
* Word 2016+ (Windows, Mac), Word online, LibreOffice, Pages on Mac (open the .docx, then File > Save as Template). A4, Poppins embedded.
* Each office has its own letterhead and memo with its name and reporting line already in the header.
* Forms: fill in on screen or print blank. Each lettered section is one table; press Tab in the last cell to add a row.
* Finance and Plan fills in the tax lines (VAT and withholding) on each finance form.
* Official receipts (FPD-F05) are printed only by SIT's authorized printer, in serially numbered books.
* Presentations: SIT Administrative Presentation Template.pptx in the Keynote-PowerPoint kit.

## Off-campus repair
1. Maintenance Work Order (OPS-F01). 2. Property Gate Pass (OPS-F02), signed by the head of unit, Purchasing and Logistics and the head of Operation or IT. 3. Security checks the items on exit and on return. 4. Spare parts on a Store Issue Voucher (PLD-F06); the user signs off the work order.

## Templates
### 01 Office of the Chancellor
Owner (distribution and inspection): Chancellor

| Code | Template | Pattern |
| --- | --- | --- |
| CHA-L01 | Letterhead | Footer |
| CHA-L02 | Memo | Footer |
| CHA-L03 | Circular | Footer |
| CHA-L04 | Delegation of Acting Authority | Footer |
| CHA-D01 | Board or Senate Resolution | Footer |

### 02 Office of the Provost
Reports to: Office of the Chancellor  
Owner (distribution and inspection): Provost

| Code | Template | Pattern |
| --- | --- | --- |
| PRV-L01 | Letterhead | Footer |
| PRV-L02 | Memo | Footer |
| PRV-D01 | Policy Document | Footer |
| PRV-D02 | Standard Operating Procedure | Footer |

### 03 Administrative Vice Provost
Reports to: Office of the Provost  
Owner (distribution and inspection): Administrative Vice Provost

| Code | Template | Pattern |
| --- | --- | --- |
| AVP-L01 | Letterhead | Footer |
| AVP-L02 | Memo (Administrative) | Footer |

### 04 Operation Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Operation Department

| Code | Template | Pattern |
| --- | --- | --- |
| OPS-L01 | Letterhead | Footer |
| OPS-L02 | Memo | Header |
| OPS-F01 | Maintenance Work Order | Header |
| OPS-F02 | Property Gate Pass | Header |
| OPS-F03 | Damaged or Lost Property Report | Header |
| OPS-F04 | Vehicle Request and Trip Log | Header |
| OPS-F05 | Venue and Facility Booking | Header |
| OPS-F06 | Security Incident Report | Header |
| OPS-F07 | Supervisor Daily Shift Report | Header |

### 05 Student Service Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Student Service Department

| Code | Template | Pattern |
| --- | --- | --- |
| SSD-L01 | Letterhead | Footer |
| SSD-L02 | Memo | Header |
| SSD-F01 | Dormitory Check-in and Room Inventory | Header |
| SSD-F02 | Student Request and Complaint | Header |
| SSD-F03 | Student Disciplinary Incident Report | Header |
| SSD-F04 | Student Club and Event Request | Header |

### 06 IT Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, IT Department

| Code | Template | Pattern |
| --- | --- | --- |
| ITD-L01 | Letterhead | Footer |
| ITD-L02 | Memo | Header |
| ITD-F01 | ICT Service Request | Header |
| ITD-F02 | System Access Request | Header |
| ITD-F03 | IT Equipment Assignment | Header |

### 07 Communication Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Communication Department

| Code | Template | Pattern |
| --- | --- | --- |
| COM-L01 | Letterhead | Footer |
| COM-L02 | Memo | Header |
| COM-L03 | Press Release | Footer |
| COM-F01 | Communication and Publicity Request | Header |

### 08 Finance and Plan Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Finance and Plan Department

| Code | Template | Pattern |
| --- | --- | --- |
| FPD-L01 | Letterhead | Footer |
| FPD-L02 | Memo | Header |
| FPD-D01 | Institutional Report | Footer |
| FPD-F01 | Payment Voucher | Header |
| FPD-F02 | Petty Cash Voucher | Header |
| FPD-F03 | Travel Request and Per Diem Claim | Header |
| FPD-F04 | Invoice | Header |
| FPD-F05 | Official Receipt | Header |
| FPD-F06 | Annual Plan and Budget Request | Header |

### 09 Purchasing and Logistics Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Purchasing and Logistics Department

| Code | Template | Pattern |
| --- | --- | --- |
| PLD-L01 | Letterhead | Footer |
| PLD-L02 | Memo | Header |
| PLD-F01 | Purchase Requisition | Header |
| PLD-F02 | Request for Quotation | Header |
| PLD-F03 | Bid Comparison and Evaluation | Header |
| PLD-F04 | Purchase Order | Header |
| PLD-F05 | Goods Received Note | Header |
| PLD-F06 | Store Issue Voucher | Header |
| PLD-F07 | Property Transfer Form | Header |
| PLD-F08 | Asset Disposal Request | Header |

### 10 Legal Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Legal Department

| Code | Template | Pattern |
| --- | --- | --- |
| LEG-L01 | Letterhead | Footer |
| LEG-L02 | Memo | Header |
| LEG-D01 | Memorandum of Understanding | Footer |
| LEG-D02 | Service Contract Agreement | Footer |
| LEG-F01 | Legal Review Request | Header |

### 11 HR Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, HR Department

| Code | Template | Pattern |
| --- | --- | --- |
| HRD-L01 | Letterhead | Footer |
| HRD-L02 | Memo | Header |
| HRD-L03 | Appointment Letter | Footer |
| HRD-L04 | Service Certificate | Footer |
| HRD-F01 | Leave Request | Header |
| HRD-F02 | Staff Personal Data Form | Header |
| HRD-F03 | Performance Appraisal | Header |
| HRD-F04 | Staff Clearance Form | Header |
| HRD-F05 | Overtime Authorization and Claim | Header |

### 12 Creative Design Department
Reports to: Administrative Vice Provost  
Owner (distribution and inspection): Head, Creative Design Department

| Code | Template | Pattern |
| --- | --- | --- |
| CDD-L01 | Letterhead | Footer |
| CDD-L02 | Memo | Header |
| CDD-F01 | Design Request Brief | Header |
| CDD-F02 | Print Job Order | Header |

### 00 Common to all offices
Owner (distribution and inspection): Head of each office

| Code | Template | Pattern |
| --- | --- | --- |
| ADM-F01 | Meeting Agenda | Header |
| ADM-F02 | Meeting Minutes | Header |
| ADM-F03 | Transmittal and Acknowledgement Slip | Header |
| ADM-G01 | General Purpose Letterhead | Band |
| ADM-G02 | Notice and Announcement | Band |
| ADM-G03 | Event Invitation | Band |