This is a very old thread.
Use the search facility to find previous posts on this subject provided by other members. It is a question that has been asked many times.
You will find samples of formats which you can adapt to meet the needs of YOUR organisation. There is not a one size fits all for these things. It must be designed to meet the individual organisation's requirements. We don't work for your organisation so are unable to write it for you.
Search facility is at the top of the page next to the CiteHR logo.