Policies and Procedures

Guide for Drafting Evergreen Policies

  • These guidelines accompany and explain how to draft policies according to the required template.
  • Information on the template is required so that the web site can be updated in the appropriate format.
  • Policies will be written in Plain Talk according to the Governors Executive Order 05-03

Policy Components

Steward: The Steward is the individual responsible for ensuring the policy is written, updated and kept current. Stewards are appointed by the College President and Vice Presidents.

Effective Date: This is the date when the policy will be in force. If unknown, or if the effective date will be when the policy is approved, indicate that.

Replaces: Identify any policies that this new policy will replace. The most recent version of any policies that are cancelled, replaced or withdrawn will remain on the Policy web site for informational purposes.Policies previous to the most recent previous version will be found in Campus Archives.

Title: Policy titles should be short (six words or fewer is preferred), and should differentiate this policy from other policies.

Purpose/Rationale: A short statement about why a policy is required.

Applies to: This statement identifies to whom or under what circumstances the policy applies.

Definitions: Any words that may need clarification or a specific definition to ensure clarity of the policy should be defined here.

See also: This section provides the option to refer to

Related: web sites, DTF or other historical reports, or other documentation.

Authorization: If an RCW, WAC, Governor’s edict or other rule or law requires the policy, designate them here. These will appear as links on the Policy page.

Forms: If forms are required to comply with this policy, provide them (or the link from your site) to the Policy Coordinator and links to them will appear on the Policy page.

Policy Text Guidelines and Formatting:

  1. Policies are written using Plain Talk Guidelines:
    • Using active voice, and clearly identifying person responsible for each action. Including relevant information, and deleting or putting contextual information in another
    • section (such as See Also, Rationale, etc.).
    • Aiming for ease in reading at a 10th grade or lower readability score.
    • Keeping sentences and paragraphs short
  2. Each section has a header statement that plainly, and in a single short sentence, indicates a decision of the College by clearly identifying WHO does WHAT.
  3. Stewards may write as many sections as are needed to clearly explain decisions and responsibilities.
  4. Section headers may be followed by short and clear explanatory information, including any exceptions to the section header statement.
  5. Proceduresfor carrying out policies are written separately from the policies themselves, and may also be posted on the policy web site.
  6. Policies are typically formatted according to the following outline:

Policy Section Heading (bold, underlined, numbered)

Explanatory text (if any) is indented.

  • Points of clarification of Policy Text is indented twice and bulleted.

Updated: July 2009