Parent Resource Toolbox

Step 6: WRITE POLICY

When you have reached this step in the process of policy development, your strategies to gain the support of decision-makers (Step 5) have been successful, and the policy option proposed (Step 3) is now ready to move forward into the writing phase.

The objective of this step in the policy process is to work with representatives of the system within which the policy will occur (e.g. school, workplace, community) to write the policy. Although this sounds very straightforward, this is often a time consuming process due to the nuances and protocols within each system that are necessary to address and the number of re-writes to appease many stakeholders that may be necessary. In writing policy, it is recommended that from the outset of crafting the specifics you work towards a version that is:

The other consideration to account for as early as possible in the creation process is how the policy will be enforced – by whom, within what systems, with what training, at what cost?

The Process
Most often, a committee is struck at this point in the process. This group will create the policy that will ultimately come back to the decision-maker(s) to approve. Members of this committee typically include:

A representative from the “system” – the City Clerk, a school board curriculum consultant, the workplace human resource manager - who will bring knowledge of the language necessary in the policy, the protocol required to move it forward, the realism of what specifically can be included and enforced.

Experts in the topic area who will bring sample policies to the group and ensure that the specifics are addressing the problem identified (see Step 1)

Stakeholders representing those who will be affected by the policy to ensure a participatory approach that addresses the specific changes proposed.

Representatives of the systems within the organization or community that will need to be involved in the implementation and monitoring of the policy. This might be the IT people if databases need to be created or Finance people if fines will be collected.

There is no set time frame within which the policy writing process will occur. Be aware that it will likely take longer than anticipated though. Predict that several revisions will be necessary and take into consideration the cycle of work for the decision-maker(s). This would include such things as:

How often do the decision-makers meet?

How frequently can the policy writing committee meet?

Are there hiatus times (such as summer) to avoid?

Will any of your champions on whose support you are relying to pass the policy be away at particular times?

Is there an election pending or some other reason why the decision-makers may change?

Typical Policy Structure
Each organization will have specific formats for their policies and it will be important to adopt those standards. Listed below are common elements of a policy.

Rationale (“Whereas” section)
This summarizes the problem (Step 1) paying particular attention to those points that are as local as possible AND those points that may serve as a baseline for change. These will tend to be the points that had an impact when you were trying to influence the decision-makers (Step 5).
Definitions
These will be critical to closing potential “loopholes” when it is time to communicate the policy once enacted and enforce it. Definitions will delineate what is included and what is not. For example, if discussing “flex time” policies in a workplace, here is one possible interpretation that may or may not reflect what is intended in your policy: “Work schedule in which the worker is required only to work a minimum number of hours, and is given latitude in deciding when to report for and leave work.” ( app1.sba.gov/glossary/ ). Define as many terms as possible – better too many than too few.
1. Tips
  When selecting the Rationale statements for your policy, select points that you feel the policy can have an effect on once implemented.
Components
These will reflect the scope of the policy that is being created; what aspects of practice are to be covered via this policy. Discussion will be necessary to determine how comprehensive to make the policy. In some instances, going forward with all components at one time may be preferred to phasing components in over a longer period. Cost of implementation may be a factor in deciding this. Determining the components of the policy will likely take you back to the policy options.
Restrictions / Limitations / Consequences / Details
These will describe what is “allowed” and what is not within the policy – the specific rules within each component. For example, with a school physical activity policy, the component could be as broad as “Staffing Levels and Responsibilities”. The details would then provide the specific requirements. In creating these, look to examples from other similar settings (other schools, workplaces, communities) not only because they may be “tried and true” but the detailed wording will move you along faster.
Communication, Signage & Enforcement
These are the details of the implementation – to whom will the policy be communicated and how; will signage or other forms of formal notification be necessary; how will the policy be enforced.

Policies and Procedures?
These terms are often linked together and, although related, should not be confused as the same thing. Policies reflect the "rules" governing the implementation of the campus processes. Procedures, on the other hand, represent an implementation of policy and should evolve over time as new tools emerge, new processes are designed, and the risks associated with an area changes in response to internal or external environmental changes. (In fact, there should be an expectation that individuals will “challenge” outdated procedures and call them to the attention of their owners.) As a consequence, rather than combine “policies,” “procedures,” and “guidelines” in a single document, it is recommended that, as a general rule, policies and procedures appear as separate documents. (Source: University of California at Santa Cruz)

Tips

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The chart below contains alternative headings for the layout of a policy as is part of a larger document from the University of California Santa Cruz: “Guide to Writing Policy and Procedure Documents

When the policy has been drafted, reviewed by appropriate stakeholders, revised as necessary and finally, approved, you are ready to move to Step 7 . . . Implementing the Policy.