New or Modified Policy and Procedures Creation Instructions

POLICY:

NOCAC Head Start will establish written policies and procedures that are approved by the governing body and policy council and available to all staff.

PROCEDURES:

1. When creating a new policy and procedure:
   1. Service Area Manager will create the new policy and procedure using the Policy and Procedure Template. New policies will be created and retained on the Service Area Manager’s (or originator’s) computer so as not to overwrite the policy currently in effect.
   2. A Policy and Procedure Development Plan (PPDP) Policy Draft and Approval form will be completed.
   3. The new policy and the approval sheet are to be placed into the appropriate colored folder based on the categories. The folder will be routed between the appropriate team members for approvals/amendments. The folders can be obtained from the Data Systems Specialist.
   4. Any links to external websites or forms should be detailed within the policy itself and under the “Forms and Additional Guidance” section at the bottom of the policy. Links should be emphasized by using a blue font for ease when created on the website.
   5. If the new policy requires forms, the forms should be included in the routing folder and an electronic version of the forms will be emailed to the Data Systems Specialist in their original format (Word, Excel, etc.) to be saved in a central location for future updates.

ERSEA – Gray

Education – Pink

Safety – Red

Health – Orange

Transportation – Yellow

Nutrition/Dental – Green

FCE – Blue

Mental Health– Baby Blue

Disabilities – Purple

Human Resources, Program Design, Misc.- Black

2. When making modifications to an existing policy:
   1. The Service Area Manager will find the current policy that needs modified on the website. Print and mark the appropriate modifications. The Service Area Manager may also choose to copy the current policy from the website and paste into a Word document, highlight the changes, and then print a copy of the revised policy. Policies being revised will be retained on the Service Area Manager’s (or the originator’s) computer so as not to overwrite the policy currently in effect.
   2. A Policy and Procedure Development Plan (PPDP) Policy Draft and Approval form will be completed.
   3. The updated policy and the PPDP form is to be placed into the appropriate colored folder as shown on the above chart for routing. The new or modified policy and procedure will be routed to the appropriate staff as indicated on the PPDP approval form. The old policy indicating proposed changes will be attached.
   4. Once the final draft has been approved by all relevant service areas, the Director gives final approval and returns the folder to its originator.
3. All new or modified Policy and Procedures will be emailed to the Administrative Coordinator.
   1. No new or revised policies will be amended on the website until Board and/or Policy Council approvals have been obtained if required and noted on the PPDP. Approval dates must be shown on the appropriate section of the Policy and Procedure Template.
   2. The Administrative Coordinator will save the policy on NOCAC’s server and on an external hard drive in an editable document format. Policies will keep the same file name with a revision date added. Associated forms will be saved in an editable document format and a pdf format. Each form will be assigned a form number.
   3. When the Administrative Coordinator has completely prepared the new/revised policy for publication it will be entered into the NOCAC website and published Live.
   4. The Policy and Procedure folder is filed in the designated cabinet where it is available for reference.
   5. Policies and procedures will be reviewed annually for accuracy.
4. Obsolete or Cancelled Policy & Procedures
   1. When a Policy and Procedure is no longer relevant and needs to be removed from circulation the services area manager will get all approvals necessary from the Program Director.
   2. Utilize the PPDP form with instructions to withdraw it.
   3. Forward all relevant documents to the Administrative Coordinator.
   4. 1. 1. Pull the hanging file folder in cabinet and move to the “Old Policy & Procedure” tab.
         2. Move the word documents and related forms to the “Old Policy & Procedures” folder on the NOCAC server.
         3. Remove all the relevant documents and forms on the NOCAC website.

Forms and Additional Guidance:

• Policy and Procedure Template
• Policy and Procedure Development Plan (PPDP) Policy Draft and Approval form