A Policy (P) explains the reason for the regulation, a Procedure (R) explains implementation of corresponding policy. The P/R numbers often, but not always, correspond with one another.

CWU policies and procedures guide the application of state law and policies adopted by university divisions and the Board of Trustees.

To begin this process, contact the relevant unit leader to ensure support for the P/R changes.

Policies and Procedures (P/R) process:

(1) Contact the President’s Office for the official document.

(A) To modify an existing policy or procedure (P/R), request an official copy of the policy(s) and/or procedure(s) you would like to revise. Do not copy from webpage.

1. The President’s Office will send a cover page template.

a. Denote whether you are developing a new P/R, or modifying an existing P/R.

b. Provide a brief, itemized summary of why the P/R is being revised and cite the changes therein.

c. Include the completed cover page with the body of the policy and/or procedure as one document, not separately.

(B) If developing a new policy or procedure, president’s office staff will work with the appropriate division for placement within the P/R Manual. The number is generally assigned to the P/R upon approval by UPAC.  

(2) Writing and revising policies and procedures.

(A) Track Changes

1. Make edits and revisions to the Word document with the “track changes” feature turned on. This step is critical.

2. Tracked changes must be utilized every time revisions are made. The review process requires knowledge of all participants who made changes.

(B) Writing style

1. Use common language, present tense, active voice. Do not include proper names, emails, or locations, due to frequent changes (e.g. “go to the President’s Office” instead of “go to the President’s Office, Barge 304”).

a. Keep it simple, straightforward and easy for the reader to understand.

b. Avoid using “shall” and “shall not” if possible. Describe correct action(s) to be taken.

c. No need to refer to "CWU" within the text, it is implied.

(C) Formatting 

1. Do not use auto-format.

2. Use Calibri 10 pt. font.

3. One space after periods.

4. Only capitalize formal names and titles if referring to a specific person.

5. Hyperlink referenced RCWs, WACs, CWUPs, CWURs or other official documents. If you do not have a link for the official document, do not reference it.

6. Left justify everything.

7. Do not use indentation, italics, boldface, underline, or bullet points.

8. Subsections and subparagraphs are enumerated as follows, all left justified:

(1)

Space between each section to allow easier reading.

(A)

(B)

1.

2.

a.

b.

9. Footer: Include the numbered section and numbered sub-section of the P/R in the bottom left of the footer.

Footer format (example numbers only): 

CWUP 1-0 Board of Trustees

CWUP 1-70 Bylaws of the Board of Trustees

8. Page numbers to be added on the bottom right of the page Page number format: Page 1 of 4, Page 2 of 4, etc.

(D) Signature line. Add the following signature line with the proper information at the end of the P/R text. Keep all previous revision dates in signature.

1. Signature line format:  

[Responsibility: [name of division] Division; Authority: Executive Leadership Team/UPAC; Reviewed/Endorsed by: Executive Leadership Team/UPAC; Review/Effective Date: (all previous review dates) XX/XX/20XX; Approved by: A. James Wohlpart, President]

2. Definitions:

a. Responsibility is the division responsible for the implementation and maintenance of policy or procedure.

b. Authority commonly rests under the Executive Leadership Team and University Policy Advisory Committee.

3. Incorrectly formatted documents will be returned to divisional staff, possibly resulting in significant approval delays.

(3) Submit draft revisions through your divisional lines:

(A) President’s Division moves from department to the chief of staff.

(B) There are multiple ways Academic Life policy moves through the university. Generally, Curriculum policy, General Academic policy and General Education policy will move from Faculty Senate to the vp of academic affairs/provost. All other policy related to Academic Life will generate from the office of the provost or move from an appropriate area to the vp of academic affairs/provost.

(C) Finance and Administration Division moves from department to the senior vp of finance and administration/CFO.

(D) Student Engagement and Success Division moves  from department to the vp of student engagement and success.

(4) Stakeholder approval process.

(A) If policy or procedure has budgetary implications, it will need to be presented before the President’s Budget Advisory Committee (PBAC) prior to step 4. A committee designee will make recommendations for consideration by the president.

(B) If policy or procedure has student engagement and success implications, it will need to be presented to the Student Engagement & Success Executive Committee. A committee designee will make recommendations to the president.

(C) If  policy or procedure has academic  implications, it will need be presented  before the Provost’s Council prior to step 4. A committee designee will make recommendations to the president.

(D) Upon review of and any further updates to the proposed changes at the divisional level as outlined in Section (3), the chief of staff or their designee will publish the proposed draft policy change on the UPAC website for comment by the general CWU community for a minimum of two weeks (14 calendar days).  

(E) The vp or chief of staff will compile all feedback from the campus comment process and consider whether further changes to the proposed policy will be made.

(F) If proposed changes from the campus comment process affect the university budget, academic or student life, and/or the operations of a CWU division, the vp or chief of staff must resubmit the proposed policy in accordance with section (3) of this policy.

(G) The vp or chief of staff will review the proposed changes or new policy with the president prior to full review by the president’s Executive Leadership Team.

(H) If recommended by the Executive Leadership Team, the revisions or new policy/procedure will be submitted to UPAC – which meets quarterly, approximately one month into the quarter.

(I) If recommended by UPAC, the president can approve the new/revised policy or procedure, which then becomes an official document (except in cases which must go to the Board of Trustees. See CWUP 1-10-050 Powers and Duties).

[Responsibility: President’s Division; Authority: Executive Leadership Team/UPAC; Reviewed/Endorsed by: Executive Leadership Team/UPAC; Review/Effective Date: 04/26/2023; Approved by: A. James Wohlpart, President]