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Covers maintaining the standard outline structure, adding consistent descriptive headings only when needed, rewriting narrative submissions, and using Track Changes for revisions without colored markup. Explains the template’s three main parts—Header, Policy, and Procedure—and details required versus optional sections, including how to complete Policy Name, Policy Number, Applies to, Responsible Office, and the Policy Statement structure.",{"@graph":62,"@context":117},[63,79,100],{"@type":64,"itemListElement":65},"BreadcrumbList",[66,70,73,76],{"item":67,"name":68,"@type":69,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":71,"name":10,"@type":69,"position":72},"https://docshare.wps.com/template/",2,{"item":74,"name":41,"@type":69,"position":75},"https://docshare.wps.com/template/letters/",3,{"item":77,"name":58,"@type":69,"position":78},"https://docshare.wps.com/template/instructions_for_completing_the_policy_template-1/354006/",4,{"url":77,"name":58,"@type":80,"image":81,"author":86,"headline":58,"publisher":89,"fileFormat":92,"inLanguage":57,"description":60,"dateModified":93,"datePublished":94,"encodingFormat":92,"isAccessibleForFree":95,"interactionStatistic":96},"DigitalDocument",{"url":82,"@type":83,"width":84,"height":85},"https://docshare.wps.com/thumbnails/instructions_for_completing_the_policy_template-1/354006.png","ImageObject",442,249,{"name":87,"@type":88},"Melati","Person",{"url":67,"name":90,"@type":91},"DocShare","Organization","application/pdf","2026-10-07","2026-09-22",true,{"@type":97,"interactionType":98,"userInteractionCount":75},"InteractionCounter",{"@type":99},"ViewAction",{"@type":101,"mainEntity":102},"FAQPage",[103,109,113],{"name":104,"@type":105,"acceptedAnswer":106},"Why must the standard Microsoft Word policy template and styles be used?","Question",{"text":107,"@type":108},"Using the standard template and styles ensures smooth transition from Word to the web and helps streamline the review and approval process. If the template is not used correctly, the document is returned for corrections, delaying approval.","Answer",{"name":110,"@type":105,"acceptedAnswer":111},"How should revisions to current policies be indicated?",{"text":112,"@type":108},"Revisions should use Microsoft Word “Track Changes” to show additions or deletions. Do not use colored text or highlighting for changes, and provide copies with “All Markup” for reviewers.",{"name":114,"@type":105,"acceptedAnswer":115},"What are the three major parts of the policy template?",{"text":116,"@type":108},"The template is divided into three major parts: Header, Policy, and Procedure. Each component indicates where it is required or optional, and optional sections should be deleted if unused.","https://schema.org",{"og:url":77,"og:type":119,"og:title":58,"og:site_name":90,"og:description":60},"article",{"robots":121,"canonical":77},"index,follow",{"doc_id":123,"site_id":56},354006,1791393274,{"code":4,"msg":5,"data":126},{"doc_id":123,"user_id":127,"nickname":87,"user_avatar":128,"doc_module":9,"category_id":40,"category_name":41,"doc_title":58,"doc_description":60,"doc_content":129,"file_id":130,"file_url":131,"file_type":132,"file_size":133,"view_count":75,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":75,"language":134,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":135,"faqs":136,"seo_title":137,"seo_description":60,"update_tm":138,"read_time":9},962085570644,"https://ap-avatar.wpscdn.com/davatar_994ba38a5ba835b3df7d355c54d3ed8d","All policy drafts are to be written in Microsoft Word using the standard college policy template that has been developed for use for policies in all areas of the college. The template is available on the website at [http://www.cotc.edu/Discover/Pages/Policy-Resources.aspx](http://www.cotc.edu/Discover/Pages/Policy-Resources.aspx. The)[. The](http://www.cotc.edu/Discover/Pages/Policy-Resources.aspx. The) template uses standard styles that allow for clean transition from the Word document to the Web. It is important to use the templates and the styles properly to help streamline the review and approval process. When the template is not utilized properly, the document will be returned to the policy owner for corrections, thus slowing the process. In addition to the policy template, please refer to the College Policy Process, policy 1.1. 10, available on the Policy Resources webpage available at [http://www.cotc.edu/Discover/Pages/Policy-Resources.aspx](http://www.cotc.edu/Discover/Pages/Policy-Resources.aspx).  \nThe policy template sections are structured using standard outline format. This format helps you keep the policy organized and is easy for the reader to find the needed information.  \nIn general, it is best to stay as close to the standard template as possible. The closer you are to the standard, the easier it will be for users to find the information they need in your policy. However, there are occasions where you may need to add different parts/headings to the policy to increase ease of use. Whenever you add a part/heading to the policy, it should be something that identifies a significant aspect of the policy. Any headings should be descriptive of the information to follow. All of the part headings should be of equal importance within the policy as a whole. No matter how many headings you determine you need to communicate clearly your policy, you should retain the outline structure for all documents developed for the policy. Documents that are submitted in narrative structure may need to be rewritten and reviewed again before starting the formal review process.  \nFor revisions to current policies, use Microsoft Word “Track Changes” to indicate additions or deletions to the text of the revised policy. Do not use colored text or highlighting to indicate additions or deletions to the text of a proposed policy. When submitting the revised policy through the approval process, copies of the policy with “All Markup” utilized should be provided so that reviewers can see all of the proposed changes.  \nThe template document is divided into the following three major parts: Header, Policy, and Procedure. Each component of the template is further described below. The policy template includes an indication as to where each component is required or optional. For those sections that are optional, the policy writer should simply delete unused sections from their document.  \nPolicy Name  \nThe policy name is the primary means of identifying, locating, and referring to a policy. Do not include “Policy” or “Policy on” in the title of the policy listed in “Policy Name”.  \nQuestions to consider when writing a policy name:  \n• Is the name descriptive enough to reflect accurately the main contents of the policy?  \n• Is the name easily understood by people unfamiliar with the policy?  \n• Does it contain words that will be identified in keyword searches?  \nWhen naming a policy:  \n􀂃 Avoid using generic first words such as \"College\", \"Policy\" or \"Procedure\" .  \n􀂃 Ensure the name accurately reflects the policy or procedure content.  \n􀂃 Ensure the name does not start with words such as \"the\", \"that\" or \"a.”  \n􀂃 Ensure the name is succinct.  \n􀂃 Ensure that related policies have similar names.  \nPolicy Number  \nThe policy number will be entered by the CCP coordinator.  \nApplies to:  \nIndicate whomever is appropriate (any combination): Faculty, Staff, Students, Student Employees, Administrative Staff, Support Staff, Volunteers, Visitors, Vendors, Guest","cbCaipc0XI7e2gcE","https://ap.wps.com/l/cbCaipc0XI7e2gcE","pdf",100286,"English","# Policy Drafting Requirements\n## Use of the Standard Template and Styles\n## Maintaining Outline Structure and Headings\n## Revision and Markup Rules\n# Template Structure and Key Sections\n## Header, Policy, and Procedure Parts\n## Policy Name\n## Policy Number\n## Applies to\n## Responsible Office\n## Policy Statement","[{\"question\":\"Why must the standard Microsoft Word policy template and styles be used?\",\"answer\":\"Using the standard template and styles ensures smooth transition from Word to the web and helps streamline the review and approval process. If the template is not used correctly, the document is returned for corrections, delaying approval.\"},{\"question\":\"How should revisions to current policies be indicated?\",\"answer\":\"Revisions should use Microsoft Word “Track Changes” to show additions or deletions. Do not use colored text or highlighting for changes, and provide copies with “All Markup” for reviewers.\"},{\"question\":\"What are the three major parts of the policy template?\",\"answer\":\"The template is divided into three major parts: Header, Policy, and Procedure. Each component indicates where it is required or optional, and optional sections should be deleted if unused.\"}]","instructions_for_completing_the_policy_template-1 | PDF",1790108436]