What are the instructions to write a procedure?

Material publicly available from the Council on Accreditation:

1. Use a header on your procedures that includes the following or similar information:

Procedure Name Staff Grievance Procedures

Relevant Policy Non-Discrimination Policy [not all procedures need a policy]

Applicable to: All staff and volunteers

Location Employee Manual

Effective Date July 4, 1776

Date(s) of Revision February 9, 2046

Legal and Other

References

Office of Mental Health regulations (OMH 128: 14-35); COA Standards number

(HR 2.04)

2. Tips for writing the procedure

a. A procedure is a set of instructions that outlines the steps for performing a task(s).

b. A procedure should tell someone how to do something not just what to do.

c. A procedure breaks a task or tasks into discrete sequential steps.

d. A procedure uses short, active voice/action statements. "Do this" is better than "should do this." For

example, "Place a copy of the signed consent form in the person's case record."

e. A procedure includes timeframes and document expectations, when appropriate. These can include

signatures, copies of forms, case notes, etc.

f. Finally, it is important to test the procedures before fully implementing them.

3. A procedure can be a step-by-step outline or a process description

a. A step-by-step outline breaks the task or tasks into discrete steps. Steps are sequential. Each step is numbered.

Try to limit each step to a single activity.

b. A process description is written as a narrative.

4. Include authorizing signatures

Executive Director ________________________________________Date_____________________________

HR Director_____________________________________________ Date_____________________________

5. Include a footer. Also, page numbers are important for multi-page procedures. For example:

Staff Grievance Procedures Page 2

Date: 7/5/1776

Rev. 2/9/2046