Policies and Procedures — Policies and Procedures Committee *
Scope of the Committee
The Policies and Procedure Committee (P&P) has three primary responsibilities:
(1) To coordinate and gather policies and procedures documents from the various
(2) To lead and gather Board-wide policies and procedures, which must be presented to
and approved by the entire Board;
(3) To insure that the latest versions of all policies and procedures documents are easily
available to committee members, Board members, and the membership.
Because of its responsibility for Board-wide policies, membership of the P&P committee
is restricted to current and past Board members only.
While most OrigamiUSA committees have broad latitude in establishing their own
policies and procedures, any policies that have cross-committee or Board-wide effects
typically require Board approval for major changes from existing policies or past
practice. All Board-wide policies proposed by the P&P Committee should be presented to
the full Board for approval.
Dissemination of P&P Documents
All P&P documents will be made available in two ways:
(1) As a hard copy, stored in a notebook in the Home Office;
(2) Electronically, stored on a designated page of the OrigamiUSA website.
In the event of a revision of a policy document (or its initial creation), it is the
responsibility of individual Committee chairs to provide both the hard copy to the
Adminstrator (or to a local P&P Committee member) for the notebook, and an electronic
copy to the Web Editor. For electronic copies, MS Word (.doc) format is preferred, but
scans are acceptable for documents that exist only in hard copy format.
Content of P&P Documents
How’s that for a self-referential title?
Individual committees generally have broad latitude in how extensive or detailed their
P&P document is, reflecting the widely varying nature of committee work. Ideally, a
P&P document should at the very least describe enough of the committee’s activities and
practices so that a new or prospective committee member would have a clear idea of what
his/her duties might involve were he/she to join the committee.
Other information that is good to include in a P&P document is “best practices”. For
example, for event committees (conventions, special sessions), the P&P document could
contain timelines, workflows, and checklists for presenting the event.
For any committee that interacts with membership, the P&P document should clearly
specify the responsibilities on both sides so as to minimize the possibility of
misunderstandings of responsibilities and expectations.
Because P&P documents are generally public documents, no sensitive materials should
be included, such as passwords, personal or financial data.