THE LANGUAGE USED IN THIS DOCUMENT DOES NOT CREATE AN EMPLOYMENT CONTRACT

BETWEEN THE EMPLOYEE AND THE AGENCY. THIS DOCUMENT DOES NOT CREATE ANY
CONTRACTUAL RIGHTS OR ENTITLEMENTS. THE AGENCY RESERVES THE RIGHT TO REVISE THE
CONTENT OF THIS DOCUMENT, IN WHOLE OR IN PART. NO PROMISES OR ASSURANCES,
WHETHER WRITTEN OR ORAL, WHICH ARE CONTRARY TO OR INCONSISTENT WITH THE TERMS
OF THIS PARAGRAPH CREATE ANY CONTRACT OF EMPLOYMENT.

PROCEDURE DOCUMENT FORMAT REFERENCE GUIDE

All procedures will follow a prescribed format. The Web and Policy Office is responsible for completing the final
formatting and distributing policies in their final form. However, the Policy Development Teams must ensure that all
content in their procedure drafts include all the information required to complete the format, as described in this
document.
A. Front Cover Sheet - Page 1
PROCEDURE TITLE: <Title of Procedure> EFFECTIVE DATE: <date procedure goes into effect>

SECTION OF LAW: <SC Law ISSUED DATE: <date procedure issued>

Reference(s)>
REPLACES PROCEDURE DATED: <previous version
date>
OWNER: <office owner of procedure>
RELATED POLICIES AND PROCEDURES:
<Nos. of all referenced policies/procedures>
PROCEDURE ESTABLISHMENT DATE:
<date procedure was established>

PROCEDURE SUMMARY

DESCRIPTION: <Brief Description of key points in Procedure>

APPLIES TO/SCOPE: <All Admin products/services affected by procedure, including the

business process and operating procedures to which the procedure applies>

EXCEPTIONS: <Specific Admin products/services excluded from policy, if applicable>

AFFECTED PARTIES: <the group(s) of customers or employees to whom the procedure

applies>

PROCESSING OFFICES: <Offices processing products/services affected by procedure>

ATTACHMENTS: <List of all appendices or attachments, including forms, charts, tables, etc.>

APPLICABLE FEES: <If there is a fee for service affected by policy, list of fees and descriptions>

CONTACT/TELEPHONE: APPROVED BY:

<Office and phone number of office to ___________________________________
contact for procedure clarification> (Division Name) Director
Date Signed:

Data Classification: Internal Use

 <Title of Procedure>

B. 2nd Cover Sheet – Page 2

PROCEDURE SUMMARY - Continued

REQUIRED ACTION: <Indicates immediate action required by the areas directly affected by the
procedure in order to implement the procedure>

C. Change History Sheet – Page 3

The change history sheet will be distributed with new and updated policies each time a procedure
is created or revised. The change sheet will show which pages have changed in the procedure, so
that end users of the procedure can easily reference the changes.

Date Version Page Number Description

Date of Change New if first time Page number of Brief description of change.
issued; .1, .2, etc. for change NOTE: The Web and Policy
changed versions Office will maintain all prior
versions. The description in
the procedure document
should include a summary of
what’s different in the current
version as a tool for
employees. If there are
multiple pages that have
changed in the modified
versions, this history will
display multiple change lines
for the same version.

D. Index – Immediately Following Change History

The index should be used as a guide for users to quickly access applicable information. The
index at a minimum should include beginning page number for each section, appendix
and/or attachment. If length or complexity of procedure warrants it, subsections should also
be included in index. Page numbers should correspond to the first page number of a section
or subsection. A sample index follows:
INDEX

Section Description Page Number

I Definitions
II Purpose/Background
III Guidelines

Data Classification: Internal Use Page 2 of 3

 <Title of Procedure>

E. Procedure – Immediately Following Index

The Policy Development Teams should ensure that all procedures follow the outline bullet
list below and contain the following sections at a minimum.

F. SECTION
A.
1.
i.
a.

I. DEFINITIONS
Should include any terms included in the procedure that need to be explained. If there are
no terms requiring explanation, then the section should show Not Applicable (N/A).

II. PURPOSE/BACKGROUND
Should explain the purpose for the procedure, the reason the procedure was put into effect,
and any other background information that would be useful for those using the procedure or
having to explain it to the public.

III. GUIDELINES
Should list the details of the procedure, when and to whom it is applied.

ATTACHMENTS:
Attachments are forms, business processes, IT requirements, training directives, reference
material, charts, diagrams, tables, etc.
Below are examples of attachments:
 Forms – any new forms that have been created as a result of the policy
 Instructional Sheets – developed for customers as reference
 Frequently asked questions - to assist employees in understanding the procedure and
responding to customer questions.
 Business Processes – a detailed description of how a job function is to be performed
within the context of the procedure.
 Training Directive – any specific training instructions that Admin employees need to
know to implement the procedure.

Data Classification: Internal Use Page 3 of 3