Summer can be a natural pause point, a chance to breathe a little and check in on the items that may have been set aside during busier seasons. Policies and Procedures often fall into that category. They’re written, approved, and filed, and then rarely revisited until someone asks for them during an audit or monitoring visit.But organizations don’t stay the same. Staff come and go, responsibilities shift, systems get updated, and processes evolve over time. When written policies and procedures no longer match reality, it can lead to confusion for staff and unnecessary compliance risk.
A quick mid-year review can help bring everything back into alignment.
Getting Started: A Simple First Step
If you’re not sure where to begin, try this quick exercise.
Open the folder where your grant policies and procedures are stored and sort by “last modified date.” Look at the oldest policy and ask:
If a brand new employee followed this document step by step, would they complete the process correctly today?
If the honest answer is no, then it’s time for a refresh. Start by noting the parts that no longer reflect current workflows, staffing, systems, or regulatory requirements. Then check in with the team members who use the policy or procedure most often, they’re the best source for understanding what needs to be updated.
Key Policies Worth a Summer Review
Some policies are especially prone to drifting out of alignment over time. A few that often benefit from a summer review include:
- Procurement: Ensure the written steps match what staff actually do and still meet federal requirements.
- Conflict of Interest: Confirm disclosure expectations are clear, certifications are up to date, and staff know when to report concerns.
- Subrecipient Monitoring: Check that oversight practices align with current expectations and responsibilities.
- Allowable Costs/Cost Allocation: Make sure guidance is clear and consistently applied, especially in areas where staff frequently have questions.
- Recordkeeping and Documentation: Verify procedures reflect current systems and help staff maintain complete and accurate records.
- Cybersecurity: Review basic data protection practices to ensure it meets current federal requirements, and sensitive grant information stays secure.
If any of these haven’t been looked at recently, you’re definitely not alone, but giving them a quick refresh now can prevent headaches later.
A Helpful Checklist for Policy and Procedure Updates
Before finalizing your review, ask yourself:
- Does the policy and procedure reflect current regulations?
- Does it reflect current staffing?
- Does it reflect current processes?
- Are staff actually following it?
If the answer to any of these questions is “no,” it’s probably time for an update. And if you’re looking for a place to start, consider beginning with the policy or procedure that generates the most questions from staff, or the one that hasn’t been reviewed in the longest time. Those areas often hold the biggest surprises.
It’s easy to assume a policy or procedure is fine simply because it exists. But good policies and procedures should be useful, practical tools that help staff do their jobs accurately and consistently. They should reflect what’s happening today, not last year or the year before.
A short policy review may not be the most thrilling task on your list, but it’s one of the most meaningful steps you can take to strengthen compliance and support your team.