Advancement · Communications

Explain a school policy
so families can act on it

Paste the official wording, then explain it in your own words: what it means, what changes, the dates, where to read the full policy and who to ask. The tool works out the reading grade of both, lists legal words with plain swaps, finds the longest sentence and flags what a family will still be asking, then prints the explanation as a one-page notice.

Add an explanationWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Development and giving kit, $39 for 33 items.

Policy explanations

The worked example is made up: a cell phone policy explained to families, an attendance policy “explained” in its own legal language and a dress code note to students. Saved on this device only.

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What you get

Advancement · Communications$12 · included with Classroom and Whole-school licenses

What you finish with
A record per policy explanation: the policy, the audience and the official wording; your explanation, what changes, key dates, where to read the full policy and who to ask; languages and formats, date sent and six checks. Reading grade, word count and sentence length for both texts, plain swaps and the longest sentence; a printed one-page notice.
Who it is for
Principals, communications staff, family engagement coordinators and teachers who explain school and district policies to families, students and staff.
Format
Browser tool with a saved record per explanation. Prints the notice, the record, every explanation in a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Development and giving kit ($39) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Communications space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Paste the official policy wording.
  2. Write what it means for the reader, in your own words.
  3. Add the dates, the full policy’s location and who to ask.
  4. Bring the grade down with the flags and swaps.
  5. Have it checked, then print or send it.

Add an explanation

Plain language, measured

Plain swaps for policy languagePolicy wordingPlain wordWhy it helpsshallwill or mustSays who has to actpursuant tounderOne short wordprior tobeforeEveryday wordin the event thatifFour words to oneutilizeuseSame meaningdesigneethe person chosenNames who it isPlain swaps for policy languageshallPlain word: will or mustWhy it helps: Says who has to actpursuant toPlain word: underWhy it helps: One short wordprior toPlain word: beforeWhy it helps: Everyday wordin the event thatPlain word: ifWhy it helps: Four words to oneutilizePlain word: useWhy it helps: Same meaningdesigneePlain word: the person chosenWhy it helps: Names who it is
Plain words change how the policy reads, not what it requires; the person responsible for the policy should check the explanation before it goes out.

How the grade is worked out

The Flesch-Kincaid grade level is 0.39 × (words per sentence) + 11.8 × (syllables per word) − 15.59. Syllables are counted by a standard spelling rule, so treat the grade as a guide within a grade or so, not an exact score. Long sentences and long words are what push it up; plain language guidance for public information commonly aims around grade 6 to 8 for general audiences.

Accuracy first

A plain explanation can drift from what the policy requires. Keep the rules, exceptions and consequences that matter to the reader, link to the full text and have the person responsible for the policy check the explanation. Families who read another language should get a translation from a qualified translator; many schools also have legal duties to communicate with families in a language they understand.

Sources

  1. Kincaid, J. P., Fishburne, R. P., Rogers, R. L. and Chissom, B. S. (1975). Derivation of New Readability Formulas for Navy Enlisted Personnel. Naval Technical Training Command.
  2. PlainLanguage.gov. Federal Plain Language Guidelines (plainlanguage.gov).
  3. U.S. Department of Justice and U.S. Department of Education (2015). Dear Colleague Letter: English Learner Students and Limited English Proficient Parents (ed.gov).
  4. Centers for Disease Control and Prevention. Simply Put: A guide for creating easy-to-understand materials (cdc.gov).

The worked example is made up, including the policies and numbers. The reading grade is an estimate from a formula. An explanation does not replace the official policy, and this tool does not give legal advice about what a policy requires. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.