Community Engagement
Advisory boards, commissions, workgroups, agencies and other statutory and non-statutory entities play a
crucial role in collaboration and engagement with Washingtonians to shape public policy and amplify everyday
voices—especially those with lived experience in that area—within the mechanics of state government.
Per a budget proviso (ESSB 5187) passed in the 2023 legislative session, EQUITY was tasked with
“consulting with state boards, commissions, and other entities that support the participation of people from
underrepresented populations in policy making processes” to determine how Washington state agencies can
improve community engagement and collaboration.
In January 2025 EQUITY completed production on this Community Engagement Toolkit which offers tangible
support in the form of templates, checklists, examples, and guidance on how to effectively create and manage
workgroups that include community members with lived experience.
Recruiting Community Members with Lived Experience
State agencies should avoid repeatedly partnering with the same individuals on workgroups and participation
in other community engagement activities. Each one of Washington’s over 7 million residents should be given
the opportunity to participate on workgroups to achieve a more representative government that works for
everyone. Relying on the same group of individuals for input is to the detriment of equitable policy development
and outcomes. The following are key recommendations to achieve broader participation from community
members. Agencies should create an open, public application process for service on a workgroup, rather than
simply soliciting recommendations from agency leadership. Keep applications simple: the goal is to increase
access, not add barriers. See the examples and templates section for an application example.
Working Effectively with Community Based Organizations (CBOs)
One of the most effective ways a state agency can solicit participation in a workgroup or other engagement
activity is to ask for the assistance of organizations who have developed trusting relationships with historically
underrepresented communities. When seeking to recruit workgroup candidates with lived experience from
specific demographic groups, seek assistance in identifying and recruiting candidates from “for and by
organizations.
Compensating Incarcerated Individuals for Workgroup Participation
The Department of Corrections (DOC) has developed specific guidelines to support their own staff and other
state agencies when engaging incarcerated individuals in Class One policy workgroups. These instructions are
designed to ensure fair compensation, safe participation, and equitable access for individuals in DOC custody.
This work is part of a broader effort to create inclusive and meaningful engagement practices, especially for
those who are directly impacted by the policies being discussed. In the future, these practices will be added to
the Community Engagement Toolkit as a resource for agencies across Washington.
Key Guideline Points for Including Incarcerated Participants
• Pre-approval is required for all workgroup meetings involving incarcerated individuals. Meetings can
happen virtually or in prison facilities with advance notice (at least 14 business days).
• Only one prison facility can be involved per virtual meeting, and off-site participation are not currently
allowed due to transport and safety limitations.
• Eligibility criteria:
o Participants must be housed in minimum security (MI2/MI3), be infraction-free for 6+ months,
and pass a DOC screening for safety and security.
• Participation is limited to one workgroup per person every five years to broaden engagement unless no
one else is available.
• DOC uses a random selection process to choose participants and can prioritize underrepresented
communities (e.g., LGBTQ+, older adults, community members with disabilities, limited English
proficiency).
• All materials shared with incarcerated participants are subject to DOC screening.
Compensation Process and Amounts
Incarcerated individuals are compensated at Washington’s minimum wage (e.g., $16.66/hour in 2025) for time
spent in meetings or doing workgroup-related tasks. This is not employment, and compensation should not
interfere with prison job assignments unless there’s a scheduling conflict. Agencies must send compensation
to DOC’s Trust Accounting Unit, which deposits funds into each participant’s inmate account. Payment must be
in check or electronic transfer form—gift cards are not allowed. Required deductions (e.g., restitution, legal
financial obligations) will be applied per state and federal law. If a participant earns $600 or more in a calendar
year, the agency must issue a 1099-MISC form. DOC will assist participants with any necessary tax reporting.
Contact for Incarcerated Participant Coordination
For questions or to begin the process of including an incarcerated individual on a workgroup, contact:
• Mike Steenhout (michael.steenhout@doc1.wa.gov) at (360) 789-0480
Additional payment questions? HQLFO-COSUNIT@doc1.wa.gov