developing policies
A well-functioning organisation will develop its key policies, covering strategic (long-term/high-level) and operational (practical, day-to-day) matters. Once developed, the policies will be implemented and communicated throughout the organisation.
Policies will be regularly reviewed to ensure they remain current. Things change, both within the group and community. Policies need to be updated to reflect these changes. The process to review policies needs to be clear so that everyone who is affected will have the latest version of the policy.
Policies should be:
- maintained in electronic and paper formats
- contained in a policy manual with all the organisation's other policies
- available at all board meetings
- accessible at all times to all staff or volunteers
- regularly reviewed.
(From Family and Community Services website, www.familyservices.govt.nz).
Some risks or pitfalls with policies can be:
- "left on the shelf" - policies may be removed from the day-to-day operation or only used when problems arise or to show the funders or auditors
- "version control" - policies get updated in an ad hoc way without a clear process for identifying what is the "latest version". Staff (and others) may be operating from old versions
- policy developed in a vacuum
- "cut and paste" - policies are "borrowed" from another agency often to meet the requirements of a funding proposal or audit
- policies past their "use by" date - things change and the policy doesn't keep up
- ad hoc/reactive policy development
- funder-driven policy development.
tikanga framework for developing policies
An example of a Maori framework for "setting policies" or developing the kaupapa and tikanga of an organisation is provided by Te Wananga o Raukawa:
The basic idea is that through Purakau, Karakia, Moteatea, Whakatauki and Whakapapa our World View is described and a set of Kaupapa are drawn from which the culture is founded. These are the bedrock, the foundation of the culture. Growing from within the Kaupapa are our Tikanga, just like a tree springs from Papatuanuku. The tikanga are actions, methods, processes, policies etc that are aligned and consistent with the foundation Kaupapa. All tikanga purporting to be Maori should find their bases in Kaupapa.
This Maori framework is represented as follows:
(From Te Wananga-o-Raukawa Charter 2003).
policy and procedures development process
To develop policies and procedures you can follow the following steps:
1. SET OVERALL POLICY OBJECTIVES
These are the overall objectives, or guiding principles that underlie your policies - what you need to keep in mind when developing the details of your policies. They link to the mission and values of the organisation.
For example, the objectives of XXX Group's policies are:
- XXX's services are accessible and appropriate to its community
- XXX supports the Treaty of Waitangi and the rights of Maori as tangata whenua
- XXX is accountable and responsive to its community
- XXX has effective management and governance arrangements
- XXX has co-ordinated, planned and reliable services
- XXX values the role of its various stakeholders, including staff, volunteers, clients, and community members
- XXX will represent, and where appropriate, advocate on behalf of its community
- XXX welcomes feedback, including complaints, which it will address in a timely, fair and equitable manner.
2. DEVELOP DETAILED POLICIES
|
Step |
Tips |
|
1. Describe the issue the policy needs to address. |
• keep it simple. |
|
2. Consult key stakeholders, "experts" or conduct research as appropriate. |
• who will be/may be affected by the policy, or the issue? what do they have to say?
• don't just consult the "professional" experts. |
|
3. Identify the ranges of policy options. |
• keep this practical. |
|
4. Consider the internal and external environment (e.g. vision statement, government rules). |
• consider, for example, legal requirements (such as health and safety) and any relevant standards (e.g. Child, Youth and Family (CYF) Standards for Approval). |
|
5. Draft policy (in written form). |
• use clear, simple and unambiguous language
• have a set format for your policies. |
|
6. Present to board for consultation/adoption. |
• board (governing body) is responsible for approving the policies. |
|
7. Set up systems to ensure policy is applied on an ongoing basis. |
• it is management’s responsibility to make sure the procedures are in place so that the policy is communicated, understood and followed
• have an up-to-date policies and procedures manual
• include policies in staff (including volunteer) induction training. |
|
8. Review at an agreed date. |
• set an achievable review cycle e.g. 5 years, unless circumstances change which require an earlier review
• some policies may need to be reviewed more frequently than others due to changes in the external environment. |
3. DEVELOP/REVIEW PROCEDURES
It is a management responsibility to develop and circulate the procedures that give effect to the policy. In practice, the procedures are often developed at the same time as the policies and need to be reviewed at the same time as the policies.
(From Running Sport - Policy Development, SPARC).
various things to think about and tick off. These look like this:
Checklist of policies and procedures
Below is a full checklist of suggested policies and procedures a group may wish to have.
Governance
- Board/committee terms of reference
- Conflict of interest
- Cultural responsiveness
- Treaty of Waitangi
- Board
- Cost of governance
- Board committees
- Chief executive performance evaluation policy
- Board delegation to the chief executive policy
- Protection of assets
- Financial management
- Reserves
- Investments
- Treatment of staff and volunteers
- Reporting to the board
- Protection of intellectual property
- Public affairs/relations
- Compliance with legislation
Recruitment and employment
- Recruitment and appointment policy
- Remuneration policy
- Time in lieu policy
- Disciplinary procedures
- Leave recording procedures
- Parental leave policy
- Wage and time recording procedures
- Equal employment opportunity policy
Staff
- Personal grievance procedure for employees
- Annual performance appraisal procedures
- Training and development policy (including study support)
- Employee code of conduct
- Anti-harassment policy
- Supervision policy
- Volunteer management policy
Provision of services
- Privacy and confidential information policy
- Internet/email and phone use policy
- Complaints procedures for clients
- Vehicle policy
- Travel Policy (including use of credit cards and reimbursement)
- Child protection policy and abuse notification procedures
- Organisational monitoring policy
Health and safety
- Health and safety procedures, fire, earthquake, accident
- Smoke free policy
- Workplace injury prevention policy
- Health and safety policy
Financial management
- Expenditure and receipting procedures
- Petty cash and reimbursement procedures
- Misappropriation of funds policy
- Financial management policy
(Adapted from Family and Community Services website, www.familyservices.govt.nz).
template for writing policies
Below is a useful template for actually writing the policies for your organisation.
|
Policy area |
(e.g. governance, employment) |
|
Policy title |
(e.g. "Recruitment") |
|
Policy detail |
The actual policy statement – the kaupapa, value, or position that the organisation is taking. |
|
Procedures |
How the organisation will give effect to the policy – the actual steps to take |
|
Context |
Optional – sometimes it is useful to give some background about the policy. |
|
Effective date |
|
|
Version/review date |
|
|
Links |
e.g. professional body standards, CYF Standards for Approval |
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