introduction
what's in this section?
This section covers:
- what policies are and why have them,
- developing policies,
- areas that must and should be covered in your policies,
- some sample policies and procedures,
- how to influence government policy.
words used
Community groups may be asked whether they have a set of policies and procedures. These terms are sometimes confused and are interlinked.
In general:
- policies outline the kaupapa and tikanga - they outline what needs to happen (or not)
- procedures outline the processes - the steps to follow to put the policy into action.
what are policies?
Policies are the guiding principles by which an organisation is run. They set out the kaupapa and the tikanga of the group - the core values and principles, and the processes by which the group operates.
Some other definitions or explanations of policies are:
Policies are statements that clarify an organisation's mission, values and strategic direction by providing instructions for action - or the way this action is carried out. Policies provide a consistent response to commonly occurring events.
Policies provide the boundaries within which you can act. Policies can be useful in controlling activity, ensuring accountability, or safeguarding an organisation from possible criticism.
An organisation's mission statement is policy at the highest level; at the other end of the scale might be a policy which outlines daily office procedures, such as locking the office door at night.
Organisations should have two levels of policy:
- Governance policies designed, endorsed and monitored by the board. e.g. an organisation's mission statement.
- Operational policies designed, endorsed and monitored by management.
An organisation's policies are developed to provide:
- guidelines for action to achieve the mission
- general directives to ensure consistent decision-making
- a point of reference for precedent-setting decisions
- direction, membership priorities and standards.
(From Running Sport - Policy Development, SPARC).
why have policies?
Some reasons for a group to maintain a set of policies are:
- so people working in an organisation can have a framework for action that helps them get on with the job they need to do
- so people in the organisation don't have to keep on discussing and re-discussing the same issues every time they arise - one thought-out decision can be applied to many similar cases - efficiency
- so legal and other requirements can be met
- to comply with accreditation standards.
(From Paul Bullen Management Alternatives website, www.mapl.com.au).
Policies are valuable to your group's stakeholders, and to the group itself. When a group has clear policies in place, people know where they stand. For example:
| Stakeholder |
Benefits of having a clear policy framework |
|
Clients/service recipients |
• know what to expect and how to address any concerns they may have. |
|
Staff (including volunteers) |
• have clear roles and boundaries
• know what is expected of them
• can rely on the policies to say "no" when asked to do something that is outside policy (e.g. that may involve a conflict of interest). |
|
Management |
• have a framework for managing the organisation
• are provided with a degree of protection when challenged about issues that are beyond their control and where people have been following proper procedures (e.g. if a child is harmed and a community agency working with the family may be "blamed"). |
|
Committee/board members |
• have a way of setting and communicating the values of the organisation both internally and externally. |
|
Other community members/agencies |
• know where the organisation stands and where other groups may link in with them. |
|
Funders (including potential funders) |
• can see whether (or how) a funding proposal fits in with the organisational mission and values
• are provided with a degree of confidence that the organisation is able to undertake the project for which it is seeking funding. |
|
The organisation |
• is able to present itself clearly
• risks are reduced. |
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