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Policy
is a statement of agreed intent
that clearly and unequivocally sets
out an organisation’s views with
respect to a particular matter.
Procedure/Practice
is a clear step-by-step method for
implementing an organisation’s
policy or responsibility.
-
Procedures
describe a logical sequence of
activities or processes that are
to be followed to complete a
task or function in a correct
and consistent manner
-
Procedures
can be produced in the form of
flow charts, checklists or
written steps of the process
Note:
For every policy you establish, you
will need to look at creating
supporting procedures
Why Have Policy?
-
So people working in an
organisation can have a
framework for actions that help
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 –
efficiently.
-
So legal and other requirements
can be met.
-
A tool in quality improvement.
What
is a Policy & Procedures Manual?
A
Policy & Procedures Manual is a
written record of the agreed
policies and practices of an
organisation. It should be readily
available to all people involved in
the management or work of an
organisation. The Manual should be
kept in a loose leaf file so that it
can be updated and added to as
polices and practices are reviewed
and amended.
Unwritten
polices and procedures often lead to
confusion and conflict.
Steps
in writing policies
There
are three processes that are
commonly used for developing policy:
1. The
policy/planning/evaluation day (or
weekend)
2. A consultative
process for developing particular
policies
3. A policy review
process
In
larger organisations, the processes
are likely to be more formalised:
1.Planning
/ Evaluation
The Management in the
organisation meet to develop key
organisation policies such as:
-
Mission
-
Organisational Philosophy
-
Aims, objectives, strategies
-
Determining priorities for
policy development during the
coming year
2.Policy Development Process
a.
Seek commitment to developing policy
b.
Collectively identify an area for
policy development
c.
Staff or another group, brainstorm the issues involved
(Tip: focus on naming
the issues; don’t necessarily
attempt to resolve the issues)
d.
Write a first draft
e.
Distribute the draft and consult
across the organisation for comment
f.
There may be a meeting to review all
the feedback, written and verbal and
to amend and revise the draft
(Tip: where there are
major differences of view, name
them, don’t resolve
them – the Management Committee
might be good
for a major policy
debate)
g. Re-circulate
the draft and continue this process
as necessary
h.
Write a final draft
i.
Prepare a cover sheet for the
Board/Management Committee
identifying the steps that were used
in developing the draft policy
j.
Decision is made by the
Board/Management Committee
k.
Ensure the Board/Management
Committee endorse the policy
(Tip: put in the date
on which the policy was ratified)
l.
The
policy is incorporated into the
Policy and Procedures Manual
m.
Set
a date for review of the policy
n. The
policy is communicated to all the
relevant people and if necessary, a
date is set for a
training/information session to
ensure all staff have the knowledge
and skills to implement the policy
3. Policy
Review Process
A
staff meeting or a Board/Management
Committee meeting should be held
once every 12 months to look at the
organisational
manual and ask whether the policy in
it is still relevant and
appropriate. If not, a process like
the one above would be followed to
revise existing policy or develop
new policy
Tip:
In small organisations wanting to
develop an organizational manual,
consider the following:
*
Devote time at a staff meeting at
least once a month to brainstorm
issues related to one area of policy
*
Review the draft of a policy that
has been prepared as a result of
previous brainstorming
* At
every Board/Management Committee
meeting, devote some time to
reviewing a draft policy and making
decisions on it.
What could the table of contents look like?
The following is an
example
table of contents of an organisation’s
policies and procedures manual.
Introduction:
This section can outline the purpose
of the manual and the intended users
Section 1: Service Management
A. Overview of the Program/Service
1. History of the service/program
2. Mission
3. Aims, goals & objectives
4. Philosophy
5. Service Code of Practice
6.
Outcomes
B. Standards, Rights &
Responsibilities
1. Service Standards
2. Organisation Code of Conduct
3. Organisation Rights &
Responsibilities
4. Staff rights & Responsibilities
5.Advisory Committee rights &
Responsibilities
7. Policy on Conflict of Interest
C. Incorporation
1. A copy of the constitution
2. A copy of the Association’s
Incorporation Act
3. Information on the requirements
of the Incorporation
4. A copy of the register of Member
Organisations
5. A copy of the register of
Management Committee Members
6. Annual General Meeting
requirements
7. Copies of forms such as:
o
Application for membership
o
Agenda
o
Notice of Annual General Meeting
o
Election of Officers
o
Proxy
o
Nominations
D. Board/Management Committee
1. Committee responsibilities
o
Legal responsibilities
o
Policy & Planning
o
Financial
o
Staff
o
Other committee responsibilities
2. Roles and
responsibilities of Board/Management
Committee Members
o
Chairperson
o
Secretary
o
Treasurer
o
Other
o
Management Committee Members
3. Orientation Kit for new
Board/Committee Members
4. Terms of Agreement for
Board/Committee Members
5. Code of
Behaviour
for Management Committee members
6. Agenda format for
Board/Management Committee Meetings
o
Time
o
Attendance
o
Agenda
o
Quorum
o
Role of Coordinator/Manager at Management Committee
Meetings
o
Minutes documents
E. Organisational Structures
1. Organisational Chart/Diagram
2. Accountability Chart
3. Organisation Meetings and
Processes
F. Planning and Evaluation
(Evaluation
attempts to answer questions about
such matters as effectiveness,
efficiency, adequacy and
appropriateness of services)
1. Evaluation Policy & Plan
2. Evaluation Questions
3. Evaluation Strategies
o
Ongoing monitoring
o
Annual presentation of data
o
Client/Member feedback
o
Feedback from other community groups
o
Planning day
o
Agenda
4. Data Collection Sheets
5. Data Reporting Format
6.
Client/member questionnaires
7.
Community
group questionnaires
G. Insurance
(Covers
the cost that may result from action
or inaction of
organisational
members during the course of their
work)
1. Policy regarding Insurance
2. Register of Insurance Policies
detailing all current Insurance
Policies
H. Assets Management
The Assets Register
I. Funding Agreements
1. Summary of current
funding
2. Copies of current funding
agreements
3. Details of accountability
requirements for each Funding source
(including reporting requirements)
4. Polices and Procedures on
applying for grants/funds
5. Policy & Procedure on
Fundraising
J. Financial Management
1. Role of the committee and
Treasurer
2. Principles of Financial
Management
3. Bank Account details
4. Financial Report Formats
5. Project Budget Sheet
6. Project Reconciliation
Sheet
7. Financial information–
Recording and Reporting timeframes
8. Categories of Receipts
and Payments
K. Use of Equipment & Vehicles
1. Policy on use of Private
Vehicles
2. Policy on use of
Organisation Vehicles
3. Policy on Depreciation
4. Register of Motor
Vehicles / Log Sheet / Accident
Procedures / Breakdown Procedures /
Maintenance
5. Policy on Transportation
L. Occupational Health, Safety &
Welfare
1.
Policy on Health & Safety
2.
Workplace Health & Safety
3.
Workplace accident procedures / Reporting Form
4.
Certificate of Registration of a Workplace
5.
Smoking Control Policy
6.
Employee Safety Awareness Questionnaire
7.
Manual Handling Procedures
8.
Workplace Health & Safety Representative
9.
Fire Control and Evacuation Procedure
10.
Health & Safety Training on the
causes and prevention of work
related illnesses and injuries
o
Furniture & Equipment
o
Visual Display Units and Eye Strain
o
Stress
o
Worker security on home visits
11. First Aid Station
12. Workers Compensation
13. Volunteer Personal
Accident Insurance
M. Service Delivery
1. Promotion of services –
Brochure
2. Consumer Information –
Client Handbook
3. Prioritising Requests for
Assistance
4. Client Assessment:
5. Assessment Records
6. Principles to be observed
in Assessments
7. Privacy & Confidentiality
in the Assessment Process
8. Privacy & Confidentiality
of Information
9. Records – length of time
Records are held
10. Identification
11. Training
12. Clients Rights &
Responsibilities
13. Client Reviews:
Client Complaints Procedure
Clients Record Form
Dispute Resolution Process between
clients and staff
Confidentiality of Complaints
Service Delivery completion/Exit
14. Referral
15. Referral Privacy &
Confidentiality
16. Fees
Payment of fees
Scale of fees
Services
Clients in receipt of other services
Collection of fees
Section 2: Human Resources
N. Staff Recruitment
1. Policy & Processes for
recruitment of staff
2. Equal Employment
Opportunity/Workplace Harassment
Policies
3. Recruitment process for
Paid Staff
Advertisements for staff positions
4. Short listing
The Short listing and Interview
Panel
5. Interviewing policy and
processes
6. Standard Interview
Questions
7. Procedure for starting a
new member of Staff
8. Appointments & Contracts
9. Staff Orientation Kit
10. Staff Personal File
O. Role Outlines & Conditions of
Employment
1. Role Outlines
2. Selection Criteria
3. Agreements of Employment
4. Copies of relevant Awards
5. Code of
Behaviour
for Staff
6. Confidentiality Agreement
7. Reporting requirements
P. Staff Management & Development
1. Staff reporting
Procedures and Formats
2. Staff travels
3. Timesheets
4. Record of Annual Leave
5. Policy on Staff
Supervision and Performance
Development
6. Policy on Training and
Development of Staff
7. Staff meetings
8. Performance Appraisals
9. Staff Performance Dispute
and Grievance Procedure
Staff Performance Dispute
Staff Grievance Dispute
Appeal
Misconduct
10. Staff Performance
Interview Note Sheet
11. Employee Exit Procedure
12. Exit Interview Record
Q.
Administration and Office Procedures
Office Policy Document:
Office Hours
Absences and Lateness
Attendance
Dress Code
Bulletin Board
Computer Software
(Unauthorised
copying)
Copyright/ Ownership Issues
Representing the Organisation
Resources
Personal Phone calls
Gifts and Soliciting
Office Security
Using office equipment
(all
rights reserved to an unknown
source)
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Activities
