Policy Resources

We know that developing policies can feel daunting, and it’s often something that gets left until a problem arises, but having the right policies and procedures in place can really help you in the long run. To make it easier, we’ve gathered a selection of resources and templates to help you get started.

Why Policies Matter?

Good policies help your organisation run smoothly, make fair decisions, and meet your legal responsibilities. They don’t need to be long or complicated - simple, clear policies are often the most effective.

Policies help your organisation to: 

• Provide clarity and consistency – everyone understands expectations and how decisions are made
• Meet legal requirements, including the Charities Act 2005, Incorporated Societies Act 2022 and Privacy Act 2020
• Demonstrate good governance and accountability to funders and partners.  Funders and regulators often expect to see up-to-date policies as a sign your organisation is well run and sustainable.
• Support decision-making and risk management, especially when issues arise

Where to Begin
Start by identifying the key policies your group needs.  CommunityNet Aotearoa has put together a comprehensive checklist of policies and procedures. Don’t be overwhelmed. Start with the policies that are most important for your group and build your library over time.

https://community.net.nz/resources/community-resource-kit/checklist-of-policies-and-procedures/

Policies aren’t something to write once and forget about. To stay useful, they need regular check-ins. Most policies only need reviewing every 2–3 years, but some, such as your privacy policy and cybersecurity, are best looked at annually.

Your organisation should have a simple system to keep track of when each policy is due for review.  Strong organisations make sure their policies are alive and not just sitting in a folder.  Make sure you share them with the team and revisit them often, pus store your policies in a shared folder (for example, Google Drive – it’s free). All board or committee members and staff should have access to the latest versions.

Tip: Could you set aside time at each board meeting to review one policy? It’s an easy way to keep everything up to date.

Here is a master document you can use to keep track of your policies and procedures, including update due dates:

Policy and Procedures Master template.docx

Policy Templates

A good policy should be written in plain English and covers principles rather than procedures.  A simple structure might include:

• Purpose – why the policy exists
• Scope – who the policy applies to
• Definitions – key terms, if needed
• Policy details – what the organisation believes and commits to doing
• Document control – who prepared and approved the policy, and when it will be reviewed next

Community Governance Aotearoa have created a Policy Pack which is designed to support not-for-profits with good policy tips and practice. The policy templates have been developed by experts in the field and are available free of cost.  They have templates for IT, AI and cybersecurity policies, health and safety policies, a code of conduct and a board charter template. You can download the PDF file directly here.  They have also separated out the board pack into editable file templates. You can find these files via their Resource Hub.

Socialink also have some helpful templates covering people management, induction procedures, health and safety and risk management, you can view here.

WorkSafe New Zealand also provide a wide range of information, templates and guidance about health and safety in the workplace and information relating to volunteers and volunteering.  Click here to visit the website.

If you are looking for a webinar, Community Governance Aotearoa hosted a webinar on Governance Essentials - Policy Guides and Constitutions that looks at what policies a not for profit need and what a good policy review cycle looks like that you can review here.

Policies Packages 

Parry Field Lawyers offer a policies package tailored for purpose-driven organisations. Covering policies around:

• Child Protection Policy
• Code of Conduct
• Privacy Policy
• Video and Photography Policy
• Dispute Resolution Policy
• Donations Policy

See here for more information; pricing starts from $950. 

The Policy Place is an online hub designed to help community groups and not-for-profits create, review, and maintain essential policies. It provides clear, plain-language templates aligned with good governance and New Zealand requirements to help you stay compliant across governance, people, health and safety, digital security, and more.  Check out their packages here.