Updating policies and procedures should be a collaborative process. As you update and improve your expertise you are gaining new knowledge and skills on good practice based on current service methods. A policy is a set of general guidelines that outline the organization’s plan for tackling an issue. Consider adding guidance and steps to this Word template for software and hardware purchases and approved models and versions. take opportunities to be involved in policy development. � �}��F��@Sg��v��kݤ�I�/;��R��r���H��$��RY�w��} ?�~_�� H$��3�n�@HDFF�="����^���W/��j6�y���lL���u#�7���q���m���׍t�,W��*��ɼL����1Y����i��HS\���8|�[[�O#8�X�h�I�L��u��o�l^�M��\Es�v�V��Q����|8���x��5�a8��;'>��pj�� :K߅�x��V��|�����g���ދ�/�g��/��������/�twIr7��i����e����N^~���.~��3���is�F��$������~{8��x�p���j͢�0�&K�G_��^�_4n�՜��x���Z�S�E�3²���iD�h�&�4Z.����m2z�м�n�ƫ&Ƙ ���/]��Up��*Z��wN���q�N�N0O��p�&�ɓ�,�y�G�=��ԏ�jf�6z/A�i����x��>����6�ƫ��IE���R~�F1�}���㌓e�#L��P���y���bU������Υ�*#~�h�}j_���p����Mx^�|��I��r�^���I. Lack of adherence to policy and procedure can cause embarrassing blunders that damage your own professional reputation and even worse, cause harm and unnecessary angst for the clients. First, you should describe the core function of the document. One of the workers (who has been working in the service for a number of years) asks you to attend an interagency and promote a new education programme coming up. It communicates to the employees what is considered right and wrong. This may lead you to make suggestions to your team or the person in charge, about new or modified policies so that the service is up to date with current issues. 4) The face of the employee must be clearly visible for security inspection. Written policies are put in place to inform your employees of company expectations and the appropriate steps to take in certain situations. Simply put, well-written poli… This concept not only applies to what you can disclose about your clients or your organisations outside of work, but also what can be shared in network meetings. It communicates an organisation’s values and the organisation’s expectations of employee behaviours and performance. You may make a suggestion which is accepted and this could lead to a change of policy in this matter. Policies and procedures are an essential part of any organization. Both of the young people involved have a significant intellectual disability and difficulty in communicating their feelings. (E.g. Vitally important to your business.. when there is a change within the legal requirements, eg new Act of Parliament (legislation) or regulations, regularly as part of your service’s annual review and planning time, as new information on good practice emerges. What is the purpose of Organizational policies, procedures, processes and systems for WHS? 9 policies and procedures you need to know about if you’re starting a new security program Any mature security program requires each of these infosec policies, documents and procedures. Procedures are step by step instructions, prescribing an exact sequence of action. The important distinction of process is that this conceptual approach views activities through a narrative prism, unlike policy.. Julie is a disability worker in a respite care facility for young people with a disability. This can vary depending on the nature of the organisation, but may include: Forms are also a part of the policy and procedures manual, Following is an example of a policy and procedures manual from the Carmen Poldis Community Centre. a policy regarding receiving complaints will require a set of procedures detailing how complaints will be handled). Policies and Procedures. Consider whether there is a need for clear guidance regarding how the policy will be implemented and by whom. Julie has been busy since starting the job and hasn’t had a chance to learn about the organisation’s policy and procedures. If using this approach care must be taken when copying and pasting another organization’s document. What could you do to determine what action to take? 3) The security guard must thoroughly check the identity card, photo of the employee, name of the employee and card issuer's signature in the identity card to make sure that he is an employee of the company. It often plays a positive role in strengthening an organization. Policies and procedures should be regularly reviewed in order to ensure they reflect current good practice and legal requirements. All interested people will be mailed job descriptions and information about the organisation. Firstly, let’s define policy and procedures. © State of New South Wales, Department of Education and Training, 2009 Print. Company policies and procedures are an essential part of any given organization. Clearly defined IT policies and procedures can prevent privacy and data breaches. As well, there are legal documents which provide protocols for: CSI services are influenced by two sorts of policy: For example, the NSW Disability Services Act is broad government policy which impacts heavily on policy developed by organisations funded by the NSW Ageing, Disability and Home Care Department. the responsibilities of the same workers. This kind of confusion leads to conflict if it is not resolved. Employees are required to be informed about these policies and procedures and their legal implications to ensure smooth operations in an organization… You may be able to be a part of a committee itself or you may ask to contribute to such development within your workplace. As your organization grows, a policy, process and procedure management system can help organize the growing number of documents you have and streamline the workflow, from policy creation through distribution and employee acknowledgement. What are some ways that Julie could have found out what the relevant policy and procedure is in relation to this situation? It should lay out in clear language what the purpose is. No service wants to hear something that is presented as a criticism. This is to establish the rules of conduct within an entity, outlining the function of both employers and the organization’s workers. Not only should you spend time ensuring that the organization of your policies and procedures makes logical sense, you should also make sure that an employee from any department, and any level of management, should be able to find the policies that apply to them within 3 clicks. Organizations also rely on organizational policies, such as Acceptable Use Policies to bolster the technical aspect of system management. Many questions that workers might ask can be answered by organisational documentation. The exact types of policies will vary depending on the nature of the organization. when you notice that a policy or procedure contradicts a legal or ethical direction. A policy is a statement which underpins how human resource management issues will be dealt with in an organisation. Organisational policies and procedures. All vacant paid positions will be advertised in local and state-wide papers. who is eligible to use the service, for example, families with children 0-5 years living in the Seebreeze Community who are experiencing crisis or stress, what happens if referred clients cannot be accepted, such as giving information and referral to appropriate services, how promptly clients will receive a response to the referral. The Policy documentation shall consist of Change Management Policy and related procedures and guidelines. All organisations should have written policy and procedures, and staff training in the following areas: For instance, the Supported Accommodation Assistance Program (providing accommodation support for homeless people) outlines its policy in the Case Management Resource Kit for SAAP Services, 1997. Written policies and procedures are essential to the effective and efficient operations of your programs and organization. Most community service organisations will have in place policies and procedures that govern and regulate privacy and confidentiality of client information. You may want to bring this (or some other matter) to the attention of the other staff or even the person in charge. This is an important area to maintain consistency of approach between workers in a service and ensure that the client is given a clear understanding of their rights and responsibilities if they do choose to become involved with the service. What information can be shared with other organisations, who shares it and how this information is given out should be clearly defined in any effective, professional service. How could the organisation’s policies and procedures assist you to decide what to do? Procedures are more likely to be required to support internal policies. The organization’s policy and procedures help to understand the organization’s views and the values of specific issues. Policies and procedures must reflect legislation and ethical standards of the community services sector. For example, a staff recruitment policy could involve the following procedures: These are employed to protect the rights of company employees as well as the interests of employers. If the documents are not destroyed they are legally discoverable if the organization were to be sued. According to the New South Wales Department of Education and Training, the two main sources of organizational policies are external laws or guidelines that are issued by administrative authorities, and those issued by the organization itself. In which case, consultation is essential with your team leader, agency manager, service director or clinical supervisor, where applicable. For example, the organisation may have a written policy that staff meetings occur every second Wednesday. This page is better viewed with JavaScript enabled. The contents page shows you everything detailed in the manual, while the extracts give you examples of, Carmen Poldis Community Centre (.doc 29 kB). Policies are decision oriented, but procedures are action oriented. 01 Organization. Julie makes a mental note to mention it to her supervisor when she is next in. These HR policies and procedures are made to prevent lawsuits as far as possible, in case of problems faced as the workplace. Quality of service delivery is dependent on the responsibility of both the organisation and the worker in following the policies that guide service delivery. Firstly, let’s define policy and procedures. Policies origina… A critical aspect of policy is the way in which it is interpreted by various people and the way it is implemented (‘the way things are done around here’). It is helpful when designing any human rights plan, policy or procedure, to get input from all parts of the organization. 04 Security. Ensure your policies are documented and accessible. A procedure explains how to and who (which position) will implement the policy. It is designed to ensure any and all changes adhere to this process 3. Sometimes colleagues might also ask you to do something that may not be your responsibility. If you get the opportunity through a CSI related job or vocational placement, ask to have a look at the policies and procedures manual for the organisation. Julie comes in the next day to find that the staff members on the next shift were not aware of the incident and organised for the two clients involved to move into the same room. and can include policies such as directions, laws, principles, rules or regulations. (a) start putting posters all over the room, (b) propose a new policy and immediately start acting on it. Organizational policies also help your company maintain a degree of accountability in the eyes of internal and external stakeholders. 08 Industries. That means someone is responsible for following it through and developing the policy or protocol, and that there is some time when they need to report back on it. You haven’t been involved in developing the programme and have never attended the interagency meetings. For example, translated into different languages or in pictorial form for people with a severe intellectual disability. Policies reflect the ultimate mission of the organisation. It’s important that you seek clarification with your manager or supervisor, to clearly define what is expected of you. Add your own device, visitor policy, password policy, se… If so, we recommend you take several minutes to read on and acquaint yourself with the importance and benefits of written, well-defined Policies & Procedures!why is this important to you? a procedure for formalising an agreement between the service and the client if the client is accepted into the service, including obtaining written consent to share information with other relevant agencies or individuals and the nature of the service that will be offered. There may be significant difference in the organization and management of the policy and procedures, which makes adapting them difficult. There will be times (hopefully not often) when you are unsure about what is expected of you in the workplace. The organization’s policies aim to help businesses in many ways. Ensure that the documents are destroyed on time. 4.4 Document Control. By being aware of your own professional code of ethics, your job description and your workplace requirements, you are in a good position to be aware of any policies or procedures that could be improved or need replacing. The written documents can vary dramatically depending on the: Working within organisational policy and procedures is not as simple as reading policy and procedure manuals. This se… However what you notice is that all staff members go to the staff room and an informal catch-up about recent events and team tasks occurs over lunch a couple of times a week instead of at a formal meeting. We feel much more comfortable in the workplace when we know what is expected of us! This may be a client handbook or pamphlet, containing information about the staff, the programme, expectations of clients and grievance procedures. policies about what is expected of service users (clients). Organizational policies are guidelines that outline and guide actions within an business or agency. You are working in a drug and alcohol community education service where you have been employed for a few weeks. There may also be legislative requirements for you and other workers to acquire knowledge about. In other words, it is about ensuring that clients are accepted into the service on the basis of clear transparent eligibility criteria and that they have a clear understanding of what is involved in accessing the service. The Change Management Policy document and all other referenced documents shall be controlled. According to the experts, you need to review and update policies at least once a year. For example: 1. However, there comes a point when an organization needs to coordinate among its members and provide itself with legal protection. Workplace policies often reinforce and clarify standard operating procedure in … a clearly defined process for identifying and regularly updating a Community Resource Index so that all workers are aware of what other services are available to refer to (the index contains basis contact details and information about what each service provides), processes for networking with other agencies, including attending relevant interagencies (meetings of local service providers), guidelines for case conferencing (this will be discussed in more detail a bit later), referral protocols, including how referrals should be made, the kind of information that can be shared with other services and any ongoing roles and responsibilities of each service with regard to the client. However, there will always be situations that arise where there is no clear documentation to guide actions. Create a process to review all retained documents and establish their destruction timeline. Together, policies and procedures provide a roadmap for day-to-day operations. All information regarding clients will be destroyed 7 years after the client ceases to receive services. Apparently one of the clients became very distressed and ran away, leave the night staff very perplexed. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes. resources provided by government funding bodies to assist with the policy development process. Depending on the size of your organization, you may have one document or several documents. Decide how the documents should be destroyed. Policies and procedures go hand-in-hand but are not interchangeable. The more organised, systematic and thorough you are in the initial entry and assessment process, the less capacity for misunderstandings later on. One day, she is the only staff member on duty at the house when there is a very unpleasant altercation between two of the residents. The other primary influences on policy are: What are the areas covered in a policy and procedure manual? They may include timelines, specific forms to be used and template forms. Most workplaces have committees made up of management representatives and workers to regularly review the policies and procedures of the service. This course explores many of the behind the scenes requirements of good system management. The importance of policies and procedures, it allows management guide operations without constant management intervention. (d) take the information to your supervisor and ask if it could be a focus of discussion at the next staff meeting? Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. when incidents are occurring that indicate the policy is not working eg an increasing number of stress related leave applications being placed by staff despite a stress reduction policy. How you contribute is very important. Policies communicate the connection between the organization’s vision and values and its day-to-day operations. 5… If you were to go out every day for lunch, you would miss this valuable networking time. For example, input from employees will be invaluable in developing and implementing workplace anti-harassment and anti-discrimination policies, plans or procedures. However, it can also have a negative effect on an employee’s conduct. As you review each of the sections keep in mind that the policies and procedures you develop need to be appropriate to your organization and clearly communicated to everyone from the board to the staff. The Policy demonstrates that the business organization is being operated … For example, different government departments produce documents that outline legal requirements for their staff in relation to storing and maintaining information. 06 Classification and Case Management. volunteering to follow things up if others are unable to. Make important procedures such as first-aid and emergency exits clearly visible. To ensure that you are always working within policy and procedures, you need to: The following activity explores the importance of working within organisational policy and procedures. being familiar with current policies and protocols, being willing to make suggestions and contribute to discussions. These procedures may include equipment upgrades, extensive employee training, or the provision of a cleaner work environment. Just like societies need laws to create order and common understandings, organizations need policies. Version control shall be used to preserve the latest release and the previous version of any document. For example, staff are increasingly working alone in a domestic violence service, despite occupational health and safety legislation contradicting this practice. This will help ensure they do not get frustrated and abandon their attempt at being compliant. These policies, procedures, and checklists successfully recognize the limits of providing employees proper guidance for appropriate behavior at work and draw a line between that and employee lives outside of the workplace. In this learning topic we are focussing on the second type of policy (organisational policy) but you still need to understand the impact of broader government policy on the development of organisational policy. Remember, first impressions are always important! A policy is a course of action or guidelines to be followed whereas a procedure is the ‘nitty gritty’ of the policy, outlining what has to be done to implement the policy. Policies are made to support the strategies while Procedures are helpful in the implementation of programs. It states that all information regarding clients will be kept in the filing cabinet for up to 5 years before being archived. 2) All the employees must have the identity card and show their identity card to the security guard for verification. The advertisements will have details of duties, salary range, closing date and contact details. Ask if it could be discussed at a team meeting to see if others hold similar views or have further knowledge on the topic. What is included in the document Also, you can include a general definition of the change management process – what it is. Administrators need to work with leaders, employees … She has recently started her job. Policy and procedures regarding this issue should contain guidelines about: The more transparent the process from the start, the more likely a service will attract appropriate referrals, prospective clients will be treated equally, clients will have realistic expectations and be empowered to seek the support they need. Always use your job or position description (discussed earlier) as a point of reference. Organisational policies and procedures for risk management are a set of written steps that will be taken by a company to provide their employees with the least amount of risk when they are performing their jobs. What are Policies and Procedures? You feel anxious and confused about whether this task is your responsibility and how to go about it. This may take the form of a contract. This could result possibly in a change for the better for the clients. You have been reading about a recent new theory that affects the service where you work, and you feel that the service’s policies should change to reflect the current thinking. In what way could Julie’s knowledge and following of policy and procedure have prevented this unfortunate incident? coordination/networking with external agencies. Some organizations post their own policies online and are free to download. By clarifying confusion promptly, you may gain a better understanding of what your responsibilities are and how they relate to your colleagues’ responsibilities. It is often incorporated into a worker’s duty statement or job description. That's when it turns to policy-making. Organizational policies and procedures are guidelines produced by organizations that inform employees in their day-to-day work. Moreover, processes are important. Sometimes, organisations are not well resourced in terms of staff and basic orientation for new workers is hurried and incomplete (called ‘being thrown in at the deep end’). All funded services must comply with the Act in order to receive funding and there must be clear guidelines that organisations must follow such as having complaints procedures, assessing clients’ individually and ensuring that clients have an opportunity to make decisions about the service provided to them. network closely with colleagues and management, attend staff and management committee meetings where possible. Procedures are specific, factual and succinct. Currying employees are one of the most prominent positions in healthcare. After an IT security event, policies can aid in disaster recovery. policy documents, for example, providing services to cultural and linguistic diverse clients (CALD), duty of care guidelines which include confidentiality, and equity and access. If you have a suggestion about a changed or new policy idea, you should: If the new information is seen as important to act on, make sure there is a ‘who’ and a ‘when’ next to it. a policy for how long client information is kept after clients are no longer involved with the service. For example, a staff recruitment policy could involve the following procedures: Why you think it is important for organisations in the CSI to have policy and procedures? Organisations will have details of duties, salary range, closing date and contact details revised on bi-annual! Policies origina… a policy is a disability to coordinate among its members and provide with! Might ask can be answered by organisational documentation your responsibilities are and to. Into a worker’s duty statement or job description to mention it to supervisor. Where there is no clear documentation to guide actions within an entity, outlining the process of clients... 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