Organisational Policy and Procedures
Why are policies and procedures important in 2024?
In this post, we’ll look at why policies and procedures are important for businesses and organisations in 2024. If you don’t want to end up at 2+2=5 then you definitely need your own policies!
Policies and procedures are our business at the Policy Place. We develop them and through our online system, keep them reviewed and updated for agencies. Like it or nor, policies and procedures are essential for any organisation that doesn’t want to end up at 2+2=5 and here’s why.
Policies and procedures are important for compliance
Policies and procedures are important because they are required by various laws, regulations, and sector/industry standards.
The truth of this will depend on the nature and functions of your organisation. Some, but not all, of the following compliance regimes may apply to your agency:
- the Children’s Act 2014 requires child safety checks for government-funded children’s services
- both the Social Sector Accreditation Standards and Health and Disability Standards require policies and procedures to meet certain standards
- the Private Training Establishment Registration Rules 202
- Health and Safety at Work Act 2015
- Employment Relations Act 2000
- Public and Community Housing Management (Community Housing Provider) Regulations 2014
Policies and procedures to build a culture
In Aotearoa/NZ, we’ve seen how important human rights standards can be subject to populist and political whim. This can occur in organisations too if you don’t have policies and procedures to support your organisation’s kaupapa, values, and mission.
Policies and procedures help make the values of your organisation and business real. They can help you build an organisation that is confident about its mission and place in the community and marketplace.
Policies and procedures for hard decisions
In one of our previous posts – Good Decisions need good policies – we looked at how policies and procedures are especially important for staff when it comes to having to make decisions about competing interests eg an individual’s right to personal privacy versus the right to life and staff responsibilities. Without policies and procedures, staff can feel alone and unsupported in their work; they may avoid or put off making decisions for fear of making the wrong decision; or they may make a decision contrary to the organisation’s kaupapa and interests.
Policies and procedures should afford staff enough scope to use their professional skills and respond to diverse situations.
But, policies and procedures are essential if staff are to be empowered to make tough decisions.
Making things simple
We’re subject to a lot of laws and regulation. In the social sector, agencies are also subject to the Social Sector Accreditation Standards. In the health area, Nga Paerewa Health and Disability Services Standard applies. Equivalent standards and criteria apply in community housing, education, and training.
It can be hard to figure out what applies and there are risks that you can miss something important or get something wrong.
We deal with these challenges all the time at the Policy Policy when drafting policies. Be assured that with the right policies, complex obligations will be simplified so that it is easier to action them.
Achieving consistency
While we want staff to feel empowered to exercise judgement and make decisions, consistency of decisions across our organisation or business is important if we are to provide quality services and products and to maintain a positive reputation. Policies and procedures are crucial in this respect. They establish guidelines for staff to follow and reinforce expected standards of conduct and service.
Efficiency gains
Last, but by no means least – policies and procedures can vastly improve efficiency. Good policies and procedures can be used to help with the onboarding of new staff to the workplace. As long as they are accessible to staff and up-to-date, policies also save time for managers and senior staff who can otherwise spend a lot of time answering questions and providing guidance to staff.
Conclusion
In conclusion, the importance of policies and procedures to organisations and businesses cannot be overstated. They are pivotal to thriving and resilient organisations in 2024. If you want help with updating your policies or are starting from scratch, get in touch.
Transitional Housing policies at the Policy Place
If you’re a business or Not-for-Profit organisation wanting to get into Transitional Housing, The Policy Place can help you with the policies you need.
Accredited & Policy Place member
If you’re already a member of our online policy service and have Level 3 or above Social Sector Accreditation status, the job of getting your policies sorted for Transitional Housing will be straightforward.
Contact us to let us know your plans and we will set you up with the housing policies you may need. We will review and may adjust your existing policies to ensure they align with your new housing policies and to avoid duplication of policy content.
Business
If you’re a new or existing business that wants to get into Transitional Housing and you do not have current social sector accreditation, you will need policies and processes to support your application for Level 3 accreditation.
This could be a big change for you if you’ve been operating with minimal policies. For Level 3 accreditation you will need policies and procedures addressing a range of areas like Health and Safety, HR, Privacy and Confidentiality and Client Services. You will also need policies and procedures to help you meet the requirements of the Transitional Housing Code of Practice.
Not-for profit
You may be operating a not-for-profit agency that does not have Level 3 Social Sector Accreditation because you haven’t been required to have it to operate so far.
No problem, contact the Policy Place for policies and procedures to support your application for Accreditation. We will consider any policies you currently have along with your Trust Deed or Constitution and set you up with policies and procedures to support your accreditation as a Level 3 Transitional Housing Provider.
Review and Updating
The job of getting accredited can seem big. It is a big job but we will lessen your load by providing the policies and procedures you need.
Once you get accreditation, we will stay alongside. As an accredited agency you are expected to keep your policies updated. As a member of the online policy service, we do this for you. We will update your policies for relevant legislation changes and review your policies within a two-year cycle.
Press go for Transitional Housing
If you’re an existing member of the Policy Place online policy service who is accredited just let us know when you’re ready to hit go with Transitional Housing.
For others who are thinking about the online policy service and want to know more about the service, check out – What’s so good about the Policy Place, where we go through some common questions we get. In Online policies and procedures – so easy! we go through the steps involved in joining you up to the online policy service.
If you’re unsure whether you want generic or tailored policies for your particular business/agency, in this post we canvas the options – Policy and Procedure Templates – generic & customised.
If you want to try out the online policy service, give our Free Trial a whirl.
Misinformation and Disinformation Policies and Procedures
Misinformation and disinformation are significant hazards for a workplace. They can cause serious reputational damage and loss for a business/organisation.
Good news – as a member of the Policy Place online policy service, you have policies to help minimise these risks.
In this post, we’ll identify some of these policies for you to use in training and review with your team. We start by defining Misinformation because the scope of the term is often contested.
Definitions – Misinformation and Disinformation
Misinformation can refer to manipulated images and false or inaccurate information that leads to misconceptions, stereotyping, misunderstandings and real-world harm.
Whereas misinformation can be disseminated unintentionally, disinformation involves the deliberate spread of false information. It can involve the use and mix of of text, images, audio and video. It can be created and disseminated by humans and synthetically generated by AI-enabled tools.
See United Nations Countering Disinformation and Misinformation for more.
Policies to reduce the risks of misinformation
-Social Media and Digital Use
As a member of our online policy service, you have access to a number of policies dealing with the use of digital media including Social Media and Unacceptable Use policies. These policies demand professionalism in all online interactions and provide rules of engagement with digital media. They include requirements for training, provide guidelines for acceptable use and prohibit certain behaviors when engaging with digital technology.
-Standards of conduct
In both the Integrity and Service Delivery categories of your online policies, you will find a number of policies to guide staff in ethical conduct. For example, the Equity, Diversity and Inclusion and cultural responsiveness policies encourage a client-centered focus and counter the effects of stereotyping and discrediting can often occur with misinformation.
The Code of Conduct is in the Integrity category. It states your organisation’s values and expected standards of behaviour. All staff must prioritise and act in the best interests of the organisation and take reasonable care to avoid causing harm to themselves and others.
Staff must not therefore be careless with the information they rely on and share with others. Before using or sharing information with others, they must verify the accuracy of the information, that it is aligned with your agency’s kaupapa and has been approved for release.
-Privacy policies
Your online policies include a comprehensive suite of privacy and confidentiality policies. These policies support your agency’s compliance with the Privacy Act 2020. They include restrictions on the sharing of personal information and require adherence to information safeguards and privacy-related training for staff. They help counter the risks of sensitive and personal information being shared and manipulated by others for a wrongful purpose.
Relax – you are a Policy Place member!
We’ve got you covered as a Policy Place member when it comes to misinformation and disinformation. But… don’t forget the importance of staff training; Don’t forget the importance of organisational culture – encourage staff to raise any concerns they have about misinformation and to undertake due diligence before using or sharing it.
Lastly, always be on guard for it and the many contexts and ways in which misinformation is spread.
What’s so good about the Policy Place online policy service?
What’s so good about the Policy Place online policy service? It’s our most popular service, especially for agencies and practitioners who have to comply with the Social Sector Accreditation Standards and Ngā Paerewa Health and Disability Services Standard.
So what do you get for money?
- 24/7 access to core policy content to support your compliance
- all staff easy access to policies they need
- governance member access
- regular reviews and updates of core policy content
- options to further customise your policies and procedures (eg input translations; add procedural documents and forms)
- helpful links to support your training and implementation of policies
- policy content covering diverse areas like Governance, Client Services, Integrity, Probity, Financial Management, Complaints, HR, Health and Safety
- access to people with expertise in social services, accreditation and compliance
Best of all – No more worry for you, or for those coming after you, about having to keep your policies updated!
To help you understand the system more, here are answers to some common questions that we get.
Why is there a policy on something we didn’t previously have a policy for?
Your set of online policies is aimed at addressing your compliance obligations. You will be joined to a policy page because we thought it would be helpful and relevant to your service given these obligations and good practice requirements. If you think otherwise then let us know. Likewise, let us know if you think you are missing something.
Does every member have the same policies as us?
To set each agency up with its particular set of policy pages, we consider what compliance needs they have, the services they provide and their existing policy documents. This means that services may be set up with a similar set of policies but that these may have been customised in different ways.
Can we edit and add in other policies?
As an optional extra, you can choose to edit and add to the policy content we set up for you. This is an especially good option if you are a larger organisation that wants policy content beyond the scope of our usual content or content required for your compliance needs. Customisation options also enable you to tailor your policies to your particular kaupapa so that they are as helpful as possible to your users.
Do we have to review and update the online policies?
No, we review and update your policy set. When you join us, you will receive a Schedule for when policy pages will be reviewed. You will be notified before each review and invited to provide feedback. Your feedback, along with feedback from others, and relevant law, policy and practice changes is considered and used for updating. You are then advised of the policy updates.
How do we get our staff and governance to use the online policy system?
It can be hard to get used to a new system, but people can adapt. They may have always used paper-based policies so going online means entering the unknown. But people can do it. As we now know from the pandemic and the growth in remote working, a system of online policies and procedures is the only way to go!
Can we get extra online policies?
Yes, we can develop and upload additional policies for you at an additional cost.
What happens if we sign up?
We will schedule you in to join the system and ask you to send us your existing policies and procedures, your branding and any other information you think will help us set up the policies for you. Once we’ve finished we send you a log in. From then on, we keep in touch through reviews and updates. We talk more about the system here.
Can we put our existing policies and procedures on the system?
Yes you can if you buy into the customisation option of adding a policy or adding paragraphs to existing policy content. You will be responsible for reviewing and updating that content unless something different is arranged.
Some of our members, opt into customising for a year. They then maintain a standard subscription for a couple of years until they decide to review their customised pages.
You are welcome to contact us to discuss.
For more information see HERE
What should be in your Workplace Dress Code Policy?
At the Policy Place we often get asked about whether organisations should have a Workplace Dress Code policy.
Codes typically involve a list of what not to wear. But how about a more fun Code. One that supports a commitment to equity and diversity, and individual styles and differences while setting some bottom lines.
Here are some ideas.
Workplace Dress Code – example provisions
- Dress to Impress: We want you to dress in a way that makes you feel confident and empowered while respecting the diverse beliefs and customs of people you come across in your work. Think about and be considerate about who you are working with. Remember that your dress will shape the first impression you make.
- Hygiene and personal care are important: Chipped polish, un-kempt hair or body odour can be offensive. Take care of yourself and be regular with your hygiene and grooming.
- Dress for confidence and comfort: Our dress code allows for all kinds of looks. You don’t need to feel confined by ill-fitting clothing, gender or other constraints. We will respect your gender, religious and cultural beliefs. As long as the clothing is appropriate to your mahi/work, feel free to wear what you want to.
- Accessorise Creatively: Feel free to accessorize creatively, keeping your job in mind. Safety is important so if you’ve got physical exertion in your mahi or will be working in situations where you encounter aggression, don’t wear accessories that could be used against you – eg scarves, dangly earrings.
- Shoes to fit: You need good shoes for your role. Heels, flats and sneakers may all be acceptable if safe and appropriate for your work. Keep your jandals, crocs and flipflops for the beach. In some areas, you will need to follow safety rules for footwear.
- Hair and body adornment: If you want to experiment with different hairstyles and colours go ahead but keep body piercings and tattoos that may be considered offensive covered. Safety rules may also apply like keeping your hair up and covered when preparing meals.
- Comfort is key for you and us all: While we support all kinds of looks, please ensure your clothing allows you to move and work comfortably. Remember to respect the workplace environment and cultural diversity when expressing your personal style.
Is a Dress Code necessary?
As is so often the case with policies and procedures, people may not realise they need a Dress Code until someone wears something inappropriate in the workplace. The benefit of a Dress Code is that staff/kaimahi are given guidance about what is/isn’t appropriate. They don’t have to guess. However, as fashions change Dress Code policies can quickly become outdated.
It can be sufficient if your Code of Conduct addresses professional and appropriate behaviour and presentation at work. Workplace instructions can supplement it.
Help with your policies and procedures
At the Policy Place we help you manage your policies and procedure requirements. If you’re subject to the Social Sector Accreditation Standards or Ngā Paerewa: Health and Disability Services Standard, a housing provider, or PTE, our online policies and procedures could be perfect for you. We can provide you with core policies and keep them reviewed and updated for you.
Contact us to learn how we can assist you with your policies and procedures.
Incorporated Society Rules and the Treaty of Waitangi
Protect what’s important
With the new regime of the Incorporated Societies Act 2022 about to kick in it’s time to review and update your Incorporated Society Rules.
Incorporated Society Rules are an organisation’s Constitution. They are foundational and provide a great way of embedding your agency’s core values and commitment to Te Tiriti o Waitangi/Treaty of Waitangi.
In the build-up to the election in NZ, we’ve seen the Treaty of Waitangi treated like a political football. We’ve seen how important it is to therefore protect core values and principles from political whims and ignorance.
While we may not be able to do anything about the tactics of some political parties, we can do something in our own turf to strengthen our organisation’s commitment to the Treaty and give it enduring effect.
Update Incorporated Society Rules
Under the Incorporated Societies Act 2022, an organisation wanting to register or reregister for incorporation will have to provide a Constitution. If you’re already registered as an incorporated society, you’ll probably have to review and update your Rules or Constitution to meet the new requirements concerning officers, dispute resolution, membership and officer requirements.
While updating for these requirements, why not also update your Rules/Constitution to embed a strong Treaty focus in your organisation’s foundation? The Act allows a long time for an organisation to bring its Constitution up to scratch so there’s plenty of time to do things well.
At the Policy Place, we aim to embed the Te Tiriti o Waitangi into policies and procedures for members. The Treaty is a foundational document for Aotearoa. Its undertakings, such as respect for Rangatiratanga, protection of taonga such as te reo Māori and active pursuit of equity are also reflected in various compliance regimes that apply to our clients like the Social Sector Accreditation Standards and Ngā Paerewa Health and Disability Standard.
Here’s some ideas for embedding Te Tiriti o Waitangi into your Constitution as an incorporated society.
1. Principles
To future-proof your agency, state your purposes and values in your Rules/Constitution clearly. To incorporate Te Tiriti o Waitangi include principles like:
- Recognition of the rights of Māori as tangata whenua
- Kawanatanga – honour governance
- Rangatiratanga – right of Māori to self-determination and for Māori by Māori
- Oritetanga – equity
- Wairuatanga – respect for diverse values and spiritual beliefs. (see Waitangi Tribunal: Te Hauroa
2. Members and Officers
If you have charitable aims and are a mainstream agency, how about providing for co-goverance. This could reflect in your rules on membership, for example, requiring Iwi/Hapū nominated positions; and/or that there is an equal representation of Māori and non-Māori in officer positions.
3. Procedures in Incorporated Society Rules
Give substance to your Treaty principles through your Rules covering various procedural aspects:
- procedures for meetings – requiring the observance of tikanga Māori;
- a quorum – eg to comprise an equal number of Māori and non-Māori
- a quorum for Kaupapa Māori – comprise at least one representative from each participating Iwi, hapū
- meeting processes to include Māori Caucas or another way for Māori members to meet around and agree on initiatives of significance to the Society and/or whānau/tangata Māori
- opportunity for Iwi/Hapū representatives to consult prior to decisions
- encouragement and respect for ngā tikanga me te reo Māori in processes including conflict and dispute resolution
- the principle of “for Māori by Māori” will guide decision-making
- manaakitanga for meetings
- Cultural Advisor roles.
Conclusion
The Incorporated Societies Act 2022 came into force on 6 April 2022. The 1908 Act applies to an incorporated society until it registers under the new Act.
Organisations can register under the new Act from 5 October 2023 through to April 2026.
Agencies have the time to get their Constitutions into shape. Grab the chance to embed your Treaty and other core values into your Constitution.
Act now to protect the things you value. By incorporating the Treaty of Waitangi and other core values into your Constitution you give it a foundational status that can guide your organsiation into a positive and equitable future.
Māori Language policy and procedure for Te Wiki o te Reo Māori
In Te Wiki o te Reo Māori, have you got a Māori language policy and procedure up and running? If not, now’s the time to get one happening.
Te reo Māori is an official language of Aotearoa/New Zealand (NZ) along with English and NZ Sign Language. According to Sir James Henare, “Ko te reo te mauri o te mana Māori” – its the life force of the mana Māori.
The language is a taonga/cultural treasure that is protected by Te Tiriti o Waitangi. However, like many indigenous languages around the world, it was quashed by colonisation so that by the 1980s it faced the threat of extinction. Since then, and due to the perseverance of Māori and the success of initiatives like Te Kohanga Reo and Te Kura Kaupapa, the language has undergone a revival.
Over the last decade the number of Māori proficient in the reo and numbers supporting use of the language in schools etc has increased significantly (see Statistics NZ Te reo Māori proficiency and support continues to grow.)
Ideas for Māori Language policy and procedure
With policy and procedures on Māori language for your organisation, you can support the ongoing revitalisation of the language. In this post, we suggested some ideas. Here’s some more ideas on what you might cover:
Promotion of the language
- Use common use Māori kupu/words in signage
- Help build staff confidence to use te reo Māori by providing opportunities for kōrero in daily work.
- Support and require staff to pronounce kupu Māori correctly, particularly the names of people and places and frequently used phrases
Recognise the relevance of the language
- Encourage and support staff to learn and further their skills in te reo Māori as part of professional development
- Recognise competency in te reo Māori as a valued skill in recruitment and remuneration processes
- Support initiatives for te reo speakers to kōrero and support each other
- Offer information about your organisation in te reo Māori
- If you have the staff and resourcing, ascertain clients’ cultural preferences and allocate staff accordingly.
Recognise the importance of language and culture
- Consult with mana/tangata whenua and seek cultural expertise, when necessary, about appropriate protocols/tikanga and use of te reo Māori
- Affirm the rangatiratanga and mana of the iwi in your region and acknowledge the different dialects of te reo Māori
- Engage with staff and acknowledge the right of Māori staff to lead or guide policy and procedures on use of te reo Māori in the organisation
- Have and update a Te Tiriti o Waitangi policy that recognises te reo Māori as a taonga/cultural treasure and promotes usage
- Include a requirement to pronounce or learn to pronounce Māori names and place names correctly in the Code of Conduct
- Support equality and inclusion in the workplace with initiatives like cultural safety training and Diversity and Inclusion policy and processes.
For other ideas, check out our previous posts. In Kia Mauri Ora te reo Māori, for example, we suggested that having a Māori language plan could be a good way of staying on track with learning the reo as an organisation.
And don’t forget the basics- sharing with others is the essence of language.
Have fun, eat kai, sing and kōrero to celebrate the special and unique language of this land during Te Wiki o Te Reo Māori.
What about fair treatment for Kiritapu Allan?
Fair treatment for Kiritapu Allan would have resulted in a different decision. She has not been afforded due process and as a result, the Prime Minister’s decision to revoke her Ministerial portfolios is unfair.
Employees, who like Kiri are charged with criminal offending, at least have the benefit of some basic employment protections. In this post, we look at those protections. We question why Ministers of the Crown are not afforded the same rights. Kiri Allan’s case, we argue, shows the unfair results.
Code of Conduct
At the Policy Place we see many different Codes of Conduct. They are generally similar and the one applicable to Ministers of the Crown is no exception. Like many others that apply in New Zealand workplaces, the Cabinet Manual states expectations of high ethical and behavioural standards by Ministers.
Unlike many other Codes of Conduct, the Cabinet Manual specifically applies these standards to a Minister’s personal life. However, there is an equivalent obligation in other Codes of Conduct -an employee’s obligation to refrain from any act or omission that could reasonably bring their organisation/employer into disrepute.
Fair treatment in employment
If an employee is charged with an offence or breach of Code of Conduct, they must be treated fairly in NZ law. In the criminal justice system, this means they are entitled to the presumption of innocence.
In their employment, the person who is charged with an offence, has the right to due process before any decision should be made about their employment. An impartial and fair investigation must be undertaken and the person given a fair and reasonable opportunity to answer allegations, including the opportunity to access support and advice. Only after a fair hearing and consideration of issues should any decision be made about what has occurred and then, about the appropriate action to be taken.
A criminal charge or conviction for acts committed outside of work will not always warrant disciplinary action. There must be a sufficient connection between the work role and the charge (Managing an employee charged with a criminal offence.) Even if the charge is relevant to the role, it may not justify dismissal. Other consequences, like a warning, might be more appropriate. It will depend on the circumstances.
Unfair treatment
Employment law doesn’t apply to elected officials nor to decisions about Ministerial appointments.
Yet, due process rights apply to a whole raft of decisions. Decisions about ministerial roles have significant personal and professional ramifications for ministers that are analogous to loss of employment.
For these reasons, Ministers of the Crown should be entitled to equivalent protections.
Bad decisions
An employer’s failure to adhere to due process in employment can lead to bad decisions not just for staff but also for the workplace.
Decisions about ministerial roles are similar to employment decisions. If Ministers are not afforded due process, its more likely that bad decisions will be made. Kiri Allan’s situation demonstrates this:
- She appears to have been given no real time to properly consider and respond to the allegations against her and to access the support she needed to respond
- A full and fair investigation does not appear to have been undertaken before the PM decided she was not fit to hold a Ministerial Warrant
- No regard seems to have been given to whether Kiritapu could continue to hold some but not all of her Ministerial roles. For example, she steps down as Minister of Justice but continue as Minister for Regional Development where the criminal charges are less relevant.
- The PM referred to mental distress as the context for the criminal charges against Kiritapu. However, her mental distress doesn’t appear to have influenced or discouraged him from rising to a quick decision about her ministerial warrant.
- No regard appears to have been given to the Crown obligation of active protection under Te Tiriti o Waitangi in this case. That obligation requires the Crown to actively redress inequities experienced by Māori. Wāhine Māori in politics experience significantly more adversity and distress than others. The impacts of this on Kiri Allan should have been considered before any decision was made.
Conclusion
We expect a lot of our politicians. At the very least, they should be afforded the same basic protections as staff.
The Cabinet Manual needs to be changed to reflect this. If not, we are likely to continue to see bad processes leading to bad and reactionary decisions.
AI Policy and Procedures – issues for social and health services
As Artificial Intelligence (AI) rapidly evolves, health and social service organisations need AI policy and procedures to guide their ethical and responsible use of AI.
We derive many benefits from AI. In the social service and health sectors, these include support with decision-making and diagnostics, efficiency gains, improved record management and evidence-based practice.
But there are ethical risks of AI use, which vary across different AI applications.
If not addressed in organisational policies and procedures, these risks could threaten the heart and soul of social and health services. We therefore need AI fit-for-purpose policies and procedures to guide us.
AI policy and procedures
Key issues to think about and canvas in your AI policy include data management, transparency, roles and responsibilities, misinformation and legal and regulatory compliance.
Data management
Used in health and other service areas, AI systems may collect a large amount of highly sensitive information about a person. This could be misused or used for non-consented or malicious purposes. The security of information collected and used through AI, must therefore be addressed in policies and procedures. Likewise, access to and sharing of the information that is collected.
n Aotearoa/NZ the Privacy Act 2020 and other regulatory standards like the Health Information Privacy Code 2020 must be complied with.
Transparency in your AI policy
If we’re using generative AI for advice, diagnosis and to help make decisions that affect people’s lives, then it’s important that we understand the basis of the advice and information it provides.
The right to give or refuse informed consent is integral to quality care and service. We also want to provide person-centred care. Before relying on AI to help us with service provision, we should therefore understand and be able to explain to those we serve the criteria and information on which the AI is based. This should reflect in our policies and procedures.
Other issues of transparency to address in your AI policy concern responsibilities for using AI, how the organisation uses AI in its services and activities and the associated risks.
Roles and Responsibilities
AI isn’t for everyone. It’s unrealistic to expect everyone to have a good grasp of it in your organisation. However, with AI likely to play an increasingly important role in your organisation, it’s important to think about AI responsibilities and to include these in your AI policy. Key responsibilities to cover include AI policy review and AI risk management.
Misinformation safeguards in your AI policy and procedures
As we already know, it is becoming harder to distinguish fact from fiction as the technology to generate misinformation so rapidly evolves.
The risks are potentially disastrous. They range from reputational damage and loss of trust in person and organisation through to grievous harm when mis-information is relied on as fact.
AI policy addressing data security is crucial. But it’s not enough.
If we’re going to rely on generative AI, we need safeguards in our AI policy for AI output to be checked and verified.
The strategies will vary, depending on the nature of the AI information, but can include:
- monitoring and tracking to see that AI achieved its intended purpose
- monitoring error rates
- review of AI-generated advice by subject matter experts
- checking AI information against other sources known to be reliable and credible
- monitoring and evaluating feedback from clients about the impacts of AI
Without these checks, your organisation becomes highly vulnerable to the serious impacts of misinformation.
Keeping your AI policy and procedures fit for purpose
AI technology evolves quickly, which makes it challenging to keep our policies and procedures fit for purpose.
Social and health services are required to keep their polices regularly reviewed and updated. At the Policy Place we support our members through regular reviews and updates of their policies based on a two or three year cycle.
However, with your AI policy and procedures, it may be necessary to prescribe more frequent reviews and updates.
Conclusion
Given the rapid rate of change, we could easily think we should just wait and see before we launch into an AI policy. But don’t be fooled. There’s nothing to wait for.
We might not get it right the first time or even the second time with our policy. But we can change and evolve our policies and procedures as we gain more understanding of AI system and risks.
The Policy Place online policies – questions and answers
The Policy Place provides online policies to social, health, education and other human services. Here are five frequently asked questions we receive from members when just starting out on the system.
New members should also take a look at videos and guidance posted here.
Q1. How do I change the Client/Service User statement?
The Service or Policy User statement is a sentence about the client’s or policy user’s experience of the policy. It’s at the top of the page.
To change the statement, go to policy management on your Dashboard. Then to policies. Find the policy you want from the list under core policies.
Go to Details tab of the policy. You will find the Service/Policy user statement in the policy statement 1.
Insert the statement you want. This will replace the existing statement.
If you want to delete the Service/Policy user statement without a replacement statement just write in blank.
See here for videos and resources about your online system and customising your policies and procedures.
Q2. How do I change the Whakatauki?
Many of the policy pages have a whakatauki at the top – wisdom of an elder/ those gone before us relevant to the policy.
To change the whakatauki go to policy management on your Dashboard. Then to policies. Find the policy you want from the list under core policies.
Go to Details tab of the policy. You will find the whakatauki in the policy statement 2 and sometimes, an explanation or translation for it in statement 3.
Insert the whakatauki you want to replace the existing one. If you want to translate or provide some context or explanation for what you insert enter text as statement 3.
If you want to delete statements 2 and/or 3 without inserting a replacement just write in blank.
See here for videos and resources about your online system and customising your policies and procedures.
Q3 How do I change branding/logo?
Go to platform settings on your Dashboard.
Go to the bottom of the page to branding. There, you will see the colours and images we have used for your policies.
You can alter these by clicking on what you want to change.
Q4. How do we enable Auditor access?
Most human service agencies have to be accredited and audited against regulations and/or standards including those set by the law. Health and Disability agencies must comply with the NZS: 8134 Ngā Paerewa. Private Training Organisations must comply with NZQA Regulations, Social Services must comply with the Social Sector Accreditation Standards and Community Housing Providers with the Public and Community Housing Management (Community Housing Provider) Regulations 2014.
Online access
An Auditor can access your policies for auditing purposes if you set them up as a temporary Team Member User on your policy site.
Set up their access by manual creation of a password. Once the audit/assessment is finished, you can delete them from the system.
Document access
If an auditor or Assessor wants to audit documents rather than online, no problem.
The role of Administrator of your policy site can download/print out individual pages by clicking on the Word icon at the upper right-hand corner on each policy page. If you want all pages printed, click on Download all pages at the bottom of the lefthand menu.
If they want to see what’s been reviewed and updated, updates are recorded on the Review and Updates page. For the relevant updates click on the Word documents.
More information?
See here for videos and resources about your online system and customising your policies and procedures.
Q5 Can we customise our policies more?
Yes, there are a range of ways to customise your policies more. You can edit text, add paragraphs and pages to your existing set of policies.
The options are outlined on the Online Policies page.
For more discussion about the pros and cons of customisation see here.