Policies & Procedures

Starting from scratch or refreshing your policy library? These resources will give you a strong foundation.

What are Policies and Procedures?

Policies set out an organisation’s values, standards, and expectations. They provide a framework to guide decisions and ensure consistency.

Procedures are step-by-step instructions showing how to follow policies. They explain what to do, who is responsible, and how tasks should be done.

Sometimes they are combined into one document, with the policy (the why) at the top and the procedure (the how) directly underneath.

 

Why are P&P Important?

Together, policies and procedures provide clarity, reduce risk, and help people work confidently and effectively.

 

Tips for Creating P&P

• Creating or updating policies can feel overwhelming. A checklist breaks it into manageable steps and helps you prioritise.
• Start with your most important policies and build your library from there.
• Create a policy template with headings and style that suit your organisation. This makes all policies consistent and easier to follow.

 

Useful Websites & Reading

Introduction to Policies – what policies are, why they matter, and how to develop them – CommunityNet Aotearoa 

What are workplace policies and procedures? – a good overview on developing and communicating P&P – Employment NZ

Checklist of Policies and Procedures – A comprehensive list of possible policies grouped by theme – great for spotting what you might be missing! – CommunityNet Aotearoa

> NOTE: CommunityNet Aotearoa is a mine of information about a wide range of topics to help charities and not-for-profits.

 

Useful Resources 

Master Policies & Procedures Template – use to keep track of your policies and procedures, including update due dates > Download editable Word doc – SociaLink

Workplace Policy Builder – create your policies, including IT & Social Media, Leave & Holidays, Health & Wellbeing – Employment NZ 

Policy bank – a vast range of policy templates you can download & customise for free – Institute of Community Directors Australia (ICDA)

> NOTE: Most ICDA content suits NZ non-profits, but check it against local financial and legal requirements.

 

People Management P&P

These policies support your staff, governance roles, and the overall strength and integrity of your organisation. They help attract, retain and protect kaimahi/workers, provide clarity, and ensure you’re meeting employment and governance standards.

Services, tools and resources – Practical guidance on recruitment, employment rights, staff entitlements and workplace policies – Employment NZ

Wellbeing workplace policy builder – use this tool to create a health and wellbeing policy for your organisation – MBIE

Performance Appraisal Policy Template – a framework for running regular and fair staff performance reviews > Download editable Word doc – SociaLink

Performance Appraisal Procedure Template – guidance for staff performance reviews > Download editable Word doc – SociaLink

 

Volunteer-Related P&P

Guidance for organisations working with volunteers, whether core to your mission or occasional helpers. Clear volunteer policies improve safety, consistency, and respect, while reducing risk.

For Organisations – Training, Tools & Guidance – Volunteering New Zealand

Best Practice Guidelines – National guidance on volunteer rights, onboarding, screening and retention 

Health and Safety for Volunteers– clear explanation of your legal responsibilities when involving volunteers in your mahi/work – WorkSafe

Health & Safety Policy for Volunteers – a policy example – Volunteering New Zealand

Our Volunteering Services team champions, grows and sustains volunteering across Tauranga and the Western BOP, and helps organisations look after volunteers. Click here for more information.

 

 

Health, Safety & Risk P&P

You need to identify the risks to your organisation, assess their likelihood and impact, and plan how to manage them. This helps with legal compliance and keeps kaimahi/workers, clients, and volunteers safe.

Health and Safety for Volunteers – a clear explanation of your legal responsibilities when involving volunteers in your mahi/work – WorkSafe

Managing Risks – outlines how to identify, assess and control risks in your workplace – WorkSafe

Example Risk Management Plan – A downloadable example plan with categories of risk (strategic, operational, project), and prompts to guide your own plan – CommunityNet Aotearoa

Risk Management Toolkit – a structured resource to assess, prioritise and mitigate risk across operations – Creative NZ

Tips for an induction – how to communicate health & safety to volunteers & workers – WorkSafe

Risk & Hazard Register – Comprehensive Template – customisable example to help you identify and manage hazards in your mahi/work > Download editable Word doc – SociaLink

Risk & Hazard Register – Basic Template – customisable example > Download editable Word doc – SociaLink

 

Other Important Policies

• Complaints Policy Template – a clear procedure for receiving, documenting and resolving complaints – SociaLink 
• Financial Policies and Procedures Template – covers accounting, fund management, capital expenditure, internal controls & fraud – SociaLink 
• Financial Policies Template – sets the rules for how an organisation manages its money, outlining principles for budgeting, spending, fundraising, and keeping accurate records – Sport NZ
• Privacy & Data Protection Template – explains how an organisation collects, stores, and uses personal information, setting out the safeguards and people’s rights to access their information – Sport NZ

> NOTE: More info about creating an online security policy here

• Privacy Policy Template – how you collect, store and share information in line with the Privacy Act 2020 – SociaLink
• AI Policy Template – sets guidelines for how an organisation uses artificial intelligence tools and technologies – AI Impact Hub
• Child Protection/Vulnerable People Template – safeguarding tamariki and vulnerable people – NZ Rugby
• Te Tiriti o Waitangi – Treaty of Waitangi Template – outlines how an organisation acknowledges and upholds the principles of Te Tiriti – Sport NZ