What Policies Do We Need? A Simple Guide for NZ Agencies
One of the most common questions we get asked especially from small teams, community and social services is “what policies do we need.” Organisations want to be compliant with the law and regulatory standards but don’t want to drown in paperwork and needless policies.
In this post, we look at some of the “must-have” policies that every organisation needs, plus service-specific policies that depend on what you do. Our focus is on policies for Aotearoa New Zealand that reflect local legal and contractual requirements.
Why Having the Right Policies Matters
We’ve written before about the need for current and relevant policies in your workplace. (See here –The Risks of Outdated Policies; The Policy Place: Audit Ready Policies for Health and Social Services)
But just to recap – having the right policies in place is important because it helps you:
- Meet your legal and regulatory obligations (eg Social Sector Accreditation Standards; Ngā Paerewa Health and Disability Services Standard; Performance Standards for Registered Community Housing Providers )
- Comply with contracts – this is important for contracts with agencies like Health NZ & Disability Support Services contracts that include quality requirements to be met
- Maintain your kaupapa and protect those you service, as well as staff, volunteers, and the interests of your organisation
- Reduce risk and support good governance and leadership
Poorly designed or missing policies are one of the most common findings in audits, accreditation processes, and investigations. Getting the right policies in place is one of the simplest ways to strengthen your organisation and keep your agency compliant with the law and relevant regulations.
Core Policies Every NZ Community or Social Service Organisation Needs
There are a few “must-have” policies. If nothing else, make sure these are in place and up to date.
-Health and Safety Policy
Covers your obligations under the Health and Safety at Work Act 2015. It will include how you identify hazards, manage risks, protect staff/kaimahi, manage incidents and emergency preparedness.
– Privacy and Confidentiality Policy
Required under the Privacy Act 2020 and the Health Information Privacy Code 2020 for any organisation that collects and deals with personal or health information. It covers information safeguards, information sharing and breach of privacy management.
– Code of Conduct
Outlines expected behaviour for governance, management and staff. It supports values in action, organisational standards and disciplinary processes.
– Complaints and Feedback Policy
This is a must-have for transparency and ongoing learning and improvement in an agency. It supports client rights, and is required in most funding arrangements. The staff version – Grievance and Disputes – encourages early resolution of workplace issues guiding how concerns should be raised and addressed in the workplace.
– Conflict of Interest Policy
For charitable and NFPs, a conflict of interest policy is essential. It supports transparency and integrity of board decisions and processes and ensures process and for governance entities like boards and trusts and for organisations where whānau and community relationships overlap.
– Equity/Diversity Policy
This supports an organisation to give effect to Te Tiriti o Waitangi and comply with the Human Rights Act 1993 and Employment Relations Act 2000. It is a cornerstone for an inclusive and equitable culture.
– Recruitment, Safety Checking, and Police Vetting Policy
This is a legal and regulatory requirement for services working with children/rangatahi and vulnerable people.
Operational Policies Most Organisations Need
This next group of policies are not necessarily required by law but can be critical for smooth operations, audit readiness, and consistency.
-Information Technology and Cyber Security Policy
Covers safe and responsible use of devices, access control, cyber risks, management of data breaches, and secure disposal of equipment.
-Records Management Policy
Guides how documents are stored, accessed, retained, and destroyed.
-Finance and Delegated Authority Policy
Sets financial limits, outlines controls and steps to prevent and detect fraud.
-Child Protection/Safeguarding Policy
Guides the identification and reporting of child abuse concerns and is mandatory for children’s services.
-Professional Development Policy
This isn’t mandatory but will help organisations maintain standards and workers to maintain competence and professional requirements.
Service-Specific Policies You May Need
The policies you need depend on the activities and services you provide. Examples include:
– Work with children/tamariki or rangatahi
- Child Protection Policy
- Safer Recruitment
- Incident Reporting and Escalation
-Health and Disability Services
- Informed Consent
- Medication Management
- Infection Prevention and Control
- Use of Restraint/Enablers
- Behaviour Support
- Crisis or Critical Incident Management
- Emergency Preparedness
-Digital or remote services
- Telehealth or Teleconferencing
- Lone Working
-Home-based support or mobile services
- Home Visiting Safety
- Lone Worker Safety
- Travel and Transport
Governance Policies for Boards and Trusts
Good governance depends on having a few key policies:
- Guidance on Roles and Responsibilities
- Board Procedures
- Conflict of Interest
- Financial/Risk Management
- Trustee Responsibilities
How to Work Out What Your Organisation Needs
A simple checklist:
- Do we have legal obligations that require specific policies?
- Do our funders or accreditation standards specify required policies?
- Do we deliver services that involve safety risks or vulnerable people?
- Do we have areas that create confusion or inconsistency?
- Do staff ask for clarity around key processes?
If you answer yes to any of these, you likely need a policy to cover it.
Common Mistakes Organisations Can Make
- Having too many policies nobody reads
- Copying policies from larger organisations
- Outdated policies that don’t match current law and regulatory standards
- Missing core policies required for audits or accreditation
How The Policy Place Can Help
We provide a one-stop shop for all your policy needs whether in HR, employment, health and safety, privacy, cybersecurity, complaints etc. Our service is particularly effective for SMEs and community, health, and social service organisations across Aotearoa if you are wanting:
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Policies to support compliance
- Policies spanning all areas of governance and operations
- Monthly reviews and updates to keep policies compliant
- Policies you can customise
- Full policy suites aligned with NZ law, standards, and contracts
If you’re unsure what policies your organisation needs, we can help you figure it out quickly and painlessly.