Developing policies and procedures
Policies and procedures detail how operational matters will be dealt with in a school. Find out how schools can develop policies and procedures.
What is a school policy?
A policy is a statement that details how operational matters will be dealt with in a school. It is typically a set of general guidelines that reflects:
- a school's values
- the expectations of staff and students
- standard operating procedures in a school.
Well-written policies make schools safer and more effective places of learning. They provide clarity for staff, students, parents and the school community where diverse interests and preferences can lead to vague and/or conflicting objectives and understandings.
A policy will describe the purpose and broad actions that will achieve that purpose. The policy should be written in the context of the school’s operation using simple terms - free of jargon.
If a school policy allows a degree of discretion in how it’s implemented, the basis of that discretion should be clearly stated.
The length of the policy may vary depending on the issue it addresses.
Policies that a school is required to have and implement are in the NSW Registered and Accredited Individual Non-government Schools Manual (the Manual).
What is a school procedure?
Procedures put policies into practice by describing, step by step, what actions to take in specific circumstances.
Without procedures, a policy can be interpreted in different ways, which might risk safety or effective learning.
Benefits of effective policies and procedures
Effective school policies and procedures:
- demonstrate that the school is being operated in an efficient and responsible way
- comply with associated legislative and registration requirements
- are consistent with the values of the school
- ensure consistency in decision-making and operational procedures
- clarify functions and responsibilities
- assist in assessing performance and establishing accountability
- support and reassure all members of a school community
- foster stability and continuity
- provide guidance for the school during periods of change.
How to develop policies and procedures
Identify school policies and procedures
The proprietor of a school determines the policies required for the operation of the school. Policies give a school’s values or mission an operational focus that supports the broad school community including staff, students and families.
Consider consultation
Involving staff and stakeholders in developing and implementing school policies promotes awareness, understanding and ownership. Consultation also helps to determine how and when the policies might apply and can identify possible unintentional outcomes of the policy.
A proposed new school that is not in a position to consult with staff might benefit from seeking advice from professional associations and networks.
Define the terms of the policy
Be explicit. It may be helpful to define key terms at the start of the policy.
Be clear about to whom the policy applies. Does it only apply to staff of the school or to students and parents (for example, will there be separate codes of conduct for staff, students and parents)?
Clearly defined policy ensures members of the school community understand its intent.
Develop procedures
The policy should include procedures that support its implementation. Every school is different and so contextual detail is important that clarifies:
- specific steps that need to be followed and what must be done
- who is responsible for all operational elements of a policy, such as responding to concerns or completing specific tasks
- how an action is to be completed, including documentation and record keeping
- when an operational task should be completed
- where records are to be kept or maintained
- implications or consequences of non-compliance where aspects of the policy or procedure have not been met.
Put the policies in writing and publish them
Policies are often approved by the school Board prior to publication and implementation.
Consider how different audiences access information when you make decisions about how to communicate policies (eg student handbook, teacher portal, parent portal, school public website).
It is important that the audience of the policy clearly understands what the policy means and how it relates to them. Keep the language of the policy simple by using plain English. In some cases it might be beneficial to provide communications in languages other than English.
Training and regular referral
The policies may be explained to staff through information and/or training sessions, at staff meetings and during induction sessions for new staff. They should also be regularly revisited and discussed with staff to ensure they remain relevant.
Copies of current policies should be easily accessible for the relevant users (eg in folders in a central location, in manuals/handbooks and on the school’s intranet and/or website).
For key policies it may be useful to maintain records confirming that policies have been received, read and its contents understood by staff.
Implementation
Policies need to be applied consistently throughout the school. They should include specific steps to take when a school matter or issue arises.
Evaluate and review
Review policies regularly to ensure they remain current and in line with:
- changes within the school
- legislation
- NESA requirements.
Assigning a planned review date to each policy can be a useful strategy.
Frequent breaches of a policy may highlight a need for review or to raise awareness with stakeholders. A change in leadership or key personnel, or an unexpected incident, may also prompt an update to particular policies and procedures.
If a review results in significant changes to policy, the new version should be distributed to all staff and the changes explained. Staff training may also be needed.
Other considerations
- Who is responsible for writing the policy?
- Should the policy be consulted upon?
- Does the policy or procedure consider all members of the school community?
- To whom does the policy apply?
- If the policy and/or procedure has been sourced externally, has this been edited to reflect the school context and procedural detail?
- Who will be responsible for records and how will they be maintained; where will they be kept?
- Does the policy’s procedures provide a realistic timeframe for actions to be performed?
- How will the policy and procedure be made accessible and to whom?
- The development of a plan for the review of policies and procedures?
- How will new staff be provided with relevant policies and procedures and when will these be provided?
- Does the policy identify the date it was developed/updated?