This Resource Is a Self-Evaluation Tool to Assist Public Sector Bodies When Developing

This Resource Is a Self-Evaluation Tool to Assist Public Sector Bodies When Developing

Policy development
Self-evaluation

An organisational policy is a statement of intent or principle endorsed by the Chief Executive Officer that guides the organisation’s operations. In the public sector context, well-developed policies serve the important function of communicating a public sector body’s position and values, and explaining how their goals will be achieved. Good policies mitigate risk, aid transparency and promote consistency by providing a clear and unambiguous framework for decision-making and conduct.

This resource is a self-evaluation tool to assist public sector bodies when developing or reviewing their policies.

The Commission gratefully acknowledges the Independent Commission Against Corruption, New South Wales, in the development of this resource.

Evaluation criteria / Good practice context and references / Criterion is… (tick) / Comments
Met / Partially met / Not met
IMPORTANT CONSIDERATIONS – In developing or reviewing the policy have you…
considered relevant legislation and regulatory obligations? / Ensure the policy is consistent with the Public Sector Management Act 1994, your public sector body’s enabling legislation (if any) and other relevant legislation.
Regulatory obligations may include Commissioner’s Instructions, Premier’s Circulars, Public Sector Commissioner’s Circulars and Treasurer’s Instructions.
identified the reason/s for developing or reviewing the policy and determined it is necessary? / Consult with a selection of employees to ensure the policy is needed and does not duplicate any existing policies. Refer to any records about issues with the policy to be rectified when it is next reviewed.
Also ensure the policy’s provisions do not conflict with any other policies, procedures or documents such as guidelines.
tested the policy’s usefulness with employees responsible for implementing and providing advice on it? / Identify employees affected by the policy and any changes to it. Seek feedback on whether all issues have been addressed and whether the policy gives enough guidance about decision making by consulting with potential users.
considered good practice? / Research/review relevant literature and good practice on the policy topic.
Compare similar policies in other organisations or within similar contexts and consider how these may address needs similar to yours.
had the policy endorsed by your Corporate Executive? / Ensure the policy proceeds through all approval channels, including your Corporate Executive.
CONTENT – Does the policy include…
an implementation date? / Specify the date from which the policy is effective.
the policy’s purpose and objectives? / The purpose and objectives explain what a public sector body intends to achieve with its policy. Link the objectives to expected outcomes so your public sector body can assess the policy’s effectiveness and whether the objectives are being achieved. Ensure the rest of the policy is consistent with these stated objectives.
details of the contact officer and responsible division? / Include details of a person to whom questions about the policy and related documents can be directed. Also give details of the division responsible for managing, implementing and reviewing the policy.
details of any related policies or documents? / Related policies or documents may include the code of conduct, strategic plan, risk management plan, or audit, financial management or information management policy.
details of any policies this policy replaces? / Remove references to any policy this one supersedes on documents and websites to ensure consistent referencing.
information about the need to comply with the policy? / Explain why employees must comply with the policy. Also ensure the policy is clear on those actions that are required or optional. For example, ‘must’ or ‘will’ can describe mandatory actions, while ‘may’ can describe actions that are optional or allowed.
Words such as ‘should’ and ‘usually’ can weaken a definite statement, so avoid these where possible.
the scope of the policy? / The policy should clearly state to whom it applies. For example, does it apply to contract staff and others outside the public sector body?
CONTENT – Does the policy include…
details of procedures, or other documents that relate to this policy? / Policies state principles and rules that guide the public sector body, while procedures tend to be more detailed instructions outlining how the policy is implemented. Other documents may include guidelines, forms, templates, flow charts and any material designed to support the policy or procedure.
Ensure these documents that help to implement the policy are consistent with the main policy and accessible to employees.
definitions of key terms and acronyms? / Provide definitions for key terms and acronyms. Use terms consistently throughout the policy and supporting documents, and ensure they are consistent with any relevant statutory definitions.
what may occur as a result of non-compliance with the policy? / Provide information on possible sanctions for breaches of the policy. Also outline procedures for managing non-compliance.
STYLE – Does the policy…
use plain English? / Avoid using bureaucratic language and jargon. Ensure the policy reflects the composition of your workforce, including education levels. Simplify language and remove words that do not add meaning.
use active and inclusive language to make it feel personal to the reader? / Use active language that is direct and assigns responsibility for actions (e.g. A will make B), rather than just stating an action will be done (e.g. B will be made).
Inclusive and gender-neutral language will also help to make the code feel more personal to employees. For example, consider words such as ‘we’ and ‘our’, and ‘they’ or ‘their’ instead of ‘his’, ‘him’ or ‘her’.
comply with any organisational templates? / Where possible, follow your public sector body’s standard policy format for consistency. Templates can help with the policy’s structure and clarity.
have an easy to read format to help find information or topic areas? / Consider headings so employees can easily find information in the policy. Also ensure sections and statements are ordered in a logical sequence. For example, put broader principles before details and overarching rules before exceptions.
Use short sentences and paragraphs for good readability. Don’t try to include too much information. Consider creating a separate policy document, or another document such as guidelines, if you need to address other issues in detail.
COMMUNICATION
Have you considered how you will implement and promote the policy to employees? / Sound implementation is important to a policy’s success. Prepare a communication strategy that identifies everyone who needs to know about the policy, including contractors, volunteers and clients etc. Also make sure your communication strategy includes information for everyone who must comply with, or enforce the policy.
Before you implement the policy, identify and allocate any additional resources that will be required to implement it. Consider what will need to be done so the policy is integrated across all relevant policies and procedures within your public sector body.
Is the policy easily accessible to employees? / Ensure all employees know where to access the policy and that it is available to employees in both a hard copy and electronic format (e.g. on the intranet).
Will the policy also be available to external stakeholders? / Your public sector body may consider publishing some policies on its website. For example, providing a gifts, benefits and hospitality policy to suppliers can help to make sure everyone is clear on whether gifts can be offered to, or accepted by, employees.
Allowing policies to be accessed by external stakeholders can provide reassurance to the community that particular processes for making decisions are clear and will be upheld.
FUTURE REVIEWS – Does the policy…
include a review date? / Regularly reviewing and updating the policy will help to ensure it continues to remain relevant.
identify how and who will undertake the review and evaluation, and provide updates as required? / Designate a position or employee to review the policy and outline the process for doing so, including key tasks. The policy may also need to be reviewed and updated outside scheduled review dates, in response to:
  • new or amended legislation or subsidiary legislation
  • changes to your public sector body’s or government policy
  • changes to a related operational policy
  • findings from reviews or feedback from employees
  • complaints about how your public sector body manages part or all of its functions.
Keep abreast of changes both internally or externally that may affect the policy. Establishing a feedback mechanism or ‘issues log’ can assist with this.
identify who will maintain any links or ensure associated policies or other documents such as guidelines remain up to date? / Designate a position or employee to ensure other documents and links remain up to date.
Avoid including information that may quickly become outdated. For example, refer to individuals by title/role rather than name.
Avoid duplicating or repeating content across documents, and instead include links to relevant documents so any updates will only be needed for one document.

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