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    Policy Planning & Review

    This is Creative Enterprise CIC has a duty to develop and publish policies and procedures in order to supply to educational institutions, safeguard young people and present the continual promise of professionalism we promote. Each year, our evaluation includes the review of our policy, this includes:

    Policy Planning & Development

    • In the planning and development stage of policy-making and review we will ensure we have consulted and taken into account stakeholder views.
    • All improvement plans will be designed with an element of impact assessment built in to monitor the success of each project or programme.
    • All objectives will be specific and measurable with clear progress evaluation methods (student, staff and organisation).
    • There will be a systematic review of the impact of all policies and procedures on equality and diversity to address any areas of inequality.
    • Our target-setting processes ensure appropriate, challenging targets are set in relation to identifiable creative areas as well as individual students / schools.
    • Provide appropriate controls including a framework for delegation by the board of trustees to staff or volunteers, by setting out how things should be done and what is expected of people.
    • Transparency and accountability that the board, staff and volunteers will be conducting the work of the organisation appropriately
    • Ensure the compliance with the legal framework.
    • Limit risk

    The purpose of this policy is to provide guidance to This is Creative Enterprise CIC in developing, implementing and reviewing operational policy, procedures and supporting documents.

    This policy applies to all board members, staff and volunteers of This is Creative Enterprise C.I.C. This policy provides guidance to all staff, volunteers, students, and the Board of Directors. It encompasses but is not limited to, how to identify the need for a policy and the steps to be undertaken in developing, implementing and reviewing policy and procedures. This policy does not provide guidance on the content of individual policies and procedures or replace the need for inclusion and consultation of stakeholders in Policy Development and Review. It may be necessary to review procedures more frequently than polices, due to the need for operational precision and to ensure that they accurately reflect the dynamic nature of the work undertaken by the organisation.

    Our Definitions

    Policy is a concise formal statement or framework outlining what This is Creative Enterprise C.I.C adheres to and aims to achieve. Policies are principles, rules, and guidelines formulated or adopted by an organisation, so it can attain it’s long-term goals. They are typically published in a manual or booklet or other form that is widely accessible, and in our case, being available online.

    A procedure is the detail of how a This is Creative Enterprise C.I.C policy is to be achieved. Procedures are the specific methods employed to express policies in actioning the day-to-day operations of the organisation.

    Our policies and procedures are designed to impact on all major decisions and actions, and all activities take place within the boundaries set by them. The work being achieved and decisions made by the organisation should be reflected in the procedures and may be used as an accountability tool if the need arises. It should be noted that This is Creative Enterprise C.I.C or its representatives may act outside a procedure or guidelines however decision making should be in line with the policies, values and mission of the organisation.

    Supporting documents are tools that support consistency in implementing policy and procedures, e.g. templates, forms, checklists. Written information may be attached to agreements, financial statements, offers, proposals, etc., to provide backup and depth to agreed-upon or discussed items.

    Our Principles

    Policies and procedures may be informed by legal and regulatory requirements, industry standards, and This is Creative Enterprise’s guiding principles, mission, values, and strategic and operational plans.

    Policies and procedures guide best practice (rather than practice driving policies) and will be used when a decision outside of the scope of standard practice is required.

    Policies and procedures are written in plain English to ensure that all relevant parties (staff, volunteers, etc.) are able to apply them in their various capacities.

    Policies and procedures are the responsibility of all parties to ensure they are applied, reviewed and reflect current practice.

    Policies and procedures are relevant, available and accessible to all people who may have an interest in, or be affected by, them.

    Policies and procedures are the basis of This is Creative Enterprise’s quality program, and as such are subject to continuous review and improvement.

    Outcomes

    This is Creative Enterprise’s operations are supported by relevant and consistent policies, procedures and supporting documents.

    This is Creative Enterprise's policies and procedures consider their relationship to, and impact on, consumers, schools, young people, other stakeholders, staff and the Board of Directors. It is intended that the organisation develops rigorous but pragmatic methods for developing and measuring the qualitative and quantitative difference that the planned interventions make to the end users. These may be changes in the health status of an individual, group or population.

    The interventions may include government policies and consequent programmes, laws and regulations, standards, the provision of clinical and non clinical services and other programmes, such as those addressing health promotion.

    All staff and the Board of Directors understand their roles and responsibilities in relation to policy development, implementation and review. Volunteers are orientated to relevant policy and procedures as part of standard induction.

    Policy and procedures are easily accessible by all relevant parties when required. This may be in both a hard copy and electronic format.

    Risk Management

    Policy and procedures is a standing agenda item for This is Creative Enterprise staff meetings to discuss any relevant issues or to highlight any changes to current practice as decided in policy, procedures or supporting documentation.

    When reviewing This is Creative Enterprise's policies and procedures, consideration is given to this Policy Development and Review Policy to reflect changes in policy and procedure templates.

    Policy Implementation

    This policy is developed in consultation with all employees and approved by the Board of Directors.

    All employees are responsible for understanding and adhering to this policy. Volunteers are aware of relevant policy and procedures as they apply to their work within the organisation.

    Policy Detail

    This is Creative Enterprise develops, implements and reviews policies and procedures with the aim of providing a framework for management of the organisation. Policies and procedures provide clarity in roles, responsibilities and rationale for schools, young people, Board members, staff, and stakeholders in how business is carried out.

    Identifying the Need for Policy Development and/or Review

    The need for a policy can be identified by any This is Creative Enterprise employee, consumer, Board member, volunteers, other stakeholder.

    Triggers for development of a new, and/or review of an existing, policy and/or procedure may include:
    1. Standard review is timetabled.
    2. A gap has been identified (e.g. through strategic planning)
    3. Additional knowledge or information has become available to supplement the policy (eg research results)
    4.External factors:
      o Policy is no longer relevant/current due to changes in external operating environment.
      o There are changes to laws, regulations, terminology and/or government policy.
      o Changes to funding environment, including requirements of funding bod(y)ies
    5.Internal / organisational factors:
      o A stakeholder has identified a need, eg by email, telephone etc
      o A serious or critical incident has occurred, requiring an urgent review.
      o Need for consistency in service delivery across programs and organisations.
      o Separate, stand-alone policy is now warranted
      o A near miss has occurred, requiring a review to prevent a serious/critical incident in the future
    6.Other reasons which are specified when a policy is developed / reviewed.

    This is Creative Enterprise has mechanisms in place that allow for the spontaneous expression of the need for change in or review of a policy, for example, Service improvement forms, or web based input. Once a policy need is identified, preliminary consideration is given to why the policy is needed, who it will affect, and the relationship with other policies. There will also be a way of indicating relative priority for the review.

    A lead author (may also be known as the /person initiating is identified based on the best fit with the person’s role, skill and capacity. They are responsible for undertaking the policy research and analysis, preparation of drafts, consultation and final writing of the documents developed in consultation with relevant stakeholder(s) who will be affected by the policy/procedure.

    The lead author may involve consumers, schools, other stakeholders, staff or volunteers to develop the policy as a team.

    Research and Analysis

    The lead author undertakes research on the policy topic to inform the development of the specific policy. Issues for consideration include:

    - Compliance with external regulations, legislation and statutes
    - Identification of best practice guides and standards
    - Current research
    - Other relevant factors in the external environment
    - Alignment with This is Creative Enterprise's strategic plan, mission and values
    - General content of the policy
    - Impact on current operational procedures, including resource allocation
    - Identification of accompanying procedures and other supporting documents
    - Likely policy implementation needs
    - Matters to be addressed to support policy implementation.
    - Risk assessment to identify if a policy/procedure is required to address a critical incident or near miss.

    Preparation of Final Draft

    Following stakeholder consultation, incorporating staff comments and suggestions and any new information that arises, the lead author is to prepare final draft policies, procedures and supporting documents. If there has been significant change to the policy intent and content, second consultation with staff is recommended. If changes to content have been less significant, the final draft policy is considered ready for review and endorsement by the Board of Directors.

    Implementation

    Once the policy has been endorsed by the Board of Directors, the lead author is to complete the front page of the policy with details of approval date, date of issue and date for review. Related procedures and supporting documents are to be made final.

    Policy to Lead Practice

    The intent of This is Creative Enterprise's operational policies, procedures and supporting documents is to guide best practice, rather than practice driving policy. This is Creative Enterprise’s practice is evolving and dynamic and responds to the changing population and demographic it serves. The purpose of policies and procedures are to underpin the work achieved by This is Creative Enterprise and ensure accountability across services.

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