Policies, procedures & templates
In this resource bank you will find management policies, procedures and templates designed to help with the day-to-day running of a community organisation.
The documents contain references to specific positions in organisations such as employees, administration officers, program supervisors and managers. These are intended to be generic references and it is acknowledged that this may not apply in many cases. For example, some employee or administration officer tasks may in fact be undertaken by management committee members or other volunteers in the organisation.
The documents in the resource bank can be used in their current format or can be adapted to your organisation’s needs. Organisations can place their own logo on all templates by deleting the logo placeholder and replacing it with their own.
Complete the template by typing in required information. Save the completed form to your local network or hard drive following your organisation’s file management procedures.
Office administration
These are documents relating to basic administration and general office administration functions such as communication, filing, organisation and running meetings, setting up registers and employing staff. There are also basic style guides and templates for documents such as letterheads and reports.
Policies and procedures
- Incoming mail
- Incoming telephone calls
- Information management
- Minute taking distribution
- Organising meetings
- Outgoing mail
- Outgoing telephone calls
- Paper conservation
- Tracking files
- Appointments
- Archiving files
- Communication protocols
- Computer file management
- Conducting meetings
- Creating filing paper based files
- Equipment consumables
- Equipment maintenance
Templates and samples
- Agenda
- Agenda items request
- Appointments diary
- Catering request
- Circulation list
- Confidential file register
- Equipment fault report
- File movement register
- File register
- Meeting room booking register
- Minutes meeting
- Notice annual general meeting
- Outgoing mail register
- Records storage disposal register
- Request to access public documents
- Software register
- Telephone message slip
People using the service
Policies and procedures
Templates and samples
- Case management activity summary report
- Case management plan
- Case management plan (short version)
- Client assessment form
- Client attendance register
- Client complaint form
- Client complaints log
- Client complaints log sample
- Client consent form
- Client enquiries log
- Client exit form
- Client feedback sheet
- Client intake checklist
- Client intake process flowchart
- Client registration form
- Client service charter
- Client service summary report
- Client service summary report sample
- Community engage checklist
- Community engagement
- Cultural competency checklist
- Methods community engage
- Nomination of support person form
- Referral in form
- Referral out form
- Referrals in register
People working in the service
Policy and procedures
- Code of conduct
- Critical incident report
- Disputes and grievances
- Employee feedback
- Environmentally sustainable work practices
- Equity anti-discrimination and workplace harassment
- Staff discipline
- Staff performance review
- Staff training
- Workplace health and safety – emergencies
- Workplace health and safety – ergonomics
- Workplace health and safety – general
Templates and sample documents
- Developing a job description
- Employment contracts
- First aid
- Job interview checklist
- Mentoring
- Reference letter
- Recruitment process final record
- Application for employment
- Cessation of duty form
- Critical incident report
- Discipline letter sample
- Duty statement
- Employee feedback form
- Employment declaration
- Exit interview questions
- Interview assessment form
- Interview record sheet job applicants
- Job interview questions sample
- Leave application
- Letter of appointment
- Letter to unsuccessful applicant
- Misconduct or non-performance report
- Professional development record
- Professional reference letter sample
- Recruitment selection checklist
- Register interest in advertised position
- Request to advertise position
- Shortlisting assessment form
- Staff induction checklist
- Staff performance improvement plan
- Staff performance review feedback
- Staff training application
- Staff training evaluation
- Staff training needs self-assessment
- Staff training plan
- Timesheet
- To do list
- Work injury incident report
- Workplace safety checklist
Governance and accountability
Templates and sample documents
- Accounting equation
- Bookkeeping and chart of accounts
- Budgets monthly
- Budgets and monthly financial reports
- Incorporation and constitutions
- Memorandum of understanding
- Management committee elections
- Management committee roles and responsibilities
- Operational planning
- Policy statements
- Receiving and banking money
- Strategic planning
- Strengthening governance
- Trial balance
- Writing a submission for funding
- Annual management cycle
- Annual management cycle sample
- Asset record
- Asset register
- Audit checklist
- Audit checklist
- Budget
- Cashflow forecast
- Cheque remittance advice
- Common seal register
- Conflict of interest record
- Membership register
- Memorandum of understanding
- Management committee checklist
- Monthly financial report
- Operational plan
- Organisational audit schedule
- Petty cash register
- Petty cash voucher
- Policy format
- Preferred suppliers register
- Purchase order
- Register account signatories
- Register bank accounts
- Register insurance policies
- Requisition for goods or services
- Risk register
- Statutory declaration
- Statement of account receivable
- Travel expenses claim
Policies and procedures templates
- Assets and depreciation
- Auditing
- Computerised and manual ledger
- Conflict of interest
- Contracts by tender and quotation
- Expenses and payments
- Financial statements
- Payroll
- Petty cash
- Project management
- Reimbursement of organisational expenses
- Risk management
- Travel
- Year end adjustments
