To view PDF files, you must have a copy of the Adobe Acrobat Reader which is available as a free download:
Governing documents establish the organization and are legally required to create an organization. Once developed, they must be kept up to date and, if the organization is incorporated, filed appropriately with a provincial or federal regulatory body (Manitoba Companies Office or Corporations Canada).
Procedures outline how an organization carries out the policy by listing the steps that need to be followed.
Creating a useful policy and procedure manual takes time and energy but it creates consistency, continuity and time saving for the future. There are many resources to help you create your manual efficiently.
Discover the benefits policies and procedures (186KB PDF) can bring to your organization that make it worth the effort to create a manual.
The Developing Policies and Procedures for Volunteer Organizations fact sheet (Ontario Ministry of Agriculture, Food and Rural Affairs) contains detailed information on developing policies and procedures, including templates.
Sample policy and procedure:
SUBJECT: Financial Information Confidentiality Agreement
All board members and employees must keep the organization’s financial information confidential, whether it is gained during their term or anytime after. The executive director will make sure board members and employees sign and date a confidentiality agreement before their first board meeting or first day of work.
1. Get a copy of the confidentiality agreement from the executive director
2. Sign and date the confidentiality agreement
3. Return one copy to the executive director
4. Keep a copy for personnel file
Using samples from other organizations can be a time-saver. Ensure that they accurately reflect your organization and the work it does.
All policies and procedures need to adhere to relevant legislation at the municipal, provincial and federal level for programs, labour, and health and safety. If you have employees, all hiring procedures and termination policies must comply with the human rights code and employment/labour legislation of the jurisdiction in which the organization operates.
The Human Rights Commission has sample policies for organizations and employers re: harassment and employment equity. A quick guide to employment standards will help to ensure your policies are in line with the law in Manitoba. As well, the HR Council for the Non-Profit Sector has provided some sample HR policies for your use.
A policy template (13 KB DOC) is a starting point. Add new sections or take out information that is not relevant to your organization.
The Manitoba Agriculture organizational development team of specialists are also available to assist your organization in developing policies and procedures. Contact us today.