Policy Management Module - Overview

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Overview

The SchooliP Policy Management Module provides a centralised, end-to-end solution for creating, distributing, approving, reviewing and monitoring school and trust-wide policies. It streamlines governance and compliance workflows and keeps policy tracking simple and transparent.

Key Features & Benefits

Centralised policy repository: Store all policy documents in one unified location, accessible via the Policies tab. Bulk upload is supported to simplify initial setup.
Bulk import & upload: Bring in existing policies in bulk via UK.gov placeholders or drag-and-drop upload - ideal when migrating from legacy systems.
Flexible approval workflows: Define multi-level approvals by selecting roles such as governing body, academy trust or headteacher. Choose whether all nominated approvers or just one must sign off.
Automated review cycles: Set review frequency (e.g., annually or every 3 years). Reminders are sent to owners when review is due, with options for automatic next-date calculation.
Targeted viewing & acknowledgement: Limit visibility of a policy to specific staff or roles. Require acknowledgements from targeted staff and monitor viewing and agreement status.
Automated reminders: Staff involved in approval, review or acknowledgement processes receive automatic notifications until tasks are completed.
Trust-school sharing: Trust-level policies can be shared instantly across all schools in the group, ensuring consistency and reducing duplication - while schools can still create local versions if needed.

Policy Lifecycle - From Draft to Published

Creation: Add title, description, reference, owner and policy type. Write content directly or upload/link a file
Approval: Assign approvers and approval level, decide whether all or one sign-off is required
Review: Set a review cycle. Enable notifications and auto-calculate the next review date if desired
View & Acknowledge: Choose who can view the policy and require staff agreements. Track who has viewed and acknowledged
Monitoring & Filtering: Use dashboard filters to view policies by status (e.g. due for approval, overdue review, needing acknowledgements, etc)

Actions

Central Hub

All policy documents in one place

Bulk Import/Upload

Fast onboarding or migration

Custom Approval Flows

Ensures governance and oversight

Automated Reminders

Keeps users on track without manual chasing

Role-based Access Control

Only relevant users see or agree policies

Trust-level Sharing

Promotes consistency while allowing local flexibility

Review Scheduling

Prevents policies from becoming outdated

Best Practice

Use trust-level sharing for whole-school or multi-school consistency. Let schools create local adaptations when needed.
Set sensible review cycles - e.g. annually or every 2-3 years - for policies like safeguarding or health & safety.
Target policy access and acknowledgements to only the relevant staff. This improves clarity and reduces unnecessary notifications.
Monitor with filters regularly - especially for policies pending approval or awaiting staff acknowledgement.

Related Guides

Adding or Editing a Policy