Skip to main content

Policy Acceptance

Tiffany
Updated

HR

Step-by-step guide

 

This guide explains how to configure Policy Acceptance and how it works in practice.

 

Contents

 

Overview

Policy Acceptance takes away the admin associated with capturing employee signatures to confirm they have read and accepted your organisation's policies.

Policy Documents are uploaded into the system and assigned to a Policy Group. Job Roles can then be added to the group and the occupants of those roles will be notified that they need to view and accept the assigned policies.

Different policies can therefore be made available to different Policy Groups and the Job Roles attached to them (eg a group for senior managers, drivers, lone workers, etc).

 

To add a Policy Document

  • Go to the following area:
    • Latest menu: Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage Policy Documents
    • Pre 2025 menu: System > Document Configuration > Policy Documents
  • The screen will display documents that have already been attached to Ciphr HR
  • Click Insert New Record
  • Type the Name of the policy, give it a Version and if required, a Description
  • You can choose whether to upload the file via File Selection, and click on Select File... (you can also drag and drop onto this button)
  • Or click URL to add a link
  • Click Update

  • The document will now appear in the list of Policy Documents and can be assigned to the relevant Policy Group(s)

 

To create a Policy Group

  • A Policy Group is a selected collection of jobs to which specific policy documents can be assigned for review and acceptance. The Policy Group needs to exist before a document can be assigned to that group
  • Go to the following area:
    • Latest menu: Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage Policy Documents
    • Pre 2025 menu: System > Document Configuration > Policy Documents
  • This will open the Policy Groups and display any that have already been set up
  • Click Insert New Record and give the group a Name and a Description
  • Click Update
  • Having updated the record, there will now be two further tabs made available

 

To assign a Policy Document to a Policy Group

  • Go to the following area:
    • Latest menu: Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage Policy Documents
    • Pre 2025 menu: System > Document Configuration > Policy Documents
  • From the required Policy Group, click on the Policy Documents tab

  • On the left of the screen, all the policy documents which are not assigned to that group are displayed, and on the right, you will see all the policy documents that have already been assigned to that group
  • Use the slider to select the policy or policies to be assigned and then click Add. Any that are added in error can be moved back using Remove. If all the policies are to be added, then using the slider in the headings bar will select all items on the page
  • Click OK to confirm the document assignments to the group

 

To assign Jobs to a Policy Group

  • Go to the following area:
    • Latest menu: Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage Policy Documents
    • Pre 2025 menu: System > Document Configuration > Policy Documents
  • From the required Policy Group, click on the Jobs tab
  • On the left of the screen, all the jobs which are not assigned to that group are displayed, and on the right, you will see all the jobs that have already been assigned to that group
  • Use the filtering and sorting options to find the jobs that you want to assign to the group, and then use the slider to denote the job(s) to be assigned to the group, then click Add. Any that are added in error can be moved back using Remove. If all jobs are to be added, then using the slider in the headings bar will select all jobs on the page

  • A job can only be in one group, so if a job is not listed, it will need to be unassigned from the group it's in, to then be available to reassign to another group
  • Click OK to confirm the job assignments to the group

  • Once the jobs have been assigned, the occupants of the jobs will see the relevant policies in Employee Checks & Compliance > Policy Acceptance (subject to page permission) and will receive an email notification
Note: If new jobs are created, they will need to be assigned to the required policy group so that policies are made available to them. Otherwise, the job occupants will not see any policies on the Policy Acceptance page.

 

Email notifications

    • Policy Acceptance is part of the standard email notifications package and includes a single notification email that is sent every week on a Monday (regardless of the number of policies requiring acceptance) as a reminder until all outstanding policies are accepted. The day the email is sent can be amended, and it can be branded with your organisation's logo
    • Additional configuration can be added, such as to cc managers into the reminder after 7 days, and cc the manager and HR after 14 days
    • Additional configuration can form part of the full notification package upon request, but will be considered part of the total number of notifications that can be created
    • For configuration queries, please contact Customer Care

 

To view and accept policies

    • As an employee (viewing your own record), go to the following area:
      • Latest menu: Employee Checks & Compliance > Policy Acceptance
      • Pre 2025 menu: Documents > Policy Acceptance
    • Employees who are in a job role assigned to a policy group will be presented with a list of policy documents that have been assigned to that group
    • Click on the policy name to open the policy, and it will download
    • The policy can be accepted by clicking on Accept and then confirming the action by clicking Yes

    • Having accepted a policy, the button will change to say Accepted and a green tick will be displayed alongside the policy name

    • The Accepted Required tab will display a list of any policies that have yet to be accepted, and the History tab shows the date and time of previously accepted policies

 

Note: If a revised version with an updated filename of an existing policy is uploaded, the policy will require acceptance again. However, acceptance of any previous version(s) will be maintained on the History tab.

 

Policy Document version control

  • Go to the following area:
    • Latest menu: Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage Policy Documents
    • Pre 2025 menu: System > Document Configuration > Policy Documents
  • The screen will display documents that have already been attached to Ciphr HR
  • There are two options to update the version of a policy:
    1. Click on the document you wish to update, amend the Version and Description (if required), then upload a new file if using File Selection or update the URL. No other update is required, and the relevant Policy Group job occupants will be notified to accept the new version, so this is the recommended option
    2. If you prefer to keep a history of the Policy Document files in the system, click Insert New Record, then repeat the steps as covered in the previous sections, but note that you will need to assign the new document to the relevant Policy Group(s) and unassign the old version
  • Click Update to save

 

Note: Individual employee acceptance history is recorded in the Policy Acceptance History Tab, whichever option you choose, so you only need to choose option 2 to retain the actual Policy Document files for reference.

 

Reporting

  • There is no standard Policy Acceptance report, but please contact customer care, who will be happy to add a report free of charge if required
  • If you wish to build your report in Report Designer (licence required), the Policy Responses table can be linked to Personal Details as the Master Table, to report on who has accepted a policy

Footer

Related articles

Comments

0 comments

Article is closed for comments.