Policy Acceptance configuration

This guide explains how to configure Policy Acceptance. For the steps employees follow to use it in practice, see Viewing and accepting policies.

Contents

• Overview
• To add a Policy Document
• To create a Policy Group
• To assign a Policy Document to a Policy Group
• To assign Jobs to a Policy Group
• Email notifications
• Policy Document version control
• Reporting

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 Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage 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 Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage 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 Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage 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 Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage 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

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

Policy Document version control

• Go to Employee Checks & Compliance > Employee Checks & Compliance Configuration > Manage 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. Recommended - 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
  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

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

Related articles

• Viewing and accepting policies in HR