National Policies and Standards – draft policies, templates and examples

The following are the policies that were submitted for our 1-Year Quality Assurance Review.

More policy drafts will be created as we prepare for our 4-Year Review (due next summer)

The following policies were drafted by Cheryl and Leanne and submitted to National, marked as “pending Board approval,” to ensure compliance with the 2025 National Standards.

For each clickable link, please check your downloads if you don’t see it immediately on your screen.

To refer to the National Standards, please click HERE: 2025 BBBSC-National Standards

All policies are to follow this template created by National: Policy Template – Example

For reference when needed, please see our current Policies and Procedures Manual HERE: POLICY MANUAL – Organizational Management Policies and Procedures Updated October 2025_012018final

Section: Organizational Health Essential Standards

This Section includes Organizational Health (OHES), Diversity Equity and Inclusion (DEI), Governance (GOV), Human Resources (HR), Financial Management, Fund Development and Asset Management (FIN), Marketing (MK), Communications (COM), Facilities (FAC), Record Management (RM), Documentation, Records Keeping and Information Management Standards (DOC)

For each policy, Leanne has documented in the following format:

the National Standard
what our current policies already have
what our current policies are missing
a suggested policy re-write (draft) to be approved by the Board
- some policies require a policy or a procedure within the policy. Links to examples by National are provided

Organizational Health (OHES)

OHES-2 – Organizational Health_Strategic Planning and Community Assessment

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OHES-3 – Organizational Health_Operational Planning

Example Provided By National: Download the Word Document here: Operational Planning – Template

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OHES-4 – Organizational Health_Policy Management and Review

Diversity Equity and Inclusion (DEI)

DEI-1 – Diversity, Equity and Inclusion

This Policy mentions a Bullying and Harassment Policy. Currently all staff and Board must review this and sign this

Governance (GOV)

GOV-1 – Board Governance_Policies, Bylaws, and Procedures

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GOV-2 – Board Governance_Structure and Decision Making

Our current Conflict of Interest policy for Board Members: HERE

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GOV 3 – Board Governance_Board and Executive Director Relationship

Example Provided By National: Download the Word Document here: Executive Director Orientation – Example

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GOV 4 – Board Recruitment, Development, and Evaluation

Example Provided By National: Board of Directors Evaluations Examples

Human Resources (HR)

HR-5 – Human Resources_Personnel Files

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HR-6 – Human Resources_Staff Supervision, Support, and Development

Current Performance Appraisal Forms (include Professional Development Plans)

HR-8 – Human Resources_Requisite Number of Qualified Employees

Financial Management, Fund Development and Asset Management (FIN)

FIN-1 – Financial Management and Oversight

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FIN-2 – Financial Management and Procedures

Marketing (MK)

MK-1 – Marketing_Comprehensive Marketing Plan

Communications (COM)

COM-1 – Communications_Crisis Management and Response Plan

Example Provided By National, Appendix B: Appendix B – Crisis Management Plan

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COM-2 – Communications_Public Transparency, Disclosure, and Accountability

Examples Provided By National: Download the Word Document here: Complaints Policy – Example

Current Complaints Policy can be found on website here:

https://fraservalley.bigbrothersbigsisters.ca/complaints-policy/

Disclosure Page on website can be found here:

https://fraservalley.bigbrothersbigsisters.ca/public-disclosure-of-related-party-transactions/

https://fraservalley.bigbrothersbigsisters.ca/privacy-policy-2/

Facilities (FAC)

FAC-1 – Facilities_Location, Safety, and Accessibility

Record Management (RM)

RM-2 – Risk Management_Comprehensive Risk Management Plan

Example Provided By National: Download the Word Document here: Records Management Policy – Example

See our Draft Risk Management Plan, based on National’s example: RM-2. Risk Management Plan Template

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RM-4 – Risk Management_Critical Incident Management and Tracking

See our Draft Critical Incident Response Form: Critical Incident Response Form

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RM-5

THE AGENCY has systems in place to handle reports of unsafe and inappropriate behavior and disclosures of abuse.

** This is Programs Department

Documentation, Records Keeping and Information Management Standards (DOC)

DOC-3 – Data Management_Records and File Management

Examples Provided By National: Download the Word Document here: Records Management Policy – Example

Section: Program Delivery Standards

This section includes Program Essentials (PES), Intake-Child, Youth and Family (ITC), Intake-Volunteer (ITV), Training (Children/Youth, Parent/Guardian and Volunteer) (TR), Match Support (SUP), Match Closure (CL)

Client Policies

Child.Youth Required Documentation Policy

Child.Youth.Parent Pre Match Training Policy

General Program Policies

Child Safety Policy

Prohibited and Higher-Risk Activities Policy

Standard Substitution Exemption Policy 1.01B

Theory of Change Policy 1.01A

Match Policies

Casenote Documentation Policy

Match Closure Documentation Policy

Matching Process Policy