Staff Agreements

Set up policy agreements for your staff.

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When to Use This

Set this up when you want staff to formally acknowledge they've read your policies and procedures. This is common for:

• Workplace health and safety policies

• Code of conduct

• Trainer and assessor responsibilities

• Privacy and confidentiality requirements

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Before You Start

• Your policies need to be uploaded (see How to Upload Policies and Procedures)

• New RTOSafe accounts include default positions and departments — you can use these or create your own

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Steps

1

Edit your departments

Go to Settings → Departments. You'll see any existing departments listed.

To create a new department, select Add Department and enter the name.

To edit an existing department, select Edit next to its name.

2

Choose which policy categories apply to each department

When adding or editing a department, you'll see a list of policy categories. Tick the categories that staff in this department need to agree to.

For example:

• An "All Staff" department might need: Staff Management, Administration, Governance

• A "Trainers" department might also need: Training and Assessment, Quality and Continuous Improvement

3

Assign staff to departments

When you add a staff member or edit their profile, select their department. RTOSafe automatically creates agreement requests for all policies in that department's categories.

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What Happens Next

• Staff in each department automatically receive agreement requests for all policies in their department's categories

• When you add new policies to a category, staff in linked departments get new agreement requests

• When you update a policy to a new version, existing agreements expire and staff need to agree to the new version

• Staff can view and complete their pending agreements in the Staff Portal

Policy agreements only apply to active, non-archived policies. Archiving a policy removes any pending agreement requests for that policy.

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Common Issues

Staff don't have any agreement requests

Check they're assigned to a department that has policy categories selected

Policy not appearing in staff agreements

Make sure the policy's category is linked to the staff member's department

Can't delete a department

Departments can only be deleted if no staff are assigned to them. Reassign or deactivate staff first