Policy Teams: Membership, Roles and Responsibilities
Policy Teams: Membership, Roles and Responsibilities
Membership
Once AIDMGT has decided to establish a Policy Team, Directors canvass interest in membership within their groups and nominate:
- up to two Wellington based group members who will participate on the core team;
- one or two staff to participate on a wider reference group that will comment on drafts of key papers. The reference group provides an opportunity for staff at Post (and/or staff with a strong interest or background in an area but limited availability) to contribute to key outputs developed by the core team without being a full team member.
The Directors will identify a DPA for the core team.
If core or wider reference group members are no longer able to participate in a Policy Team, they ask their Director to seek a replacement. The team leader of a Policy Team will keep AIDMGT informed of changes in team membership in quarterly progress reports (see later section on “Reporting to AIDMGT”).
Good practice tips regarding team membership
- Policy Team opportunities should be shared evenly within groups
- Membership of a Policy Team or other cross agency group is a significant time commitment. In general, it is only possible for an individual to make an effective contribution to one or two groups at a time.
Roles and responsibilities
Core team members agree roles and responsibilities at initial team meetings and record these in their ToR.
In general, the team leader of a Policy Team has overall responsibility for ensuring the team achieves its purpose and objectives effectively and efficiently. The DPA reports to the team leader and provides administrative support in pursuit of the Policy Team purpose and objectives. Other core team members also contribute to the effective and efficient achievement of the Policy Team’s purpose and objectives. Wider reference group members provide early comment on key papers.
Table 1 in Annex 2: Recommended format for ToR sets out suggested roles and responsibilities for core team and reference group members. A Policy Team may vary some specific responsibilities or add new ones.
Commitment and recognition
Policy Teams only work efficiently and effectively if all core team members accord their roles high priority.
Work demand will vary at different times. Busiest periods are likely to include initial stages, the lead up to completion of key papers, and compiling and reviewing feedback from consultations. Based on a 12-18 month timeframe, it is suggested that:
- Policy Team leaders plan to commit up to 15% of their time to their role;
- DPAs plan to commit up to 10% of their time to their role;
- other core team members plan to commit 5% of their time to their role.
Policy Team members should record their roles, responsibilities and time commitments in individual performance agreements, and monitor these closely.
It is important that directors and team leaders facilitate and support staff participation on Policy Teams and take time to understand and recognise staff contributions in performance management processes. Directors and team leaders should:
- seek feedback from Policy Team leaders on member contributions,
- seek feedback from Policy Team members on how the Policy Team leader is handling their leadership role, and
- record feedback in individual performance management forms.