Policy Teams Guideline
Record keeping and Reporting
Record keeping
Meeting records
The DPA records key points of agreement and action points from each meeting (i.e. not full discussions), and circulates a draft to team members for comment (ideally within a week of the meeting). Once finalised by the team leader, the DPA circulates the meeting record to core team members, files it and ensures that it goes on the NZAID intranet.
Filing
All Policy Teams are required to maintain a full and accurate record of their work.
At the outset of the process, the team leader and DPA should consult the NZAID records officer on setting up a dedicated file and for guidance on best practice.
All ToR, meeting records, issues papers, research/review reports, submissions to AIDMGT, the Minister and Cabinet, consultation lists, drafts and feedback from consultations, and other key papers generated by the team are held on file.
Reporting to AIDMGT
Regular reporting by Policy Teams helps AIDMGT to manage workflows across the agency, ensures staff do not become over burdened, and addresses any barriers that Policy Teams may encounter along the way.
All Policy Teams report quarterly (last weeks of March, June, September and December) to AIDMGT on progress against planned outputs, any amendments to ToR, (including changes in group membership) or other key matters for AIDMGT to note or make a decision on. See Annex 3: Format for quarterly report to AIDMGT.
Policy Teams may report to AIDMGT at other times on issues arising or to approve a key output.