This section allows your Data Protection Staff to upload policy documents and make them available to all of the staff at the school. It helps you ensure that all staff have access to and can view the policies for the school data protection processes. It also allows you to shows that staff have been made aware of their data protection responsibilities.
Adding a New Document#
As a staff member with the Manage Policy Documents permission you can upload new documents to the library by selecting the Upload option from the Policy Documents section of the side menu.
You need to enter a name and description for the document as well as select the document itself before clicking the create button.
The document will then be available to staff.
Editing a Document#
To edit an existing document select the Manage option from the Policy Documents section of the side menu. This opens all of the documents for selection.
To edit a specific document, select the corresponding checkbox and click the edit button on the tables action bar. This will open the Edit Policy Document view.
You can edit the name or description of the file or upload a new version of the document. You can also download the current file.
Once the desired changes are made click the update button to save the changes.
View Policy Documents#
To view the policy documents select the View option from the Policy Documents section of the side menu. This shows the documents and allows them to be downloaded by staff.
Policy Document Acknowledgement#
Policy document acknowledgements are a mechanism to help you prove that staff have undergone training and are aware of your policies and procedures.
The process allows you to make a request to staff to read and acknowledge that they have read, accept and agree to abide by a policy document.
Assigning New Requests#
To assign new acknowledgement requests, select the Request Acknowledgement option from the Policy Documents section of the side menu.
You should then select the policy document you would like to request staff members read and acknowledge, select the staff members that you want to make the request to and click the save button.
When saving the system will create a request and create a Policy Document Acknowledgement Requested notification for each of the selected users. You’ll be shown a toast popup in the bottom left when it’s complete.
Deleting Pending Requests#
To delete a pending request select the Pending Requests option from the Policy Documents section of the side menu.
You can then see the pending requests. To delete a request, select the corresponding checkbox and click the delete button on the tables action bar. After confirming your choice the requests will be deleted.
Completing a Request (Staff Users)#
As a staff user that has received a request for acknowledgement, you’ll see a Policy Document Acknowledgement Requested notification in your notification list. Click the title to be taken to the page to complete the process.
You should download and read the contents of the policy document before clicking the Acknowledge Document button. This document will be recorded on your training history as being read by you so that the school can see that everyone is aware of the policies in place.
The following notifications are used for this functionality:
Policy Document Acknowledgement Requested
This represents the request for a policy document to be approved. A staff member will receive one of these notifications per document.
To allow a users to perform related operations the following permissions are available:
Request Policy Document Acknowledgement
All users with the staff role can automatically receive and complete the requests.