How "who has to read it" is decided

"Who has to read this policy?" has an exact answer. This page states the rule, then works through examples so you can predict, before you press Publish, who will be asked.

Who can do this: Managers and administrators; Administrators only.

The rule #

A person is required to read a policy when all three of these are true:

1. The policy is published (not a draft, not archived), and has a version in force.
2. The person currently works for the organisation: their account is active, and their last day, if they have one, has not passed.
3. At least one audience rule matches them. The rules are: everyone; one of their teams; their job title; or their name.

A person has read it when they hold a confirmation for the version now in force. A confirmation of an earlier version does not count, unless the newer version was published as a correction that did not need re-reading, in which case it was carried forward.

Worked examples #

Example 1: a new starter #

The medication policy is for the job title "Support Worker". On Monday, Asha starts as a Support Worker. She is asked to read it on Monday, with nothing for anyone to do. If she had started as a Cook, she would not be.

Example 2: a job title that is similar but not the same #

The policy is for "Support Worker". Priya's title is "Senior Support Worker". She is not asked, because titles must match exactly (ignoring capital letters). Tick "Senior Support Worker" as well.

Example 3: someone in two teams #

A policy applies to the Day team and to the Night team. Chris is in both. He is asked once. A person is never counted twice for a policy.

Example 4: a rule plus a named person #

The lone-working policy is for the Night team, plus the Registered Manager by name. The Registered Manager is not in the Night team. She is asked, because the named-person rule matches her even though the team rule does not.

Example 5: someone leaves #

Tom has read 4 of the 6 policies that apply to him. He leaves on Friday. On Saturday, he is required to read none: he no longer appears as outstanding and the percentages do not count him. His 4 confirmations remain on record and can be printed.

Example 6: a last day in the future #

Care Core records that Mia's last day is the 30th. Until the 30th she is a current member of staff: she can sign in and is still asked to read what applies. The day after, she is not.

Example 7: moving team #

Dan moves from Day to Night. Policies for the Day team stop applying to him, and policies for the Night team start. Anything he confirmed stays on record, and if he has already read a Night policy as an individual he does not need to read it again.

Example 8: widening the audience #

A policy applied to the Night team, and 6 of 8 had read it (75%). You tick "Everyone". Now 40 people are required and 6 have read it: 15%. Nothing was undone; the denominator grew. People newly included see "To read" at once.

Example 9: a new major version #

Everyone had read version 1.0 (100%). You publish 2.0 and everyone must read it again. The figure drops to 0% and rises as people confirm. Their confirmations of 1.0 are still on record.

Example 10: a correction #

You publish 1.1 as a correction with "no re-read". Everyone who had read 1.0 is counted as having read 1.1, labelled "carried forward". The figure stays at 100%. Someone who had not read 1.0 is still outstanding.

What an audience cannot do #

• No exclusions. There is no "everyone except". Choose the groups you do want.
• No dates. You cannot say "everyone who joined before March". Use a named list if you need that.
• No conditions combined. You cannot say "Support Workers in the Night team". Rules are alternatives: a Support Worker in the Day team would be included by the job-title rule. If you need that exact group, choose the team (or named people) instead, or tidy the job titles.

Check before you publish #

After publishing, open the policy in Compliance. The list shows exactly who is required. If someone is missing or someone surprising is there, adjust the audience: it takes effect immediately.