Read, acknowledge, and provide feedback
Policies and procedures shared with you in 1Place can be viewed and acknowledged from your account. You can access the current version, read the document, provide feedback where available, and submit your acknowledgement.
1Place records your acknowledgement against the relevant version of the policy or procedure, creating a history of what you acknowledged and when.
Policies and procedures
Policies and procedures are managed in the same way when they are shared with you in 1Place. Whether you receive a policy or a procedure, you can open the document, review it and submit your acknowledgement using the steps below.
Where to find a shared policy or procedure
✓ Staff with 1Place Account
When a policy or procedure is shared with you, you will receive an email notification similar to the example below.
The email includes a link to the document. Select the link to open 1Place and log in to your account.
After logging in, you’ll be taken to the policy or procedure that was shared with you:
If you’re a Super User monitoring policy acknowledgements, the view will look like this:
Viewing the policy
The policy page shows information about the current version, including:
Policy details — view information about the policy, including the locations it applies to and any related policies or procedures.
Next review date — see when the policy is next scheduled for review.
Related records — view the number of records associated with the policy for the selected date range. Record counts are updated overnight.
View PDF — open and read the policy directly in your browser.
How to acknowledge a policy or give feedback
After reviewing a policy, you can acknowledge it and provide feedback where applicable.
Read the policy in full.
Enter your name as your signature. You can also add a comment in the feedback box if you have any feedback to provide. These fields may be optional or required depending on how the policy has been set up by your center.
Click Acknowledge to confirm that you have read and understood the policy.
Once you acknowledge a policy:
The date and time of your acknowledgement are recorded and displayed on the policy.
The Awaiting note at the top of the policy is removed.
Your acknowledgement status changes from Awaiting or Viewed to Acknowledged.
✓ Staff without 1Place Account (Sent via work/personal email address)
When a policy is shared with your work or personal email address, you will receive an email notification similar to the example below.
The email includes links to view the policy. Click either link to open the Secure Document Access page.
How to access, read and acknowledge the policy
Enter the email address where you received the notification, then click “Send Secure Link.”
Check your inbox for a new email containing the secure link.
Click either link in the email to access the policy.
The policy will open in your browser, where you can view the policy details and read the document without needing to download it. You can also download a copy if needed.
You can read the document instantly in the browser instead of downloading it. You may also download it if you want to keep a copy.
Acknowledge and/or give feedback
Once you have read and understood the policy, you can acknowledge it to confirm that you have reviewed the information. You can also provide feedback before acknowledging the policy if needed.
a. Read the policy in full.
b. Enter your name as your signature. You can also add a comment in the
feedback box if you have any feedback to provide. These fields may be
optional or required depending on how the policy has been set up by your
center.
c. Click Acknowledge to confirm you have read and understood the policy.
d. After acknowledging the policy, a confirmation appears below the policy title. It
displays your name, the date and time of your acknowledgement, and any
feedback you provided.
Staying on top of policies awaiting acknowledgement
You can identify policies that are still awaiting your acknowledgement in the following ways:
If a policy has not been acknowledged, a reminder is sent after seven days.
You can filter the policy list to show policies awaiting your acknowledgement, making it easier to identify what still requires action.
Why you may need to acknowledge a policy again
Your acknowledgement is recorded against the version of the policy you received. If a policy is updated, whether a new acknowledgement is required depends on how the policy has been updated.
Minor changes, such as correcting a review date or updating wording, do not require the policy to be acknowledged again. Your existing acknowledgement remains recorded.
Renewed or updated versions may require a new acknowledgement. If a new version is shared with you, you will be asked to review and acknowledge it for a record that you have received the latest version.
If you receive a policy that you have previously acknowledged, check the version and review the latest changes before acknowledging it again.
What this means for you
Policies and Procedures gives you access to the current version of each policy shared with you. When a policy is updated and requires a new acknowledgement, you will be notified and asked to review and acknowledge the latest version.
Your acknowledgement is recorded against the relevant policy version, so there is a clear record of what you have received and acknowledged.
The bottom line
Policies and Procedures brings the process of accessing, reviewing and acknowledging policies together in 1Place. You can view the latest version, provide feedback where needed, and acknowledge policies in one place.
Acknowledgements are recorded automatically, including the date and time, creating a clear history for both you and your center without the need to print, sign or store separate copies.
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