A practical policy-update checklist for service leaders

When a requirement changes, service leaders need an ongoing process for reviewing and updating their practices. The task is not just to update a few words in a policy: leaders need to work out what's changed, what applies to them, what needs updating, where information is held, who needs to know, what further training is required, and what evidence to keep on file.

5 steps to policy updates

1. Confirm the source and when the change comes into effect

Identify whether the change comes from legislation, licensing criteria, ERO or Ministry guidance/expectations, funding requirements, or another relevant authority (e.g. the Privacy Commissioner). Check when it comes into effect and ensure you’re ready.

2. Work out what applies to your service

Consider your service type, organisational structure, licence conditions, current policies, procedures, forms, parent information, staff records, and any local requirements to work out what changes apply to you.

3. Update the policy and supporting documents

A policy change may also require amendments to forms, records, plans, registers, checklists, or induction material. Make a plan for how you are going to communicate with staff, whānau, and any relevant stakeholders about the changes.

4. Turn the change into consistent practice

Brief staff, consider whether any extra training is needed, explain the “why,” and clarify responsibilities. Give staff an opportunity to ask questions and offer support where needed. Ensure relief staff and new employees can find and follow the updated process.

5. Keep a simple implementation record

Record what changed, what actions were taken, who was informed, and apply a future review date. This helps demonstrate deliberate governance and management rather than a last-minute compliance response.

Case study – 1 September transfer of regulatory functions to ERO

* Note that this is a sample of the steps to take for this regulatory update and is not an exhaustive guide. This table sets out many of the changes made by ECEDocs to its policies and supporting documents.

Policy update checklist

	What’s the trigger for this change, and what do we already know?
	ECE licensing, certification, and associated functions transferred from the Ministry to ERO on 1 September 2026. Information is moving from the Ministry website to ERO’s website. We need to check if the information has changed, and update any references/links to information.
	What other information can we gather to make sense of the change, and how this applies to us?
	As a licensed centre-based ECE service, we will now: Direct whānau to ERO to manage any complaints about our service. Notify the Director of Regulation (ERO) at the same time as any specified agencies (e.g. WorkSafe, public health, Oranga Tamariki, Police) when there is a serious injury, illness, or incident involving a child while at the service. This includes missing children. Notify ERO if a formal report of concern is made to Oranga Tamariki or the Police. Contact ERO for information or support (rather than our regional MoE advisor). This could include emergencies, infectious illness, and closures of our service.
	Decide what we need to do now (e.g. update policy, supporting documents, and info for staff)
	Policies we need to update: Concerns and Complaints Planning, Reporting, and External Evaluation Injury, Illness, and Incident Reporting and Review Excursions Missing Child Identifying and Responding to Suspected Abuse or Neglect Emergency Management Infectious Diseases Supporting documents we need to update: Concerns and Complaints poster on the Whānau Noticeboard & info in enrolment pack Information for whānau poster Injury + Illness + Incident forms Child Protection Concern Report (template) Crisis Management Guide Information for staff: Share updated forms and explain what’s changed (note which policies were affected). Professional development for senior staff (e.g. ERO webinar). Information for parents: Complaints are managed by ERO - give new contact details in next newsletter.
	Implement the changes
	Update policies and supporting documentation (check we’re referencing and linking to the latest licensing criteria – i.e. Sept 2026, and check we reference the ERO website for guidance instead of the MoE website). Share changes at next staff meeting. Share changes with whānau: Update noticeboards Include in newsletter Post in Storypark
	Record and review
	Document the changes made. Make time to review the changes made to make sure they’re working and nothing was missed – check in with staff. Monitor and check compliance with new changes.

How ECEDocs helps

Monitoring and keeping up with every change on your own is hard work. When an update affects the early childhood education sector, relevant policies and supporting documents are updated by the ECEDocs team.

ECEDocs subscribers receive plain-language advisories explaining what has changed, why it matters, and what action to take. We are also just a phone call or email away if you need a hand.

We help leaders focus on what really matters - putting changes into practice and supporting their team, and spending time with tamariki and whānau.