Develop a policy library
Club management
Develop a policy library
Club management
02 October 2025
A policy library is a collection of your club’s rules and procedures. It helps everyone understand what’s expected and how things should be done.
Having clear, well-written policies supports good governance, reduces risk and shows your commitment to member wellbeing and long-term sustainability.
Why your club needs a policy library
A purposeful policy library:
- sets out your club’s rules (policies) and how they’re applied (procedures)
- helps volunteers, staff and members know what to do and how to do it
- supports consistent decision-making
- helps your club meet legal obligations
- supports accreditation with national or regional sporting bodies
- aligns with good governance principles: accountability, transparency, integrity, inclusiveness and effectiveness
How to develop your policies
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| Assess needs | Adapt templates | Legal review | Implement |
Follow these steps:
- Assess needs – identify your club's specific risks and requirements
- Adapt templates – use Sport NZ and community organisation examples in your own club context
- Legal review – check compliance with New Zealand law and your own constitution
- Implement – communicate and integrate into your club operations
Start with these essential policies
| Financial management | Sport NZ suite of financial policies |
| Health and safety | Sport NZ Health and Safety Policy. You must comply with the Health and Safety at Work Act 2015, and appoint a dedicated Health and Safety Officer. |
| Child protection and safeguarding | Sport Integrity Commission Child Protection Policy template. Follow the Children's Act 2014. |
| Privacy and data | Sport Integrity Commission Privacy Policy template |
| Conflicts of interest | Sport NZ Conflicts of Interest Policy |
| Code of conduct | Sport Integrity Commission Code of Conduct Policy. Set behaviour expectations for members, officials, parents and spectators. In the front end of the Prohibited behaviour policy link, in the 'Our integrity commitment' section it outlines expected behaviours by those bound by the policy, similar to a code of conduct. |
| Volunteer management | Explore the Aktive – Volunteer management toolkit. Key considerations are recruitment, retention and support. |
| Social and digital media | Sport NZ Social Media Policy template Sport NZ Digital Communications Policy |
| Diversity, equity and inclusion | Sport NZ Equality Diversity and Inclusion Policy |
Other policies to consider
Depending on your club’s activities, you may also need:
- Risk and hazard management
- Incident reporting
- Emergency action plan
- Equipment maintenance schedule
- Registration and fees schedule
- Dispute resolution
- Intellectual property – ownership, branding
- Employment contracts
- Events and fundraising
- Coach development
- Police vetting
- Traffic management
- Facility use and management
- COVID-19/pandemic response
- Concussion protocol
- Anti-doping
- Environmental sustainability
Find out more
Sport NZ Spaces and places framework for anyone planning or making decisions about spaces and places for physical activity.
Sport Integrity Commission resources
Policy Making: Does your board put the cart before the horse?
CommunityNet – Developing policies
CommunityNet – Policy and procedures development process includes tools and templates
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