Implement policies and procedures

Clear policies and procedures are essential for running a safe, consistent, and well-organised toy library. They help everyone understand how things work, support volunteers to feel confident in their roles, and ensure decisions are fair and transparent. Strong policies also protect the committee by outlining responsibilities, reducing risks, and helping the toy library meet legal and child-safety requirements.

When processes are written down, it becomes easier to welcome new volunteers, maintain smooth operations, and keep the focus on delivering great play experiences for families. Well-designed policies also guide committees through tricky situations, support long-term planning, and help the toy library grow sustainably.

It’s important that all policies and procedures are formally approved by the committee, as this ensures accountability, shared understanding, and alignment with your constitution and organisational values. Policies should also be reviewed regularly (a policy review schedule template is below) - usually every one to two years - to make sure they remain current, practical, and compliant with legislation or best practice. Regular reviews help the committee stay proactive, adapt to emerging needs, and keep the toy library running smoothly and safely for everyone.

Recommended minimum (templates below)

• Child safe policy

• Code of conduct

• Complaints policy and register

• Confidentiality policy and agreement

• Conflicts of interest and register

• Delegation policy and schedule

• Helmet waiver

• Incident and injury reporting policy and procedure

• Membership policy

• Privacy policy and procedure

• Record Managment Policy and procedure

• Risk management policy, procedure and checklists

• Toy and equipment policy and procedure

• Volunteer management policy

If relevant

• Equal Employment Opportunity Policy

• Social media policy and procedure

Additional free resources and policy templates

• Not-for-profit Law

• Institute of Community directors Australia (ICDA)

• Australian Charities and Not-for-profits commission