• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Policy Statement
• 5. Roles and Responsibilities
• 6. Policy Detail and Procedures
• 6.1 Creating a New Policy
• 6.2 Policy Review Cycle
• 6.3 Version Control
• 6.4 Withdrawal of Policies
• 6.5 Storage and Access
• 7. Related Policies and References
• 8. Compliance and Breach Handling
• 9. Review and Version Control
• 10. Approval Record

1. Purpose

This policy defines the process for creating, reviewing, updating, and retiring official policies within the Western Equestrian Society (WES). It ensures that all Society policies remain current and fit for purpose, are clearly owned and version-controlled, and align with the Constitution, governance expectations, and operational needs.

It also provides the structure for how policies are approved, stored, and referenced within the WES Data Room and wider governance activity.

2. Scope

This policy applies to all formal WES policies - including governance, compliance, finance, member conduct, events, and data protection. It covers: drafting and approval of new policies; ownership and review responsibilities; versioning and document control; and withdrawal and replacement of outdated policies.

It does not apply to informal guidance, working notes, or event-specific protocols.

3. Definitions

• Policy: A formal statement of principles and procedures that guides WES governance or operational decisions
• Policy Owner: The role assigned responsibility for maintaining and reviewing a specific policy
• Policy Register: The master record of all WES policies, their owners, review dates, and status
• Version Control: The formal tracking of policy updates using version numbers, dates, and change notes
• Policy Review: A scheduled or triggered check to ensure a policy is still relevant and up to standard

4. Policy Statement

WES commits to operating under policies that are live, owned, and accountable. No policy should remain in effect beyond its review date unless actively reaffirmed by its owner. Policies that are no longer relevant should be formally retired to reduce confusion and ensure clarity.

Policy development and review is led by the Secretary, but carried out in collaboration with designated policy owners. Final approval rests with the Full Council, unless otherwise delegated.

5. Roles and Responsibilities

6. Policy Detail and Procedures

6.1 Creating a New Policy

• New policies are identified through governance need, compliance gaps, or operational request
• The Secretary will draft the initial version using the approved WES template
• The draft will be reviewed by the relevant policy owner and adjusted accordingly
• Final drafts are submitted to Council for approval before being logged and stored

6.2 Policy Review Cycle

• All WES policies carry a default review period of three years, unless otherwise stated
• Reviews may also be triggered early due to: a related complaint or incident; legislative or regulatory change; structural change within WES; or Officer or Council request

6.3 Version Control

• Each policy carries a version number (e.g. 1.0, 1.1, 2.0)
• All changes must be logged in the version table, with author, date, and nature of change
• Drafts below 1.0 are not considered live; live policies are version 1.0 or above and listed in the Data Room and Policy Register

6.4 Withdrawal of Policies

• Policies no longer needed must be formally withdrawn by Council
• Withdrawn policies are archived but marked as inactive in the register
• Superseded policies must include reference to the replacement policy in the version log

6.5 Storage and Access

• All approved policies are stored in the WES Governance Data Room
• They are also logged in the master register, with links and metadata
• Policy templates and change request forms are available in the Templates and Tools folder

7. Related Policies and References

• WES Constitution
• WES Rule Book
• WES Policy Register
• WES Data Room Structure

8. Compliance and Breach Handling

Failure to maintain a policy in line with this process may result in outdated or conflicting governance guidance. Where a policy owner fails to review their policy after reminder, the Secretary will raise this with the Chair and propose either reallocation or policy suspension.

9. Review and Version Control

10. Approval Record