CONTRACTUAL

COMPLIANCE POLICY
Oakleaf CC

Policy Number: 010

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Effective Date: 15 March 2024
Policy Approval Authority: Rachel Riot

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Context

- The context for a Contractual Compliance Policy is often rooted in the need for organisation's to manage their contractual
obligations effectively while ensuring legal adherence, ethical practices, and maintaining a reputable image. Here's the
context that surrounds the creation and implementation of such a policy:
- Legal and Regulatory Requirements: Companies operate within a legal framework and are subject to various laws and
regulations that govern contractual agreements. Ensuring compliance with these legal obligations is crucial to avoid legal
disputes, penalties, or reputational damage.
- Risk Mitigation: Contracts outline commitments, obligations, and responsibilities of involved parties. Non-compliance or
breaches can lead to financial losses, damaged relationships, or even legal action. A contractual compliance policy helps
mitigate these risks by establishing guidelines for adherence.
- Maintaining Trust and Reputation: Contracts form the basis of trust between parties. Adhering to contractual obligations
demonstrates reliability and integrity, fostering positive relationships with clients, partners, and stakeholders. A compliance
policy reinforces this commitment to ethical business practices.
- Operational Efficiency: Efficient contract management ensures that resources are utilized effectively. Streamlining
processes through compliance policies helps in better resource allocation and prevents misunderstandings or disputes
that may arise from unclear terms.
- Ethical Standards: Beyond legal requirements, organizations often have internal ethical codes that guide their operations.
A compliance policy aligns contractual engagements with these ethical standards, emphasizing fair practices,
transparency, and honesty in business dealings.
- Employee Guidance and Accountability: Clear policies provide employees involved in contract management with
guidelines and procedures to follow. It establishes accountability and sets expectations for responsible behavior
concerning contract handling.
- Continuous Improvement: Contractual compliance policies are not static. They evolve with changes in laws, regulations,
and business environments. Regular reviews and updates to the policy enable organisations to adapt and improve their
compliance procedures over time.
- In essence, the context for a Contractual Compliance Policy revolves around ensuring that the organisation conducts its
business in a legally and ethically sound manner, minimising risks associated with contractual engagements, and
maintaining trust and positive relationships with stakeholders. It acts as a framework for guiding employees, managing
risks, and upholding the organisation's values and reputation.

Version History

# Written By Date Started Revision Approved Approval Reason for Edit

Date By Date
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2.0

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Contents
1. Policy Statement........................................................................................................................................................3
1.1. Statement of Intent............................................................................................................................................3
1.2. Aims and Objectives..........................................................................................................................................4
2. Policy Outline.............................................................................................................................................................5
2.1. Policy Overview:...............................................................................................................................................5
2.2 Policy Contract Review and Approval:.....................................................................................................................5
2.3 Policy Acknowledgement:.......................................................................................................................................5
3. Applicability and Non-Compliance................................................................................................................................5
3.1. Individual Literature...........................................................................................................................................6
4. Definitions................................................................................................................................................................. 6
5. Getting Help..............................................................................................................................................................6
5.1. OAKLEAF........................................................................................................................................................6
5.2. WIDER SCOPE................................................................................................................................................6
5.3. INCIDENT HOTLINE.........................................................................................................................................6
6. Policy Authority..........................................................................................................................................................6
6.1. External coordination.........................................................................................................................................6
7. Further References.....................................................................................................................................................7
7.1. Policies............................................................................................................................................................7
7.2. Information and Training....................................................................................................................................7
8. Oakleaf Processes.....................................................................................................................................................7

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1. Policy Statement
1.1. Statement of Intent
At [Company Name], we hold ourselves to the highest standards of integrity, ethics, and legal responsibility in all
our business dealings. Our commitment to contractual compliance is integral to our operations, reflecting our
dedication to honoring agreements and fostering trust with our partners, clients, and stakeholders.
This statement of intent signifies our unwavering commitment to ensuring that every contractual obligation entered
into by [Company Name] is managed with diligence, accuracy, and adherence to legal and ethical standards. We
recognize that upholding these principles is crucial to maintaining our reputation as a reliable and trustworthy entity
in the business community.
Our intent is to:
 Uphold Ethical Standards: We are dedicated to conducting business ethically and in compliance with all
applicable laws, regulations, and industry standards. Our contractual engagements will reflect this commitment,
demonstrating fairness, honesty, and transparency.
 Ensure Legal Compliance: We are committed to a rigorous assessment of all contracts to ensure they comply
with relevant laws, regulations, and internal policies. This proactive approach is fundamental to safeguarding our
company's interests and mitigating potential risks.
 Maintain Documentation Integrity: We pledge to accurately document all contractual agreements, outlining clear
terms, obligations, and responsibilities of all parties involved. These documents will be securely stored and made
accessible only to authorized personnel.
 Monitor and Address Compliance: We will diligently monitor compliance with contract terms throughout their
lifecycle. Any identified deviations or potential breaches will be promptly addressed and rectified in accordance
with established procedures.
 Foster Employee Awareness and Training: We are committed to providing our employees involved in contract
management with adequate training, resources, and support to ensure their understanding of legal requirements,
company policies, and best practices in contractual compliance.
 Emphasize Continuous Improvement: We recognize the importance of continuous improvement in our
contractual compliance processes. We will regularly review and enhance these processes based on feedback,
experiences, and changing regulatory landscapes.
This statement of intent embodies our dedication to upholding the highest standards of contractual compliance,
reinforcing our commitment to accountability, transparency, and trustworthiness in all our business relationships.
[Signature of Executive/Policy Owner]
[Date]

1.2. Aims and Objectives

1.2.1 Aims:
 Legal Adherence: Ensure strict adherence to all relevant laws, regulations, and industry standards in contractual
engagements.
 Ethical Conduct: Uphold ethical principles and standards in all contractual relationships, fostering a culture of
integrity and transparency.
 Risk Mitigation: Minimize the risks associated with contractual non-compliance, thereby safeguarding the
company's interests and reputation.
 Operational Efficiency: Streamline contract management processes to enhance efficiency in negotiating,
executing, and monitoring contracts.

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  Stakeholder Confidence: Instill confidence and trust among stakeholders, including clients, partners, investors,
and regulatory bodies, by demonstrating commitment to contractual obligations.
1.2.2 Objectives:
 Comprehensive Contract Review: Ensure that all contracts undergo thorough review and evaluation by
authorized personnel to confirm compliance with legal and company standards before execution.
 Documentation and Record-keeping: Maintain accurate and complete documentation of all contractual
agreements, including terms, obligations, amendments, and renewals, stored securely and accessible only to
authorized personnel.
 Compliance Monitoring: Implement a robust monitoring system to track compliance with contractual terms and
promptly address any deviations or potential breaches.
 Employee Training and Awareness: Provide regular training sessions and resources to employees involved in
contract management to enhance their understanding of legal requirements, company policies, and best
practices in contractual compliance.
 Periodic Policy Review: Conduct periodic reviews of the Contractual Compliance Policy to ensure its relevance,
effectiveness, and alignment with evolving legal and regulatory landscapes, making necessary updates or
modifications as required.
 Timely Reporting and Escalation: Establish clear procedures for reporting and escalating any identified breaches
or non-compliance issues to the appropriate authorities for prompt resolution.
 Continuous Improvement: Foster a culture of continuous improvement by soliciting feedback, conducting audits,
and implementing improvements in contract management processes to enhance compliance measures.
These aims and objectives serve as guiding principles and actionable goals for implementing and maintaining a
robust Contractual Compliance Policy, ensuring that the organization operates within legal boundaries, maintains
ethical standards, and manages contractual obligations effectively.

Date for Review: [DD/MM/YY]

2. Policy Outline
1.1. Policy Overview:
Purpose: This policy outlines the standards and procedures for ensuring compliance with contractual obligations entered into
by [Company Name]. It aims to uphold ethical practices, legal obligations, and maintain the company's reputation by adhering
to all agreements made with external parties.
Scope: This policy applies to all employees, contractors, and representatives of [Company Name] involved in negotiating,
approving, or executing contracts on behalf of the company.

2.2 Policy Contract Review and Approval:

All contracts must be reviewed and approved by authorized personnel before execution.
Contracts should align with the company's interests, legal guidelines, and ethical standards.
Compliance Assessment:
Prior to entering contracts, a thorough assessment of legal and compliance requirements must be conducted.
Assessments should ensure that proposed agreements comply with relevant laws, regulations, and internal policies.
Contract Documentation:
Contracts must be accurately documented, specifying terms, obligations, and responsibilities of involved parties.
Documented contracts should be stored securely and accessible to authorized personnel only.

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 Ongoing Compliance Monitoring:
Designated individuals or departments must monitor compliance with contract terms throughout the contract lifecycle.
Any deviations or potential breaches should be identified and addressed promptly.
Employee Training:
Employees involved in contract management should receive adequate training on legal requirements, company policies,
and best practices.
Regular training sessions or updates should be provided to ensure awareness of compliance standards.

2.3 Policy Acknowledgement:

All employees, contractors, and representatives involved in contract management activities are required to acknowledge
their understanding and compliance with this policy.

3. Applicability and Non-Compliance

Consequences of Non-Compliance:
Non-compliance with this policy may result in disciplinary action, including but not limited to warnings, training,
suspension, or termination of employment, based on the severity and frequency of the violation
Reporting and Escalation:
Any suspected or identified breaches of contractual compliance must be reported immediately to the appropriate
authorities or management.
Procedures for reporting and escalation of compliance issues should be clearly outlined and easily accessible to
employees.
Continuous Improvement:
Periodic reviews of the contractual compliance process should be conducted to identify areas for improvement.
Feedback from compliance monitoring, audits, and experiences should be utilized to enhance compliance procedures.

3.1. Individual Literature

Aspect Responsibility Authority Consequences for non-
compliance

4. Definitions
4.1.

5. Getting Help
The office and specific individual position title (with telephone number and electronic mail address, as appropriate) that should be
contacted for interpretations, resolution of problems, and special situations.
The office and specific individual position title (with telephone number and

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electronic mail address, as appropriate) that should be contacted for
interpretations, resolution of problems, and special situations.

5.1. OAKLEAF
5.2. WIDER SCOPE
https://www.hse.gov.uk/enforce/advice-information-guidance.html
https://www.hse.gov.uk/legislation/hswa.html
https://www.peninsulagrouplimited.com/services/health-safety/24-hour-health-and-safety-advice/

5.3. INCIDENT HOTLINE

6. Policy Authority
The highest administrative or academic officer or group authorizing the policy. If appropriate, one might also note the next
required review date.

6.1. External coordination

Name Role Date Reviewed Next Review

Pete Director

Mark Ellens Field Implementation

Rachel Riot Policy Owner/Compliance 22/03/2022 22/03/2023

Coordinator

7. Further References

Information about related policies or procedures, guidelines, forms, etc. Give complete references and ensure that documents cited are readily available (i.e.,
either as widely distributed manuals such as the Business and Finance Bulletins, Accounting Manual, Contracts and Grants Manual; or available in the on-line
campus Policies and Procedure Manuals). If needed, provide additional background discussion here.

7.1. Policies
Related Policies Location Training Offers (extra) Forms Documentation
Specific to Venue
Code of Conduct

7.2. Information and Training

As with all new staff, temporary or casual employees will be unaware of the organisation’s procedures. There will be a
need for them to undergo a certain amount of induction training, though not always as extensively as for permanent staff.
They should be made aware of the existing emergency procedures and the action to be taken should an emergency
situation arise.

8. Oakleaf Processes
Reference to detailed procedures that are recommended in order to carry out the intent of the policy.

Intent Training Authority Updated Location

Policy name:
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Policy name:
Owner:
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