> ## Documentation Index > Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt > Use this file to discover all available pages before exploring further. # GR Policy Management - User Guide > Module: GR-01 Policy Management Audience: All Staff (Employees, Technicians, Counselors, etc.) Last Updated: 2025-12-12 **Module:** GR-01 Policy Management\ **Audience:** All Staff (Employees, Technicians, Counselors, etc.)\ **Last Updated:** 2025-12-12 *** ## Overview The Policy Management module helps you stay informed about organizational policies and complete required acknowledgments. This guide covers how to view policies, acknowledge them, and track your compliance status. *** ## Getting Started ### Accessing the Policy Library 1. Navigate to **GR → Policies** from the main menu 2. The Policy Library shows all approved policies for your organization 3. Use search and filters to find specific policies ### Accessing My Acknowledgments 1. Navigate to **GR → My Acknowledgments** from the main menu 2. View pending acknowledgments that require your action 3. Track completed acknowledgments and history *** ## Viewing Policies ### Policy Library The Policy Library displays all approved policies with key information: | Column | Description | | ---------------- | ---------------------------------------- | | **Title** | Policy name and description | | **Category** | Policy type (HR, Safety, Clinical, etc.) | | **Version** | Current version number | | **Status** | Approved, Deprecated, or Archived | | **Last Updated** | When the policy was last modified | ### Using Filters Filter policies by: * **Category**: HR, Safety, Clinical, Operations, etc. * **Status**: Approved, Deprecated * **Search**: Find by title or description ### Viewing Policy Details 1. Click on a policy title to open the detail view 2. View the full policy description and summary 3. Download or preview the attached document 4. See version history and regulatory references *** ## My Acknowledgments ### Understanding Pending Acknowledgments When you're assigned a policy, you'll see it in **My Acknowledgments**: | Column | Description | | ------------ | --------------------------------- | | **Policy** | Policy title and category | | **Assigned** | When you were assigned | | **Due Date** | Deadline for acknowledgment | | **Status** | Pending, Overdue, or Acknowledged | ### Due Date Reminders You'll receive automatic reminders at: * 30 days before due date * 14 days before due date * 7 days before due date (if still pending) Check your notifications regularly to stay compliant. *** ## Acknowledging Policies ### Step-by-Step Process 1. Navigate to **GR → My Acknowledgments** 2. Find the pending policy you need to acknowledge 3. Click **Acknowledge** or the policy title 4. In the dialog: * **Download/view** the policy document (required before acknowledging) * **Read** the acknowledgment statement * **Check** the confirmation checkbox * Optionally add **notes** or comments 5. Click **Submit Acknowledgment** ### What Happens After * Your acknowledgment is recorded with timestamp * The policy moves to your "Completed" list * Your compliance status updates on the dashboard * Compliance officers can see your acknowledgment ### Important Notes * You must view/download the document before acknowledging * Acknowledgments cannot be undone (voiding requires admin action) * If a new version is published, you may need to re-acknowledge *** ## Acknowledgment History ### Viewing Completed Acknowledgments 1. Navigate to **GR → My Acknowledgments** 2. Switch to the **Completed** tab 3. View all policies you've acknowledged ### History Details For each completed acknowledgment, you can see: * When you acknowledged * Which version you acknowledged * Any notes you added * The policy document as it was at acknowledgment time *** ## Understanding Policy Versions ### Why Versions Matter When a policy is updated with significant changes: 1. A new version is created 2. You may be required to re-acknowledge 3. Your previous acknowledgment is preserved in history ### Version Indicators * **Current**: The active version you should follow * **Previous**: Archived versions for reference *** ## Notifications & Reminders ### Types of Notifications | Notification | When | Action Required | | ------------------ | ---------------------- | ------------------------ | | New Assignment | When assigned a policy | Acknowledge by due date | | Reminder (30 days) | 30 days before due | Review and acknowledge | | Reminder (14 days) | 14 days before due | Acknowledge soon | | Reminder (7 days) | 7 days before due | Urgent - acknowledge now | | Overdue | After due date | Acknowledge immediately | ### Viewing Notifications 1. Check the notification bell in the header 2. Click to view all pending notifications 3. Click a notification to go directly to the acknowledgment *** ## FAQ ### Why do I need to acknowledge this policy again? The policy was updated with significant changes (new version). You need to acknowledge the updated version to confirm you've read the changes. ### I can't find a policy I'm looking for * Check your filters (ensure "Approved" is selected) * Try searching by keyword * Contact your compliance officer if the policy isn't listed ### What if I have questions about a policy? Contact the **Policy Owner** listed in the policy details, or reach out to your supervisor or compliance officer. ### Can I acknowledge on mobile? Yes, the policy acknowledgment system works on mobile devices. Navigate to **GR → My Acknowledgments** on your phone or tablet. ### What happens if I miss the due date? Your acknowledgment will be marked as **Overdue** and escalated to your supervisor and compliance officer. Complete the acknowledgment as soon as possible. *** ## Related Guides * [Policy Admin Guide](./policy-admin-guide.md) - For compliance officers * [GR Documentation Index](index.md) - GR module overview *** **Need Help?** Contact your compliance officer or system administrator.