A Cultural Safety Policy Template is a formal governance document designed to protect the cultural identity and well-being of Indigenous employees. It outlines specific protocols for observing traditions like Matariki, establishes mechanisms for restorative conflict resolution, and mandates standards that prevent cultural harm while promoting genuine inclusion within the workplace.
In the modern professional landscape of Aotearoa New Zealand and beyond, cultural safety is no longer an optional ‘nice-to-have’—it is a critical component of Health and Safety, Human Resources, and corporate governance. With the formal recognition of the Matariki public holiday and increasing obligations under Te Tiriti o Waitangi, organizations require robust frameworks to ensure their environments are psychologically and culturally safe for Māori and Indigenous staff.
This guide provides comprehensive, copy-pasteable template clauses and strategic advice for drafting a policy that moves beyond tokenism toward authentic cultural integration.
What is a Cultural Safety Policy?
Cultural safety extends far beyond cultural awareness or sensitivity. While awareness involves learning about others, and sensitivity involves behaving appropriately, cultural safety is an outcome. It is an environment where there is no assault, challenge, or denial of a person’s identity, of who they are and what they need. It is about shared respect, shared meaning, and shared knowledge.
A Cultural Safety Policy Template serves as the foundational document that operationalizes these concepts. It provides the ‘rules of engagement’ for the organization, ensuring that Indigenous cultural values are not just tolerated but are central to the organization’s functioning. In the context of Aotearoa, this means actively upholding the principles of Te Tiriti o Waitangi: Partnership, Participation, and Protection.
Why Your Organization Needs a Formal Policy
Without a written policy, cultural safety relies on the goodwill of individuals, which is not a sustainable business strategy. A formal policy provides:
- Legal Compliance: Aligns with the Employment Relations Act and Health and Safety at Work Act regarding psychological safety.
- Retention Strategy: Indigenous talent is more likely to remain in organizations where their worldview is validated.
- Dispute Frameworks: clear pathways for resolving grievances involving cultural misunderstandings or racism.
Matariki Public Holiday and Leave Policies
The introduction of the Te Kāhui o Matariki Public Holiday Act 2022 marked a significant shift in New Zealand’s cultural landscape. Your policy must reflect that Matariki is distinct from other public holidays; it is a time for remembrance, celebrating the present, and looking to the future. Standard annual leave clauses are often insufficient for capturing the spirit of this observance.
Drafting the Matariki Clause
When creating your template, consider including provisions that allow for cultural flexibility. Below is a standard clause structure you can adapt:
“The Organization recognizes Matariki not merely as a statutory day off, but as a period of cultural significance requiring active observance. In addition to the statutory holiday, the Organization provides:
- Cultural Leave Bank: Employees identifying as Māori or Indigenous may access up to [X] days of additional paid Special Leave per annum to attend to cultural obligations (e.g., Tangihanga, unveiling ceremonies, or Iwi governance duties) that may align with the Matariki period.
- Flexible Observance: Where operational requirements allow, employees may request flexible working hours during the rising of Matariki to participate in dawn ceremonies (Hautapu).
- Education and Wānanga: The Organization commits to hosting an annual educational session regarding the significance of the specific stars of Matariki relevant to the upcoming year.”
Standard Clauses for Indigenous Inclusion
To move a cultural safety policy from a document to a living practice, specific clauses must address daily interactions and long-term structural inclusion. These clauses act as the backbone of the template.
1. Te Reo Māori (Language) Usage
Language is the vehicle of culture. A robust policy protects the right to speak Te Reo Māori in the workplace and encourages its normalization.
Template Clause: “The Organization recognizes Te Reo Māori as an official language of Aotearoa. Employees are encouraged to use Te Reo in internal and external communications. No employee shall be prohibited from, or penalized for, communicating in Te Reo Māori. The Organization will provide resources and support for correct pronunciation and usage in email signatures, signage, and greetings.”
2. Tikanga (Protocol) in Meetings
Western meeting structures can often be transactional and exclusionary. Integrating Tikanga creates a more holistic environment.
Template Clause: “Major organizational meetings shall commence with a Karakia (opening incantation/prayer) or Mihi (acknowledgment) to set the intention and ensure spiritual safety. The Organization acknowledges the importance of Whakawhanaungatanga (building relationships) and will allocate time at the commencement of projects for teams to connect on a personal level before engaging in business tasks.”
Conflict Resolution in Cultural Contexts
Standard HR disciplinary processes are often punitive and adversarial, which can exacerbate cultural grievances. A Cultural Safety Policy must offer alternative pathways for resolution, such as restorative justice or Tikanga-based mediation (Hohou Rongo).
Restorative vs. Punitive Approaches
When a breach of cultural safety occurs (e.g., a microaggression or culturally insensitive comment), the goal should be education and restoration of mana, rather than immediate punishment, unless the breach is severe.
“In the event of a grievance involving cultural safety, the parties may elect to utilize a Tikanga-based resolution process. This process:
- Prioritizes ‘Kanohi ki te kanohi’ (face-to-face) dialogue in a safe, neutral space.
- May involve the support of a Kaumātua (elder) or Cultural Advisor to facilitate understanding.
- Focuses on ‘Utu’ in the sense of restoring balance and harmony, rather than solely on punitive measures.
- Ensures that the mana of all parties is maintained throughout the process.”
Implementation: Moving From Paper to Practice
Downloading a cultural safety policy template is the easy part. Implementation is where the real work begins. A policy that sits in a drawer is a liability, not an asset. Successful implementation requires a top-down and bottom-up approach.
The Role of Leadership (Rangatiratanga)
Leaders must model the behaviors outlined in the policy. If the CEO stumbles through a pronunciation but shows genuine effort and humility, it sets a better culture than a CEO who refuses to try. Leadership must also allocate budget for the ‘Cultural Leave’ and ‘Education’ clauses mentioned above.
Audit and Review Cycles
Cultural safety is dynamic. Your policy should include a mandatory review clause, ideally annually or bi-annually, in consultation with Indigenous staff or external cultural advisors. This ensures the policy evolves with the changing legislative landscape and the deepening cultural maturity of the organization.
Editable Policy Template Structure
Below is a skeletal outline you can copy into Microsoft Word or Google Docs to begin drafting your policy. Ensure you consult with your legal team and cultural advisors to tailor this to your specific industry.
[Organization Name] Cultural Safety & Matariki Policy
1. Purpose (Kaupapa)
To establish a workplace culture that upholds the mana of all employees, specifically acknowledging the status of Māori as Tangata Whenua under Te Tiriti o Waitangi.
2. Scope
This policy applies to all employees, contractors, and stakeholders interacting with [Organization Name].
3. Commitment to Te Tiriti o Waitangi
We commit to the principles of Partnership, Protection, and Participation. This includes [Insert specific organizational commitments].
4. Matariki and Cultural Observance
[Insert the Matariki Clause drafted in the section above]
5. Language and Protocol
[Insert Te Reo Māori and Tikanga clauses]
6. Zero Tolerance for Cultural Harassment
Discrimination based on culture, accent, appearance (e.g., Moko Kauae), or spiritual beliefs will be treated as serious misconduct.
7. Grievance and Resolution
[Insert Restorative Justice Clause]
8. Review Date
This policy will be reviewed on [Date] by [Committee Name].
Frequently Asked Questions
What is the difference between cultural competency and cultural safety?
Cultural competency focuses on the skills and knowledge an individual acquires. Cultural safety focuses on the recipient’s experience. You can be culturally competent (know the facts) but still create an unsafe environment. Cultural safety is defined by those who receive the service or employment, ensuring they feel respected and safe.
Is a Cultural Safety Policy a legal requirement in New Zealand?
While a specific document titled “Cultural Safety Policy” is not explicitly mandated by the Employment Relations Act, the Health and Safety at Work Act 2015 requires employers to manage risks to workers’ health, which includes mental and psychological health. Ignoring cultural safety can lead to personal grievance claims and failure to meet good faith obligations.
How do I introduce a Matariki policy to a non-Indigenous workforce?
Focus on education and shared values. Frame Matariki as a time for reflection, environmental stewardship, and planning—values that benefit everyone. emphasize that while it is rooted in Māori tradition, the public holiday is an invitation for the whole nation to pause and reflect.
Can I use a generic template for my cultural safety policy?
You can use a template as a starting point (like the one provided above), but it must be customized. Every organization has a unique demographic and operational context. A generic policy that isn’t adapted to your specific iwi relationships or industry risks will likely fail.
What is Tangihanga leave and should it be in the policy?
Tangihanga is the Māori funeral rite, which often lasts three days or more. Standard bereavement leave (3 days) is often insufficient for the travel and cultural duties involved. Best practice policies include specific provisions for Tangihanga leave that offer flexibility beyond statutory minimums.
Who should approve our Cultural Safety Policy?
Ideally, this policy should be co-designed with your Māori staff or an external Cultural Advisor. It should be signed off by senior leadership (CEO/Board) to demonstrate high-level commitment, but the content must be validated by those with cultural expertise.
