Make a policy approval paper and register from your own list, without writing or judging any policy

Church minutes show PCCs approving a block of policies in one meeting, asking for amendments, signing a safeguarding policy and then updating the website. The paperwork around that is the secretary's: which policies are due, which version the PCC approved, who signed, where the signed copy lives and when the review is due. A paper that lists each policy with the version and the decision wanted, and a register that records the outcome, makes the minutes easier and the review dates harder to miss. The AI only lays out your list. It does not write a policy, judge whether one is adequate or say whether the PCC needs one.

A free AI chat tool, then your own word processor (no parishioner, pastoral, safeguarding or personal details ever go into the AI tool)

Steps

1. List the policies the PCC holds or is asked to approve, with the version or date of the document, where it came from (the diocese, the National Safeguarding Team, a national body or your own draft) and the review date the PCC has set. Take the policy texts and what you need from your diocese, not from the AI.
2. Paste only the list into the prompt. The AI returns an agenda paper with one line per policy (title, version, source, decision wanted, who proposes it) and a blank register table with columns for date approved, minute number, signed by (role), where kept, website updated and next review.
3. At the meeting, minute each decision as the PCC makes it, including any amendment requested. Fill in the register by hand afterwards, using roles, and put the signed copy where the PCC keeps its records.
4. Ask your diocese or the National Safeguarding Team about anything on safeguarding, and the ICO or the diocese about data protection. Do not paste any policy text into the AI tool if it names people or cases.
5. Review the register at the start of each year and put due reviews on the next agenda.

The exact prompt

I am the secretary of a Church of England PCC in England. Below is our own list of the policies we hold or are asked to approve, with the version or date, the source and the review date the PCC has set. It contains no personal details.

Task: produce (1) a short agenda paper with one numbered line per policy: title; version or date; source (as I wrote it); decision wanted; proposer [BLANK]; and (2) a blank register table with columns: policy; version; date approved [BLANK]; minute number [BLANK]; signed by (role) [BLANK]; where kept [BLANK]; website updated [BLANK]; next review (as I wrote it). Use only my list. Do not suggest policies we should have, do not summarise or rewrite any policy, and do not say whether any policy is required, adequate, up to date or compliant.

RULES FOR THIS CHAT: I will give you only my PCC's own rules, headings, dates, figures and anonymised notes. I have not included, and will not include, any name, address, phone number, email, date of birth or other detail about any parishioner, member of the congregation, child, volunteer, clergy member or trustee, or anything about anyone's health, family, pastoral care, safeguarding, DBS check or training record. Do not ask for any, and do not invent any: use the blanks and roles I give you, such as [VICAR], [CHURCHWARDEN A], [SECRETARY], [TREASURER], [PERSON] and [NAME]. Do not give legal, safeguarding, faculty, charity-law, tax, Gift Aid or data-protection advice, and do not say whether anything is lawful, valid, compliant, adequate or safe. Do not do arithmetic or count dates: copy every figure and date exactly as I typed it. If something is unclear, write [FOR THE PCC TO DECIDE] instead of guessing.

OUR POLICY LIST: [PASTE TITLE | VERSION OR DATE | SOURCE | REVIEW DATE]