Staff/Privacy Decision Record Template

Purpose

This template gives staff/privacy reviewers a static structure for deciding whether Renata may proceed toward a future pull-up/push-up draft pilot implementation.

It is not a decision capture surface. It creates no forms, approval controls, staff decision records, protected live routes, protected API routes, database reads, database writes, active migrations, drafts, accounts, identity records, or live workflows.

Current No-Go Status

Template status

read-only-template

read-only-template

Decision status

not-recorded

not-recorded

Implementation status

not-started

not-started

Live pilot decision

no-go

no-go

Approvals

not-recorded

not-recorded

Staff decisions

not-created

not-created

How To Use This Template

Use this page as a read-only checklist and discussion scaffold outside the app. Any actual decision record, approval, rejection, unresolved risk, or no-go note must be handled under an approved staff/privacy process outside this prototype.

Default state is unresolved, not-approved, requires-review, and no-go. No section implies approval.

Decision Section Cards

Primary print layout. These read-only decision cards are the main staff/privacy packet layout and do not collect approvals, record decisions, create staff actions, or store outcomes.

pilot-purpose

Define what the pilot is for, what problem it addresses, and what it must not become.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: program-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/account-workflow-gate-review/

Blocking questions: What resident-support problem should the pilot solve?; What outcomes would make the pilot inappropriate to continue?; How will staff explain that this is not discipline, scoring, or surveillance?

Prohibited shortcut: starting pilot implementation without a written purpose and no-surveillance boundary

access-boundary

Confirm Cloudflare Access remains an outer boundary with no identity claim exposure or storage.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: technical-owner

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/access-claim-boundary/

Blocking questions: What proof shows Access claims are not returned, displayed, stored, logged, or mapped?; What route policy is required before protected live routes exist?

Prohibited shortcut: treating Cloudflare Access identity claims as app identity records

identity-and-actor-policy

Decide whether the pseudonymous actor model is sufficient and keep real names, emails, and claims out of app records.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: privacy-owner

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/actor-reference-schema/

Blocking questions: Who can receive a pseudonymous actor reference?; How are actor references revoked or rotated?; What identity values remain prohibited in records and UI?

Prohibited shortcut: storing real identity values before identity and pseudonymous actor policies are approved

role-and-permission-policy

Decide who may draft, who may review, and who may see which future records.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: staff-review-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/account-role-mapping-schema/; /protected-preview/draft-pilot-read-runtime-plan/

Blocking questions: Which role can create draft content?; Which role can review draft metadata or content?; Which role can see Morning Sheet candidate metadata?

Prohibited shortcut: assigning live roles before role mapping and reviewer permission policies are approved

draft-content-policy

Decide what pull-ups and push-ups may contain and what content must be blocked.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: clinical-or-program-reviewer

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/pullup-pushup-draft-schema/; /protected-preview/draft-pilot-write-endpoint-design/

Blocking questions: May any real draft body be stored?; What pull-up language is unsafe or punitive?; What push-up language is manipulative, ranking-like, or too personal?

Prohibited shortcut: collecting draft bodies before content, retention, deletion, and privacy policies are approved

staff-review-policy

Resolve review lanes, revision, block, private hold, escalation, and Morning Sheet consideration boundaries.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: staff-review-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/staff-review-procedure/; /protected-preview/draft-pilot-staff-review-write-design/

Blocking questions: Who may review drafts?; Which actions require escalation?; What review notes, if any, may exist?

Prohibited shortcut: creating staff decision records before reviewer, audit, and retention policies are approved

morning-sheet-visibility-policy

Resolve public visibility rules, private-only rules, and redaction rules.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: program-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/morning-sheet-visibility-policy/

Blocking questions: Is subject notification required before public visibility?; Is subject consent required before public visibility?; What content must remain private-only?

Prohibited shortcut: allowing public Morning Sheet placement before visibility and consent boundaries are approved

retention-and-deletion-policy

Resolve draft retention, private feedback retention, blocked content retention, and deletion procedure.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: privacy-owner

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/retention-deletion-policy/

Blocking questions: What is the retention window for drafts?; What is the retention window for private feedback?; What deletion rights and exceptions apply?

Prohibited shortcut: storing draft bodies before retention and deletion policies are approved

audit-policy

Resolve minimal audit metadata and what audit logs must never contain.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: technical-owner

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/audit-logging-policy/

Blocking questions: What audit metadata is necessary and minimal?; Who can see audit metadata?; How do audit logs avoid reconstructing deleted sensitive drafts?

Prohibited shortcut: allowing writes before audit policy and audit visibility policy are approved

ai-use-policy

Decide whether AI is allowed at all for real drafts; default remains no AI processing of real drafts unless explicitly approved later.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: privacy-owner

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-write-endpoint-design/; /protected-preview/draft-pilot-staff-review-write-design/

Blocking questions: Is AI allowed for real draft content at all?; What explicit future policy would be required before AI processing?; How will staff prevent AI-generated staff decisions?

Prohibited shortcut: sending real drafts to AI or generating staff decisions with AI without explicit future policy

pilot-scope

Resolve group size, duration, participants, and support/incident procedure.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: program-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-architecture-package/; /protected-preview/draft-pilot-implementation-plan/

Blocking questions: What is the smallest safe pilot group?; How long should the pilot run?; What support or incident procedure stops the pilot if harm appears?

Prohibited shortcut: launching resident-wide or without incident support and rollback procedure

go-no-go-decision

Record the final staff/privacy decision state; default is no-go / unresolved.

Default decision values: unresolved, not-approved, requires-review, no-go

Required approver role: program-lead

Required evidence: /protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-activation-readiness/

Blocking questions: Have all required approvals been recorded outside this app?; Have all technical and policy gates been satisfied?; Is the pilot still no-go?

Prohibited shortcut: treating this read-only template as a live approval record

Decision Sections Table (Secondary Appendix Reference)

Secondary appendix reference only. The stacked decision cards above are the primary print layout.

Section	Purpose	Default decision	Approver	Required evidence	Blocking questions	Prohibited shortcut
pilot-purpose	Define what the pilot is for, what problem it addresses, and what it must not become.	unresolved not-approved requires-review no-go	program-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/account-workflow-gate-review/	What resident-support problem should the pilot solve?; What outcomes would make the pilot inappropriate to continue?; How will staff explain that this is not discipline, scoring, or surveillance?	starting pilot implementation without a written purpose and no-surveillance boundary
access-boundary	Confirm Cloudflare Access remains an outer boundary with no identity claim exposure or storage.	unresolved not-approved requires-review no-go	technical-owner	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/access-claim-boundary/	What proof shows Access claims are not returned, displayed, stored, logged, or mapped?; What route policy is required before protected live routes exist?	treating Cloudflare Access identity claims as app identity records
identity-and-actor-policy	Decide whether the pseudonymous actor model is sufficient and keep real names, emails, and claims out of app records.	unresolved not-approved requires-review no-go	privacy-owner	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/actor-reference-schema/	Who can receive a pseudonymous actor reference?; How are actor references revoked or rotated?; What identity values remain prohibited in records and UI?	storing real identity values before identity and pseudonymous actor policies are approved
role-and-permission-policy	Decide who may draft, who may review, and who may see which future records.	unresolved not-approved requires-review no-go	staff-review-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/account-role-mapping-schema/; /protected-preview/draft-pilot-read-runtime-plan/	Which role can create draft content?; Which role can review draft metadata or content?; Which role can see Morning Sheet candidate metadata?	assigning live roles before role mapping and reviewer permission policies are approved
draft-content-policy	Decide what pull-ups and push-ups may contain and what content must be blocked.	unresolved not-approved requires-review no-go	clinical-or-program-reviewer	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/pullup-pushup-draft-schema/; /protected-preview/draft-pilot-write-endpoint-design/	May any real draft body be stored?; What pull-up language is unsafe or punitive?; What push-up language is manipulative, ranking-like, or too personal?	collecting draft bodies before content, retention, deletion, and privacy policies are approved
staff-review-policy	Resolve review lanes, revision, block, private hold, escalation, and Morning Sheet consideration boundaries.	unresolved not-approved requires-review no-go	staff-review-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/staff-review-procedure/; /protected-preview/draft-pilot-staff-review-write-design/	Who may review drafts?; Which actions require escalation?; What review notes, if any, may exist?	creating staff decision records before reviewer, audit, and retention policies are approved
morning-sheet-visibility-policy	Resolve public visibility rules, private-only rules, and redaction rules.	unresolved not-approved requires-review no-go	program-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/morning-sheet-visibility-policy/	Is subject notification required before public visibility?; Is subject consent required before public visibility?; What content must remain private-only?	allowing public Morning Sheet placement before visibility and consent boundaries are approved
retention-and-deletion-policy	Resolve draft retention, private feedback retention, blocked content retention, and deletion procedure.	unresolved not-approved requires-review no-go	privacy-owner	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/retention-deletion-policy/	What is the retention window for drafts?; What is the retention window for private feedback?; What deletion rights and exceptions apply?	storing draft bodies before retention and deletion policies are approved
audit-policy	Resolve minimal audit metadata and what audit logs must never contain.	unresolved not-approved requires-review no-go	technical-owner	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/audit-logging-policy/	What audit metadata is necessary and minimal?; Who can see audit metadata?; How do audit logs avoid reconstructing deleted sensitive drafts?	allowing writes before audit policy and audit visibility policy are approved
ai-use-policy	Decide whether AI is allowed at all for real drafts; default remains no AI processing of real drafts unless explicitly approved later.	unresolved not-approved requires-review no-go	privacy-owner	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-write-endpoint-design/; /protected-preview/draft-pilot-staff-review-write-design/	Is AI allowed for real draft content at all?; What explicit future policy would be required before AI processing?; How will staff prevent AI-generated staff decisions?	sending real drafts to AI or generating staff decisions with AI without explicit future policy
pilot-scope	Resolve group size, duration, participants, and support/incident procedure.	unresolved not-approved requires-review no-go	program-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-architecture-package/; /protected-preview/draft-pilot-implementation-plan/	What is the smallest safe pilot group?; How long should the pilot run?; What support or incident procedure stops the pilot if harm appears?	launching resident-wide or without incident support and rollback procedure
go-no-go-decision	Record the final staff/privacy decision state; default is no-go / unresolved.	unresolved not-approved requires-review no-go	program-lead	/protected-preview/draft-pilot-evidence-package/; /protected-preview/draft-pilot-activation-readiness/; /protected-preview/draft-pilot-activation-readiness/	Have all required approvals been recorded outside this app?; Have all technical and policy gates been satisfied?; Is the pilot still no-go?	treating this read-only template as a live approval record

Required Approver Roles

Role labels only. No staff names, real names, or emails are included.

program-leadprivacy-ownerclinical-or-program-reviewertechnical-ownerstaff-review-lead

Default Decision Values

unresolvednot-approvedrequires-reviewno-go

Go/No-Go Checklist

Checklist item	Default status
access boundary approved	not-approved
identity policy approved	not-approved
pseudonymous actor policy approved	not-approved
role mapping policy approved	not-approved
draft content policy approved	not-approved
pull-up safety policy approved	not-approved
push-up recognition policy approved	not-approved
staff review procedure approved	not-approved
reviewer permission policy approved	not-approved
Morning Sheet visibility policy approved	not-approved
retention policy approved	not-approved
deletion policy approved	not-approved
audit policy approved	not-approved
escalation policy approved	not-approved
AI-use policy resolved	not-approved
technical schema reviewed	not-approved
migration plan reviewed	not-approved
rollback plan approved	not-approved
support/incident procedure defined	not-approved
small pilot group approved	not-approved

Prohibited Approvals

This template cannot approve the following outcomes.

attendance trackingparticipation trackingparticipation analyticsscoring/ranking/compliance metricsresident performance dashboardsstaff surveillance dashboardspublic shamingdiscipline automationautomatic staff decisionsautomatic Morning Sheet placementAI review of real drafts without explicit policyclinical claimsidentity exposure in public views

Evidence References

Unresolved Questions

who may submit pull-upswho may submit push-upswho may be the subject of a pull-upwho may be the subject of a push-upwhether subject notification is requiredwhether subject consent is required before public visibilitywho may review draftswhat reviewer role permissions are requiredwhat content must be blockedwhat content may remain private-onlywhat content may be considered for Morning Sheet visibilitywhether any real draft content may be storedretention window for draftsretention window for private feedbackretention window for blocked draftsdeletion rights and procedureaudit visibilityAI-use policyescalation policyincident/support procedurepilot group size and compositionrollback procedure

Approval Gates

staff workflow approval
privacy approval
identity policy approval
pseudonymous actor policy approval
role mapping policy approval
draft content policy approval
pull-up safety policy approval
push-up recognition policy approval
staff review procedure approval
reviewer permission policy approval
Morning Sheet visibility policy approval
retention policy approval
deletion policy approval
audit policy approval
escalation policy approval
AI-use policy decision
technical schema review
migration review
rollback plan approval
small pilot approval

What Remains Blocked

no approvals are recordedno staff decisions are createdno review outcomes are storedno live draft collectionno live submissionsno account storageno actor storageno identity captureno role assignmentno Morning Sheet placementno database readsno database writesno protected live routesno protected API routesno active migrationsno attendance trackingno participation trackingno participation analyticsno scoring/ranking/compliance metricsno draft storageno retention/deletion jobsno audit logging writesno OpenAI submission processing

Next Planning Phase

Phase 10.21 — Staff/Privacy Review Packet Handoff Freeze, Planning Only

The decision-record template is now part of the current staff/privacy review packet path with print style boundaries, manual assembly, visual QA, staff handoff, dry-run, debrief, evidence gap register, and evidence gap review sequence planned. The next planning phase may freeze packet route order, review status, and handoff instructions as a no-go review artifact while keeping approvals, decisions, protected APIs, protected live routes, reads, writes, storage, and workflow activation blocked.

Boundaries: no export generation; no download artifacts; no approval recording; no live pilot; no protected live routes; no protected API routes; no database reads; no database writes; no active migrations; no draft storage; no account storage; no actor storage; no identity capture; no staff decisions; no Morning Sheet placement; no tracking; no analytics; no scoring.

recommended-next