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Human Resouces Template Manual

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Human Resouces Template Manual ...

HR POLICY AND PROCEDURE MANUAL

    TEMPLATE

    Note: Delete this and the next page once you complete the template.

Who should use this template?

    Small business operators who employ one or more staff.

Why use a policy and policy manual?

    This HR policy and procedure manual is for the small business operator and their

    employees.

The main benefits are that it:

    ? assists you to meet your legal obligations

    ? is a proven way to help your managers and supervisors make consistent

    and reliable decisions

    ? helps give each employee a clear understanding as to what you expect and

    allow

It takes some effort to complete, but brings definite long-term benefits, reduces

    disputes, and adds to the professionalism of your business.

How to complete this template

    Designed to be customised

    This template for a HR manual is made up of example topics. You can customise

    these if you wish, for example, by adding or removing topics.

Include what you must and can comply with

    Your commitments in this manual may also form part of an employment contract

    with an employee. Only include the commitments you are confident you can

    comply with.

    Important: You may have legal obligations to your employees under an employment or industrial agreement such as an award, workplace agreement or

    employment contract. Make absolutely certain what’s written in this document is

    consistent with these. If you’re unsure what covers your employees, contact Fair

    Work Australia by calling the Fair Work Infoline on 13 13 94.

To complete the template:

    1. Replace with your legal trading name. (The quickest way to do

    this is use the Edit > Replace function.)

HR Policy and Procedure Manual

    2. Where you see the red X, replace it with the quantity you choose, or where

    you see red text choose the best option or add your own text.

    3. Where you see a Guidance note (delete this later) read and then delete it.

    We’ve added these to help you complete the template. They are not meant

    to be part of your final version.

    4. Once you have finished work on the template, delete this and the previous

    page.

    5. Lastly refresh the page numbers in the

    table of contents. Right mouse click on

    the table of contents > choose ‘Update

    Field’ > choose ‘Update page numbers

    only’.

Other tips

    ? To stop this policy manual sitting on a desk collecting dust, make it a living

    document. How? Ask your staff for their thoughts on how to improve it. Then

    review it every six months.

? Make explaining your policies and procedures an important part of your

    induction process.

    ? Leave the words ‘Document valid when printed only in the footer to remind

    the reader they might be using an out-of-date copy. (The ‘Last printed’ date

    automatically updates in the footer when you print. You don’t need to update

    this.) Try to destroy or archive all out-of-date copies.

    ? The writing style doesn’t need to be formal or longwinded to be effective. Use

    simple sentences and plain English to reduce the chance an employee or

    manager will be confused about the intent of your policy or the way to carry

    out a procedure.

Note: Delete this and the previous page once you complete the template.

     Disclaimer

     Important: You may have legal obligations to your employees under an agreement such as an award, workplace agreement or employment contract. Make absolutely certain what’s written in this document is consistent with these. If you’re unsure which agreement covers to your employees, visit Fair Work Online (fairwork.gov.au) or call the Fair Work Infoline on 13 13 94.

The information in this publication is for general guidance only. The State of Victoria does not make any

    representations or warranties (expressed or implied) as to the accuracy, currency or authenticity of the

    information. The State of Victoria, its employees and agents do not accept any liability to any person for

    the information or advice given in this document. Authorised by the Victorian Government, 113 Exhibition

    Street, Melbourne, 3000. ? Department of Innovation, Industry and Regional Development 2010.

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HR POLICY AND PROCEDURE

    MANUAL

    Contents

    HR POLICY AND PROCEDURE MANUAL ..................................................... 3 PERSONAL CONDUCT ......................................................................... 4 RECRUITMENT ................................................................................. 6 INDUCTION ..................................................................................... 6 TRAINING ....................................................................................... 7 PROBATION .................................................................................... 7 OCCUPATIONAL HEALTH AND SAFETY (OH&S) ........................................... 8 EQUAL EMPLOYMENT OPPORTUNITY (EEO) .............................................. 11 PREGNANCY AT WORK .............................................15 FLEXIBLE WORKING ARRANGEMENTS ..................................................... 18 LEAVE POLICY ................................................................................ 20 PERFORMANCE MANAGEMENT.............................................................. 26 PERFORMANCE IMPROVEMENT ............................................................. 27 GRIEVANCES .........................................................29 CONFLICT OF INTEREST ............................................30 INTELLECTUAL PROPERTY AND SECURITY ............................................... 31 ENVIRONMENTAL BEST PRACTICE ................................32

Introduction

    The Human Resources Policy and Procedure Manual provides the

    policies and procedures for managing and developing staff. It also provides

    guidelines will use to administer these policies, with the correct

    procedure to follow.

will keep HR policies current and relevant. Therefore, from time to

    time it will be necessary to modify and amend some sections of the policies and

    procedures, or to add new procedures.

Any suggestions, recommendations or feedback on the policies and procedures

    specified in this manual are welcome.

These policies and procedures apply to all employees.

HR Policy and Procedure Manual

    PERSONAL CONDUCT

    General policy on personal conduct

     expects its employees to maintain a high standard of conduct and work performance to make sure the business maintains its good reputation with

    customers and clients. Good personal conduct contributes to a good work

    environment for all.

This involves all employees:

    ? observing all policies and procedures

    ? treating colleagues with courtesy and respect

    ? treating customers and clients in a professional manner at all times

    ? working safely at all times

    Dress code policy

    As a minimum standard, dress should be clean, neat and professional.

     reserves the right to request an employee to dress to an appropriate standard as a condition of employment.

    Personal communications policy

    Guidance note (delete this later): Personal communications involve privacy issues. Spend

    some time talking with your staff to develop your policy to get their commitment and

    understanding.

    Phone calls policy

    Guidance note (delete this later): Choose one of the following two points. Making and receiving personal phone calls is limited to five minutes for each call,

    unless otherwise approved by your manager.

    Or

    It is expected private phone calls will be kept to reasonable levels.

    Email policy

    1. Email facilities are provided for formal business correspondence.

    2. Take care to maintain the confidentiality of sensitive information. If emails

    need to be preserved, they should be backed up and stored offsite.

    3. Limited private use of email is allowed if it doesn’t interfere with or

    distract from an employee’s work. However, management has the right to

    access incoming and outgoing email messages to check if an employee’s

    usage or involvement is excessive or inappropriate.

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HR Policy and Procedure Manual

    4. Non-essential email, including personal messages, should be deleted

    regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid

    congestion.

    5. All emails sent must include the approved business disclaimer.

To protect from the potential effects of the misuse and abuse of email,

    the following instructions are for all users.

    1. No material is to be sent as email that is defamatory, in breach of copyright

    or business confidentiality, or prejudicial to the good standing of

     in the community or to its relationship with staff, customers,

    suppliers and any other person or business with whom it has a relationship.

    2. Email must not contain material that amounts to gossip about colleagues or

    that could be offensive, demeaning, persistently irritating, threatening,

    discriminatory, involves the harassment of others or concerns personal

    relationships.

    3. The email records of other persons are not to be accessed except by

    management (or persons authorised by management) ensuring compliance

    with this policy, or by authorised staff who have been requested to attend

    to a fault, upgrade or similar situation. Access in each case will be limited

    to the minimum needed for the task.

    4. When using email a person must not pretend to be another person or use

    another person’s computer without permission.

    5. Excessive private use, including mass mailing, ‚reply to all‛ etc. that are

    not part of the person’s duties, is not permitted.

    6. Failure to comply with these instructions is a performance improvement

    offence and will be investigated. In serious cases, the penalty for breach of

    policy, or repetition of an offence, may include dismissal.

Internet use policy

    The internet is provided by for business use. Limited private use is

    permitted if the private use does not interfere with a person’s work and that

    inappropriate sites are not accessed e.g. pornographic, gambling. Management

    has the right to access the system to check if private use is excessive or

    inappropriate.

Failure to comply with these instructions is an offence and will be subject to

    appropriate investigation. In serious cases, the penalty for an offence, or repetition

    of an offence, may include dismissal. Staff need to be aware that some forms of

    internet conduct may lead to criminal prosecution.

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HR Policy and Procedure Manual

    RECRUITMENT

    Guidance note (delete this later): Decide which type of employment is applicable

    permanent full time, permanent part time, casual, fixed, apprenticeships or trainees.

    Legally, it’s important to get this right.

    Policy

    Our business always aims to employ the best candidates based on merit and

    competence.

Procedure

    1. Create a simple position description for the job covering key activities,

    tasks, skills required, expectations, deliverables and safety considerations.

    When advertising, avoid discriminatory language e.g. young person.

    Target the attribute e.g. we seek an energetic person.

    2. The recruitment process may include some or all of these: an application

    form, interviews, practical testing, reference checks, right to work in

    Australia checks.

    3. Give the successful candidate a letter of appointment setting out clear

    terms and conditions. This includes the nature of employment e.g.

    permanent part time, casual. The letter should include a welcome note and

    start details.

    4. Once the candidate has accepted, contact the unsuccessful candidates as a

    matter of courtesy.

    INDUCTION

    Guidance note (delete later): Do not underestimate the impact of a good induction. HR

    research has found a thorough and positive induction radically increases the likelihood the

    employee will stay with you long term. Use what’s relevant to your workplace. NB: Under

    the National Employment Standards (NES), you must give all new employees a copy of

    the Fair Work Information Statement which can be found at the Fair Work Online website:

    fairwork.gov.au Policy

     will make sure all new employees feel welcome and are ready to start work safely and competently.

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HR Policy and Procedure Manual

    Procedure

    Complete an induction plan for each new starter with details of:

    ? introductions

    ? welcome tea

    ? workplace tour

    ? OH&S procedures and evacuation

    ? business overview

    ? who’s who

    ? nominated buddy

    ? a working safely plan

    ? training plan

    ? IT system orientation

    ? copy of the Fair Work Information Statement

    ? policy and procedural requirements, e.g. equal employment opportunity

    TRAINING

    Policy

     will give employees adequate training to do their job safely and

    competently. Our business believes training is a two-way process. We encourage employees to participate and to highlight any gaps in their own skills or knowledge they believe they have.

    Training includes internal on-the-job training, written instructions such as standard operating procedures, coaching, external training and courses. Safety training takes precedence.

    PROBATION

    Guidance note (delete this later): Probation periods can vary. Check the relevant award

    or workplace agreement for guidance.

    Policy

    Probation is a period of review and appraisal to make sure both the business and the employee are satisfied the role is as advertised, and is being performed satisfactorily. Ongoing permanent employment is given only when the employee satisfactorily completes their probation.

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HR Policy and Procedure Manual

    Procedure

    1. Give informal and formal appraisal during the probation period.

    2. Give at least one formal appraisal four weeks before the end of probation.

    3. At the end of the probation period, complete a final probation appraisal

    and advise the employee of the result.

    OCCUPATIONAL HEALTH AND

    SAFETY (OH&S)

    Guidance note (delete this later): Worksafe Victoria has publications to help employers

    set up their OH&S policies and procedures. Once complete, make these easy for your

    employees to find.

Remember, under the Occupational Health and Safety 2004 act you are obliged to consult

    with your employees on safety and provide them with protective personal equipment

    (PPE). For a full explanation of your legal obligations visit the WorkSafe website

    (worksafe.vic.gov.au) page ‚Employer Rights & Responsibilities‛ or phone Worksafe on

    1800 136 089.

    Policy

     will, as far as practicable, provide a safe work environment for the

    health, safety and welfare of our employees, contractors, visitors and members of

    the public who may be affected by our work.

To do this, will:

    ? develop and maintain safe systems of work, and a safe working

    environment

    ? consult with employees and health and safety reps on safety

    ? provide protective clothing and equipment, and enforce its use

    ? provide information and training for employees

    ? assess all risks before work starts on new areas of operation, for example,

    buying new equipment and setting up new work methods, and regularly

    review these risks

    ? remove unacceptable risks to safety

    ? provide employees and contractors with adequate facilities (such as clean

    toilets, cool and clean drinking water, and hygienic eating areas)

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HR Policy and Procedure Manual

    Ultimately, everyone at the workplace is responsible for ensuring health and

    safety at that workplace.

All persons responsible for the work activities of other employees are accountable

    for:

    ? identifying practices and conditions that could injure employees, clients,

    members of the public or the environment

    ? controlling such situations or removing the risk to safety. If unable to

    control such practices and conditions, report these to their manager

    ? making sure workers use personal protective equipment (PPE), training

    workers to use PPE correctly

    ? making sure PPE is maintained and working properly

     demands a positive, proactive attitude and performance with respect to protecting health, safety and the environment by all employees, irrespective of

    their position.

    Manual handling policy

    It is >’s policy to provide all employees with a safe and healthy

    workplace by identifying, assessing and controlling manual handling risks.

While management is responsible for the health, safety and welfare of all staff, all

    employees must report potential and actual manual handling hazards.

Never lift or manually handle items larger or heavier than you can easily support.

    If you are in any doubt, do not hesitate to ask for help.

    Workers’ compensation policy

    All employees may be eligible for workers’ compensation benefits if injured while

    at work.

    Injury procedure

    If there is an injury:

    1. The first priority is medical attention. The injured worker or nearest

    colleague should contact one of ’s first aiders. For a serious

    injury also call an ambulance.

    2. Any employee who is injured on the job, experiences a safety incident or a

    near miss, must report the incident to their manager.

    3. The manager must write a report in the Register of Injuries, Incidents and

    Near Misses. This standard report must include:

    ? employee’s name and job details

    ? time and date of injury

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HR Policy and Procedure Manual

    ? exact location the injury/incident occurred

    ? how the injury/incident happened

    ? details of the injury/illness and the part/s of the body injured

    ? names of any witnesses

    ? name of the person entering details in the Register

    ? date the employer was notified

    4. will let the injured employee know in writing that we have

    received notification of any injury or illness reported in the Register.

    5. The manager must report serious injuries to WorkSafe immediately.

Smoking policy

     has a non-smoking policy. Smoking is not permitted on

    property or in offices at any time.

Smokers who need to take breaks should do so in their allotted breaks (no more

    than X per day in addition to their lunch break). These breaks must be limited to X

    minutes from leaving the workplace to recommencing work. These breaks must

    not be taken at the entrance to offices. Excessive smoking breaks will

    be regarded as absenteeism and performance improvement action may be taken.

Alcohol & drugs policy

     is concerned by factors affecting an employee’s ability to safely and

    effectively do their work to a satisfactory standard. The business recognises

    alcohol or other drug abuse can impair short-term or long-term work performance

    and is an occupational health and safety risk.

     will do its utmost to create and maintain a safe, healthy and productive workplace for all employees. has a zero tolerance policy in

    regards to the use of illicit drugs on their premises or the attending of other

    business related premises (e.g. clients) while under the influence of illicit drugs.

    Contravening either of these points may lead to instant dismissal.

     does not tolerate attending work under the influence of alcohol. This may result in performance improvement action or dismissal.

    , at times, makes alcohol available to staff over the age of 18. Limiting the consumption of any alcohol made available is the responsibility of the

    employee. Driving over the legal limit or under the influence of illicit drugs is

    illegal.

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