A smooth workflow while accommodating employees’ personal needs is crucial. One of the ways companies maintain this balance is by using structured processes for routine requests, such as time off.

The employee vacation request form serves as a bridge between the employee’s personal needs and the company’s operational requirements, ensuring transparency and efficiency.

What is an employee vacation request form?

The vacation request policy is a set of guidelines and procedures that companies establish to manage and approve employees’ time-off requests. This policy ensures that there’s a systematic approach to handling vacation requests, minimizing disruptions and ensuring fairness.

The policy typically outlines the process of submitting a request, the notice period required, the criteria for approval, and how the company handles overlapping requests.

It also provides clarity on how vacation days are accrued, whether they can be carried over, and the implications of not using them. By having a clear policy, companies can ensure that business operations continue to run smoothly while employees get their well-deserved breaks.

An employee vacation request form should include:

Employee details: This includes the employee’s name, department, designation, and employee ID.

Vacation details: Specific start and end dates of the vacation, along with the total number of days requested.

Reason for vacation: A brief description of the reason for the vacation request, be it personal, medical, or leisure.

Backup or point of contact: Details of a colleague or team member who can handle the employee’s responsibilities in their absence.

Step-by-step instructions

In general, creating an employee vacation request form is an easy task for the HR department.

Here are some guidelines that will help you craft your own:

Choose a format: Decide whether you want a digital form (like a Google Form) or a paper-based form. Digital forms are easier to track and manage, but some companies prefer traditional methods.

Header: Start with a clear header like “Employee Vacation Request Form” to make the purpose of the form evident.
Employee details section: Create fields for the employee’s name, department, designation, and employee ID.

Vacation details section: Include fields for the start and end dates of the vacation, total days requested, and a calendar widget if it’s a digital form.

Reason for vacation: Provide a text box where employees can briefly describe the reason for their vacation.

Backup details: Create fields for the backup employee’s name and contact details.

Approval section: Leave a space for managerial signatures or digital approval mechanisms. This might include spaces for the immediate supervisor and HR manager.

Notes or comments section: Provide a space for any additional notes or comments from either the employee or the approving authority.

Footer: Include a declaration that the employee has adhered to company policies in making the request and understands any implications of their absence.

Review and test: Before rolling it out, test the form with a few employees to ensure it’s user-friendly and captures all necessary information.

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From a code of conduct to benefits and perks to employment details, this employee handbook template has everything you need to start your own company policies.

What is an employee handbook?

An employee handbook is a document that communicates your company’s mission, policies and expectations. Employers give this to employees to clarify their rights and responsibilities while they’re employed with the company.

To help you build the best employee handbook, we crafted a template to give you a headstart in creating your own document. Download the full Employee Handbook template in .doc and pdf format by clicking on the links at the bottom of this page.

The employee handbook policy should include:

1. Employment basics: Definitions of employment-related terms, rules regarding attendance, and an overview of the recruitment process
2. Workplace policies: Descriptions of the workplace environment, including confidentiality, harassment prevention, and workplace safety
3. Code of conduct: Guidelines on employee behavior, including dress code, cyber security, conflict of interest, and workplace relationships

Words in brackets are placeholders — substitute them with your company’s specific guidelines. Also, feel free to modify this template’s language to match your company’s culture.

Here’s what should be included in an employee handbook; our template covers every important policy of an employee manual:

• Employment Basics
• Workplace Policies
• Code of Conduct
• Compensation and development
• Benefits and Perks
• Working Hours, PTO and Vacation
• Employee Resignation and Termination

If you need to work only on specific parts of your handbook, click on each of the following sections to download them separately.

By tying these sections together, you can build a complete company employee handbook. The full template includes these sections plus an introduction so you can welcome new employees to your company.

To support your efforts even further, here’s our guide on what each section entails and tips to flesh out your own employee manual matching your company’s requirements:

Keep in mind that our employee handbook examples and relevant advice are not legal documents and may not take into account all relevant local or national laws. Neither the author nor Workable will assume any legal liability that may arise from the use of these templates. Please ask your attorney to review your finalized policy documents or Handbook.

The post Employee Handbook appeared first on Recruiting Resources: How to Recruit and Hire Better.

This equal opportunity employer (EEO) policy statement template can help you draft an equal opportunity employer statement, follow EEO laws and ensure fairness in your workplace. Modify it based on your needs.

The equal opportunity policy should include:

1. Definitions of protected characteristics like age, gender, ethnicity, and religion.
2. Guidelines ensuring fairness in hiring, training, performance evaluation, and termination.
3. Procedures for reporting violations and the potential disciplinary actions for non-compliance.

The post Equal Opportunity Employer Policy (EEO policy statement) appeared first on Recruiting Resources: How to Recruit and Hire Better.

The following table of contents contains the topics and suggested rules of using Slack. Feel free to modify it based on your needs and your guidelines.

Slack guide introduction

Slack is a great communication tool, especially for a hybrid or distributed company. But it is not always the best mode of communication. Sometimes an email, call, meeting may be better suited. Consider what you are sending or discussing to decide whether Slack is your best option.

If someone sends you a Slack message and you believe it is not the right place to be discussing the matter at hand, you should let the sender know and suggest an alternative. You are encouraged to do that. “Hi! It sounds like this would be better discussed on a call, I’m free now if you are?”

Some teams also have established norms, these should be explained to you when you’re onboarded but if anything is unclear it is always OK to ask. It’s important you’re not missing out on important information because you didn’t know to join a certain channel or understand a team norm about using Slack.

Slack DMs should not be used for getting formal approvals (e.g. promotions) or anything that requires an audit trail. For approvals use email instead.

Slack channel naming conventions

Here are some common naming conventions [we suggest you use] that should help you search for the channel you’re looking for.

Be mindful of channel bloat. When creating a channel ask yourself whether a DM group would be more appropriate? Channels tend to live for a long time with people leaving/joining, if your need is more temporary a DM group may be more suitable.

Setting up Slack

Complete your profile

Complete your profile with your full name, job title, email, phone (where appropriate).

Setup your notifications preferences

You can click on your profile name on the top right corner of the slack app and go to preferences.
There you can choose when to get notifications on your phone or PC/MacBook.

If people see you active in Slack they will assume you are able to talk. You can also set your notification schedule so you don’t receive notifications outside your working hours:

Integrate Google Calendar

Integrating GCal will automatically update your status in Slack so people know, for example, when you’re in a meeting.

Day-to-day use

If you want time to focus; turn off notifications

You can set a time period for your update, it’s a pro move to use that so you don’t accidentally turn off notifications for the rest of your day.

You can see when someone has paused their notifications:

If something is important and urgent you can choose to “Notify anyway?” to override their paused notifications:

Turn notifications off for channels where you don’t need real time notifications

This is particularly useful in very busy channels especially if you are more of an observer than an active participant. (If you only ever observe, consider whether leaving the channel would be better for you). You can also choose to mute a channel to further reduce its presence.

Leave channels you are not engaging with

Over time it’s easy to join 10s of channels. On their own each one probably doesn’t distract you much. But overtime the combined distraction of those 10s will make a difference. If you don’t need to be in it, leave; there are plenty of other ways for someone to contact you and you can always re-join.

Slack will periodically notify you of channels you rarely use. It’s a good practise to review the suggestions and leave those you’re not engaging with:

Keep your status up to date

If you have integrated your Google Calendar with Slack your status will automatically be updated when you’re in a meeting so people know you’re busy. But there may be times you want to manually update your status.

It is often helpful to add context to your status, for example when going on PTO you can add the date you will return:

Sections keep DMs organized

Sections make it quick and easy to get to the DM you use the most, often your team

Become a Slack Pro

Using keyboard shortcuts to navigate in Slack will save you a lot of time. For example jumping to a specific conversation or going back/forward are great examples.

Messaging Guidelines

[Feel free to modify or add messaging rules and guidelines for your personnel here].

Use @channel and @here with extreme caution

They should only be used for important, urgent messages. If you use @channel or @here make sure your message contains enough information that someone knows if they should respond or if they can ignore it. For example, “@channel please look at the message above” is not helpful.

When you put @here in your message, all users that are members of the channel you are posting and are active will get a notification.

When you put @channel in your message, all users that are members of the channel you are posting will get a notification no matter if they set up do-not-disturb or even mute the channel. People that are asleep will wake up, people will check your message during their meetings.

Don’t expect a response straight away

Slack is a great way to talk directly to people in a more direct way but people might be doing something that can not be left in the middle or have another very important talk.

If you need to communicate with someone urgently you can send them a message explaining exactly that but if you don’t see a response right away there is no point in sending more messages. There are other ways to communicate with a coworker if something is urgent.

Use threads on Channels and group conversations

Threads help keep track of conversations and most importantly replies in threads do not notify all the channel members at all.

Only the parent post creator will be notified and after that only the people who have posted on the thread will get notifications by default.

Don’t just say “Hello”

Do not send someone a DM saying “Hello” and leave it there. Ask the question you would like answered right away.

Acknowledge messages with reactions

Instead of sending a one word answer like “OK”, “Cool” or “thank you” consider using an emoji like a thumbs up. That will help reduce the disruption (no notification or unread notice for the recipient) but at the same time maintains the courtesy. Using keyboard shortcuts for emojis can also save time

Avoid sending multiple short messages that should be one message. The individual notifications are a nuisance for the recipient and it’s difficult to read.

Respect someone’s status

If they say Do Not Disturb, leave them be if you can. Consider sending an email instead. If it’s urgent and important, go ahead and click “Notify anyway?” so they receive a notification.

Consider scheduling your message to send later

Whilst most people will have notifications paused outside their working hours, you can also help by using Slack’s option to schedule your message to send later. Slack will show you the local time for the person you are messaging;

Commonly used emojis for statuses & reactions

If you are ever uncertain about the intended meaning of someone’s reaction to your message, ask for clarification.
Hovering over someone’s status emoji may provide some additional context:

Common Statuses	Meaning
	I’m on PTO
and	I’m busy, please don’t disturb (or on PTO with Google Calendar / Slack integration)
	I’m in a meeting
	I’m in the office
	I’m having lunch
	I’m out sick

Common Reaction Emojis	Meaning
	I’m looking into your message/question
	Thank you
	Go ahead / agreed/ approved

Some channels you might be interested in

[Here, you can add your public channels, specify the topics, and provide useful information].

This is the end of our Slack guide template. You can easily download it by clicking on the link in the right sidebar.

Workable offers thousands of templates to help you hire faster. Check them out here.

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The handbook contains useful information to assist new employees during onboarding. It is not solely focused on policies and processes. It can also stand as a guide on your wiki pages as well. Please make any necessary changes to align it with your company’s tone of voice and spirit.

In the next chapters, we will see every aspect of a good employee handbook, part by part. Add your policies to each section, and you can have an excellent output.

You can download this template now by clicking on the right sidebar. Begin customizing it based on your needs.

Introduction

This is an introduction to your company’s employee handbook.

This could be a head start for your employee handbook:

If you’re a new member of the team we’re so pleased you joined us! This handbook will help you get up to speed on how our company operates with useful signposts to people, tools or guides that will not only help you ramp up faster but also make every day at [your company name] a little bit easier, so you can focus on doing great work you enjoy.

Our employee handbook is accessible by anyone so that prospective candidates or customers can get a better understanding of [your company name] – its history, product, customers and the way we work.

1. About [your company’s name]

This is the best place to express everything about your company. Feel free to gather your values, vision, and mission to make your employees feel aligned with them. Regardless of the product or service, this section allows you to share critical information about it. It’s the right place to get creative about how someone can quickly share with a third party what your company does.

Briefly, share with your employees the following:

• Values, vision and mission
• How did it all start?
• How to explain your product or service to someone
• How your teams are structured

a. Our values, vision and mission

Depending on the format of this handbook (e.g. PDF, website, third-party app like Confluence), you can share your company’s values, vision, and mission as text, a brief presentation, a video, or any other preferred way.

What is your company motto? What impact do you want to create in the world? What are the stable values that govern you?

The more realistic and descriptive you can be, the more you will give your employees the opportunity to follow the same vision and integrate into your company.

For example, at Workable, we envision a world where there are no barriers between talent and opportunity. What is your vision for your company?

Be concise and robust.

b. How did it all start?

In every company there is an underlying story of success, or not. Show your employees how you managed to grow a company like this and make them feel like a part of this story.

The Google story began when Larry Page met Sergey Brin at Stanford University in 1995. Despite initial disagreements, they formed a partnership in 1996. Together, they built Backrub, a search engine that used links to determine page importance, which was later renamed Google. Google quickly caught the attention of the academic community and Silicon Valley investors, and with a $100,000 investment from Sun co-founder Andy Bechtolsheim, Google Inc. was officially born. The team moved from their dorms to a garage in Menlo Park, California, owned by Susan Wojcicki, where they worked tirelessly on their mission to organize the world’s information and make it universally accessible and useful.

Shopify was created by its founders who were looking for a shopping cart solution for their snowboarding ecommerce site but couldn’t find one, so they built their own using Ruby on Rails. Their solution ended up being perfect for many others, and they ran the business independently for six years before raising funds from VCs and eventually going public, resulting in a valuation of $14 billion.

Jon Oringer, a professional software developer and amateur photographer, utilized his skills and personal photo library of 30,000 images to launch a stock photo service known as ShutterStock.

Workable was founded by Nikos Moraitakis and Spyros Magiatis, who had previously worked together for five years at Upstream. They realized that great hiring was essential to scaling a business, but the recruitment software available at the time was outdated. With the aim of creating a beautiful product, building a successful business, and creating a workplace they love, they founded Workable to provide modern recruitment software.

Regardless of the size of the company, there is always an interesting story to share about how it all began. Write this story in an engaging manner and allow your employees to gain a deeper understanding of the organization they are working for.

c. How to explain your product or service to someone

In a company, there may be complex procedures and multiple products or services for your audience. Perhaps your new hire is not familiar with them from day one. People will ask them about their new workplace and the domain of activity.

Here, you can write a short description of your services or products to clarify your target market and strengths making it easier for someone to explain it.

d. How our teams are structured

It is important for your new hire to have a comprehensive understanding of your company’s hierarchy. You can provide a link to your organizational chart or briefly explain the various departments, their missions, the managers, and the cities in which they are based if you are a hybrid or remote company.

2. Our Product & Customers

In this section of your employee handbook, it is necessary to mention a few things about the process of designing a new product and how you track your customers’ needs. Who is your buyer persona? What is your target group? How do you manage to get new customers in the funnel? This is a great place to take a more detailed approach towards product development and growth.

You can include optionally the above subcategories:

• How the product is made
• Who we sell to
• How we get customers
• Learn more about the product and customers

a. How the product is made

By describing the process, you can make it easier for a new employee to understand the progress of new development.

At your company, especially if it is a service, you may constantly enhance it by launching new editions, features, or even creating entirely new offerings, enabling the company to stay competitive, meet customer needs, and foster innovation.

What is the process of product development in your company?

You may begin the product development process by gathering customer feedback through surveys, interviews, focus groups, social media, customer support interactions, and sales data.

This valuable feedback is probably stored in a centralized repository, such as a CRM system or a product management tool, for easy access and analysis.

Your cross-functional teams may collaborate to analyze and prioritize the feedback, ensuring you address critical areas for improvement and align with customer needs.

You may create a product roadmap to provide clarity and direction, regularly reviewing and updating it to adapt to evolving requirements.

By utilizing project management software, you can effectively track progress, assign tasks, and facilitate collaboration.

Your dedicated quality assurance team conducts comprehensive testing to ensure high-quality, reliable, and user-friendly products/services.

After launch, you collect customer feedback to continually improve and meet their expectations.

Depending on your market (product, service, infrastructure), you may follow different guidelines in the production.

Feel free to explain them briefly here.

b. Who we sell to

It is time for a new presentation. You can use infographics to depict the different segments of your customers. Additionally, you can provide more information about your ideal customer profile/buyer persona. This will greatly aid your new employees in better understanding who you sell to. It can prove to be very beneficial for all positions within your company.

c. How we get customers

What is your competitive advantage that makes customers prefer you? Is it your excellent customer service experience? Is it the special features that only you offer? Or is it your brand awareness that makes prospective customers eager to work with you? Describe the top reasons someone is interested in your brand and explain them.

You can also add some infographics here that show the sources driving traffic to your product or service and be clear about how these are generating new leads.

d. Learn more about the product and customers

How can an employee gain a better understanding of your product or service from the client’s perspective? Do you have a video explainer that is typically sent to new customers to guide them through the product? Is there a trial use available for employees to experiment with the product? Perhaps your employees could test your manufactured products in some way? Depending on your industry it’s always good to have your employees check and use your product.

It is important to explain to new hires how they can become familiar with what you sell. This will drive their future decisions in many cases.

3. Some of our rituals

If you have annually planned events for business purposes or entertainment, here is the place to write them down for your new hire. These ‘rituals’ can be:

• Retreats
• All-hands meetings
• Performance reviews

a. Retreats

Is it a summit at an all-inclusive hotel or an annual team-building event in nature? Describe your efforts to improve employee satisfaction. If you organize such annual events, this is the perfect opportunity to showcase them.

b. All-hands meetings

If you regularly organize all-hands meetings throughout the year, it is important for your new hires to be aware of them. This is because these meetings provide an opportunity to gather all employees, including managers and stakeholders, to discuss matters concerning your company. It is crucial to explain the importance of these meetings to ensure everyone is on the same page and can contribute to the success of the company.

c. Performance reviews

This performance management tool can help you recognize high performance and boost productivity within your company. By providing your employees with a detailed approach, you can help them understand the significance of these reviews. Some companies link these reviews to bonuses or salary increases.

4. The company cadence

Things are getting more serious here as this is where we explain the company’s cadence. This may include the company’s budget forecast procedures, critical executive meetings throughout the year, employee survey periods, critical product announcements, and the flow of information throughout the company.

a. The things we do every year

Write an informative piece about the major procedures of the company and the missions behind them, and explain why you are sharing this information. These annual or biannual events play a crucial role in shaping the future of the company. They set the rhythm of your company and they can set or reset new goals for the organization.

5. Mode of work (hybrid, remote, work from office)

This section is entirely optional and is intended for companies that have implemented a hybrid or remote working environment. In this chapter, you can explain the work policies and rules that are of utmost importance to your employees. Depending on any additional rules you may have in terms of hybrid working or working from abroad, you can add new subchapters here.

a. Working from home or the office

You can list here all of the office addresses where someone can work, and additionally explain the company’s work-from-home policy. If there is a rotation policy that permits or obliges everyone to work in a hybrid format, it must be presented clearly. If all approaches are acceptable, list the benefits of both options.

b. Work from abroad

If you offer your employees the ability to work from abroad, but there are limitations, you must provide those limitations here.

c. Getting together in real life

Does your company have a plan for getting employees together? If you regularly organize team bonding events such as dinners, retreats, nature activities, etc., please feel free to write them down here.

6. Operating Principles

We are certain that your company operates under specific principles, and sharing them with new hires is an excellent step. This will help them better understand the culture of your organization and position themselves in a way that enables them to contribute to the organization’s success.

You are free to express your own principles here. To aid you in this process, we have chosen to provide a set of principles for you (some of them are in Workable’s employee handbook) to take as inspiration.

a. Know where you want to be

What are the qualities that drove the company’s success? How can your new hire learn from them and continue this journey? Let them know where you want to be, how you position your company in the market, and what your aspirations are. This way, you can both be looking at the same goal.

b. Drive a performance culture

Perhaps you want your employees to focus on their performance. In order to do so, it is important to explain to them why keeping track of their performance is crucial and how it can assist them in achieving greater things within the company. To help them understand, consider using an example of a team whose performance plays a significant role in their development (you can draw inspiration from sports).

A performance culture could include:

• Clear Goals
• Constructive Feedback
• Ownership and Accountability
• Collaboration
• Teamwork
• Continuous Learning and Development

c. Make the difference

Your employees want to feel valued while working for you. Your efforts should be directed towards achieving this goal. This means that everyone must take their role seriously and work towards a greater objective. You do not need employees who share the same perspective on everything. Collaboration is essential for success, and diverse opinions can contribute to it. Describe how an individual can have a positive impact on your company. Is it through their ideas, work ethic, or dedication? Take a few minutes to jot down your thoughts.

d. Keep exceptions exceptional

Maintaining a high-performance team necessitates minimizing exceptions and embracing clear, streamlined processes. Underestimating the time and effort required to manage exceptions is common, and their impact affects not just the individual involved, but also other team members.
By avoiding unnecessary exceptions, your company ensures efficiency and productivity, benefiting both your organization and customers.

e. Avoid process escalation

To avoid unnecessary process escalation at your company, it is important to foster a culture of open communication and collaboration. Encouraging employees to address concerns and challenges at an early stage helps prevent issues from escalating further.

Providing clear guidelines and training on decision-making authority empowers individuals to make informed choices without constant escalations.

Unnecessary escalation at work can occur in various scenarios.

For instance, a minor disagreement between team members over a project’s approach quickly escalates into a heated argument, creating tension and disrupting productivity.

Another example is when a supervisor immediately involves top-level management in a minor performance issue instead of addressing it directly with the employee. T

his escalates the matter unnecessarily, undermining trust and bypassing opportunities for constructive feedback and growth.

Additionally, escalating a customer complaint without first attempting to resolve it at the frontline level can lead to an unnecessary involvement of higher management and potential damage to customer relationships.

If you feel that this principle is crucial for your company, please use this space to expand on it.

f. Foster collaboration with international colleagues

Whether you have hires beyond the border or closely cooperate with companies around the world, you can share this principle with your new hire. Here is a sample with basic guidelines you can use:

When collaborating with international colleagues, it’s crucial to consider time differences, opting for asynchronous communication like email when possible. Plan meetings thoughtfully, accommodating different time zones. Take the initiative to learn about their country, customs, and holidays, either through research or by asking colleagues directly.

Remember to see your colleagues as individuals with personal lives and interests. Ensure clarity in communication, as cultural and language differences can lead to misunderstandings. Give the benefit of the doubt, assuming good intentions in case of errors. Whenever feasible, utilize video chats or meet in person to strengthen relationships and foster a sense of connection.

g. Embrace diversity

Embracing diversity means actively recognizing, respecting, and appreciating the differences and unique perspectives of individuals from various backgrounds.

If your company has a principle of diversity, it’s the right time to elaborate on it.

Here is a sample you can use to explain it to your employees:

You can embrace diversity in these ways:

• Foster inclusion: Actively include and involve colleagues from different backgrounds in discussions, projects, and social activities. Seek their input and make sure everyone’s voice is heard and valued.
• Cultivate cultural awareness: Educate yourself about different cultures, traditions, and customs. Show genuine interest by asking questions, attending cultural events, or participating in diversity and inclusion workshops.
• Challenge stereotypes and biases: Be mindful of your own biases and prejudices, and challenge them. Avoid making assumptions based on stereotypes and treat each individual as unique.
• Be open-minded: Embrace different perspectives and approaches. Listen attentively, be willing to learn from others, and consider alternative viewpoints when making decisions.
• Engage in dialogue: Initiate respectful conversations about diversity and inclusion. Engage in discussions that promote understanding, empathy, and awareness of diverse experiences.
  Support and advocate: Stand up against discrimination, prejudice, or exclusionary behaviors. Be an ally for colleagues from underrepresented groups and support inclusive policies and initiatives.

You can implement diversity by following some of these examples:

• Actively seeking diverse perspectives in team meetings and ensuring everyone has an opportunity to contribute.
• Participating in employee resource groups or affinity networks that celebrate different cultures, ethnicities, or identities.
• Collaborating with colleagues from diverse backgrounds on projects, embracing their unique ideas and approaches.
• Attending diversity and inclusion training sessions or workshops to enhance cultural competency.
• Mentoring or being mentored by someone from a different background, fostering cross-cultural understanding.
• Supporting and participating in initiatives like Pride Month, Black History Month, or International Women’s Day to raise awareness and celebrate diversity.

7. How we hire

By making the way you hire known, you increase the transparency of your business and help attract more talent. Although employees have already been hired at the moment, it’s important to confirm that there is a dedicated process in place.

In this section, you will explain your company’s hiring process and suggest a referral system if it is utilized in your hiring strategy.

a. Our hiring process

This chapter is crucial for your company, and it needs to be properly integrated here. What is your hiring process? If you divide the process into stages, you can outline them in this section. For instance, you may begin with a screening interview or a one-way video interview. The next step could be sending assessments and assignments to your candidates, followed by an interview with the hiring manager and/or an executive interview. Finally, you may request reference calls. Whatever your procedure may be, it is highly recommended that you document it here.

b. Referrals

In this section, if you utilize a referral system, you must provide your new hire with any useful information and the procedure for suggesting someone for a specific job position.

Referrals in hiring bring numerous benefits to organizations. Referred candidates align well with company culture, resulting in higher quality fits. Hiring processes are faster and more efficient, bypassing lengthy sourcing and screening stages. Referred candidates exhibit higher retention rates and job satisfaction, enhancing long-term employee engagement.

8. Benefits

If your company offers amenities to employees, this is the right time to mention them. Are there any requirements for receiving these benefits?

You may provide a pension plan, private health insurance, or company bonuses. Perhaps you offer equipment to new hires to work more efficiently.

In other cases, you may offer extra days off (PTO) per year depending on specific circumstances (blood donation, volunteering etc.)

Please feel free to list your benefits in this section.

Here are some benefits you may have or you want to include in your company:

• Health Insurance: Companies often provide health insurance coverage, including medical, dental, and vision plans, to support employees’ well-being and help cover healthcare expenses.
• Retirement Plans
• Paid Time Off (PTO) under circumstances (blood donation, volunteering, unexpected events)
• Flexible Work Arrangements (flexible work hours, remote work options, or compressed workweeks.)
• Employee Assistance Programs (mental health, work-related stress)
• Professional Development (training programs, workshops, mentorship opportunities, or tuition reimbursement.)
• Performance Bonuses:
• Stock Options or Equity
• Wellness Programs
• Parental Leave

Take the time to elaborate on each benefit by creating a subsection.

a. Vacation / PTO

Here, you need to gather all the benefits related to vacation. These could include summer bonuses, fully paid vacation, discounts on hotels, flights etc.

b. Company Bonus Scheme

Explain to your new hire the structure of your bonus and the requirements for earning it.

Some useful things to mention

This section will assist you in including any useful information that was not suitable for the above but is still essential.

It could be a brief biography of the founder or the board of directors, office regulations, or a presentation featuring the company’s investors. Perhaps you want to be transparent about your revenues and wish to share some charts with your new employees.

It is up to you to create your subsections and include information about anything you consider significant.Some ideas:

• Performance Metrics
• Get to know our founder
• Our investors
• Office rules

9. HR FAQs

This section needs to include answers to common questions and directions for getting assistance. Your new hire wants to know more about holidays, sick leave, and the flow of information within the HR team.

You can either provide a link to your help center or write some common questions and answers here to assist them.

Some useful questions:

• Where do I find my time off balance?
• I’m sick. What should I do?
• I want to work from the office/home, what should I do?
• I have a new passport/ID/home address? Do I need to provide it to you?
• I want to attend a training, who should I speak to?
• How do I submit expenses?
• Where can I find a calendar of public holidays?

10. IT FAQs

This includes information on how to contact IT, if there are sessions for software installation, hardware guides, and more.

11. Meet your HR team

Introduce the HR team and explain how they can support your new hire. Provide contact details and clearly outline their responsibilities.

You are now ready to prepare your own employee handbook

A well-informed and engaged workforce is the foundation of success. This employee handbook serves as a testament to your commitment to transparency, collaboration, and growth. Make the onboarding process a delightful experience for your new employees and enhance your employer branding.

Workable offers thousands of templates to help you hire faster. Check them out here.

The post Employee handbook policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

With insights from our own real-life hiring guide, you are determined to find the best candidate who fits your company’s needs.

Don’t forget to customize it depending on your organization’s standards and read the instructions to craft the best possible version for your company.

Let’s begin.

Hiring guide template

The front page

In the front page:

• Put your logo at the top
• Mention the title (i.e. Guidelines for hiring managers)
• Don’t forget to align the colors according to your brand’s identity colors

Introduction

[This is the introduction of the guide. Feel free to customize it depending on your organization needs and standards. Here is a sample you can use]

If you’re reading this then it’s likely you are growing your team or someone on your team has recently resigned and you’re looking to hire a backfill. The People Team can’t wait to get the ball rolling!

This document will walk you through all the steps required to get your new job approved and live.

Also, it will provide you with lots of useful information and advice for making each step of the hiring process enjoyable and effective which will lead to the best new hires for your team.

And remember, the culture [Link of your culture at your company webpage. Check an example here] and ability of [your company name] to become a large global market leader all starts from recruiting.

• Every role in the organization matters
• Do not compromise on hiring
• Do not compromise, even under pressure
• Personality and motivation matter a lot
• Look what they have done, not what they say

The process

[Here, you should describe the steps involved in the hiring process for the recruiter. If the recruiter needs to prepare a job requisition, contact the HR manager to agree on terms, or secure approvals from the hiring team and other stakeholders, it should be mentioned here.

Additionally, this is the appropriate place to describe the hiring process, screening procedures, and interview stages]

Step 1: Create a requisition in a hiring plan

[If you have a requisition demand, you must provide guidance regarding the file path, the type of form, and the required fields that your recruiter needs to fill out]. 

Approvals

[Is there an approval process in place within your company? If so, please provide the contact information of the person or department that the recruiter should contact in order to obtain approval before proceeding to the next steps].

Step 2: A meeting between the hiring manager/team and the recruiter – Posting of the job

[This step may include a meeting with the hiring manager and the job posting terms. You can find below a sample].

The new role will be discussed here. Things that need to be covered in this meeting:

• The process (steps)
• The job description
• The ideal candidate profile
• Assessments (if there is the option to choose some of them)
• What the prescreening call should cover
• Important timelines (updates to candidates)
• Important timelines: when the successful candidate should be in place by, and why, then working back from that, to understand when interviews should be taking place
• Setting expectations – for example, no candidate should wait longer than X days for an update or feedback.
• The scorecards (different members of the hiring team shouldn’t ask the same questions in separate interviews)
• The assignment (the assignment should assess the specific skills required for the role)
• The assignment feedback format
• Offer letter details for when the time comes
• The candidate experience surveys and actions in [your company name]

The candidate experience survey

[Using a candidate survey is always a good idea. If you choose to use one, it is important to explain how it works, including when it should be administered, whether it is an automated process or if the recruiter needs to send it out, and whether there is a template available for use.

It is also important to identify the questions that are most relevant to the hiring process and provide guidance on how to use the survey effectively. Below you can find a sample survey with relevant questions that could be helpful in this regard].

• Were you well-prepared for the interview?
• Did the information provided by the hiring team give you a good understanding of the role and the team at [your company name]?
• Did you have the chance to highlight your skills and experience during the interview?
• Are you satisfied with the overall interview experience with [your company name]?
• Would you recommend a friend to apply to [your company name]?

Step 3: The screening call or the one-way video interview

[In this step, you need to describe the stages of the process. Who is responsible for shortlisting candidates? How should they handle incoming CVs? How are screening calls scheduled? What should be the key outcome of the screening call? How is a potential one-way video interview organized, and what are the desirable results?] 

• Prescreening: [Your instructions here]
• The screening call: [Your instructions here]
• Video Interview: [Your instructions here]

[If everything goes well and the candidate meets the expectations, they proceed to the next step, which may involve an assessment or assignment. In this step, you should describe the process clearly. Will it be an email with an attachment, a link to your site, or a document? Be clear about this with your recruiter].

Step 4: The cognitive assessment & the assignment

[If you decide to proceed with the cognitive assessment and the assignment, this is a sample you can use for your recruiter. In any other case, feel free to customize this step according to your hiring procedure]

The cognitive assessment

The online assessment consists of five parts: 

1. Abstract Reasoning 
2. Numerical Comprehension 
3. Verbal Comprehension 
4. Attention & focus
5. Workplace personality

Those are some tests that aim at evaluating candidates’ cognitive ability and should be sent before the assignment since the threshold is an overall rating of X. If the candidate do not pass the assessment we can’t proceed to the assignment. If they pass, the recruiter can send the assignment.

The assignment

The promising candidates typically proceed to the second step of the process which is the assignment and assessments. The assignment is up to the hiring manager to create and decide how long the candidates will have to complete it.

The assignment is meant to emulate the sort of work the candidate would be asked to  do in their job. The goal is to explore the way the candidate approaches a problem, test basic skills for the job and reveal the candidate’s ability to present their work and thought process clearly.

The assignment is the best chance to examine the candidate’s technical skills. The best advice before drafting an assignment is to leave some leeway for more in depth questions during the interview.

Also, remember that many candidates are extremely good communicators. They can sell themselves and we can buy them even after hours of interviewing, so the assignment combined with interviews, helps protect us from making poor hiring decisions.

When the candidate sends their assignment back you need to evaluate it within a couple of days. You should include detailed feedback in [your company name] using the [you decide the procedure], including where the candidate has done well and areas they could have done better.

If you don’t want the candidate to proceed further, the recruiter needs to send a disqualification email with feedback X days after the candidate’s submission. The hiring manager’s feedback is encouraged to be written as if you were talking to the candidate, in the second singular pronoun (you).

We really appreciate the effort you have put into your application so we’d like to give you some detailed feedback on your candidacy, hoping that it might prove useful to you in the future.

Let’s start with what we think are the good points of your solution:
(Hiring managers input)

Things that you could have done better:
(Hiring managers input)

The Recruiter is the person who will move or disqualify candidates. 

[This is the time to send a survey to the candidate for their feedback. If you choose to do so, please explain the procedure here].

Step 5: The first Interview with the hiring manager

[In this step, you need to be more thorough about the essence of the interview and the rapport building between the interviewer and the interviewee. Depending on your patterns, you can share your guidelines and points of attention during the interviews. Here is a sample].

Interviews are less formulaic than other parts of the process. There are still some guidelines that you ought to observe:

Review the scorecard

Make sure you are prepared for this and you know how to evaluate the candidate. Spend some time to prepare a scorecard and discuss with the recruiter which questions  can be asked. Scorecards help us ensure that all candidates are evaluated equally allowing us to make the best hiring decisions.

Respect the candidate

The candidate is making an important life decision. They probably prepared extensively, went through several calls and tests and maybe took time off their job to meet us. Whether you like the candidate or not you should respect the effort they are putting into this.

We have all interviewed for a job we wanted so we can all relate to the candidate’s situation. Treat them as you would like to be treated yourself.

1. You should be on time. A few minutes earlier is ideal. This will help you make sure that everything is working properly (In case of a virtual meeting check mic, headphones, or your background image). If you’re late by 5 minutes, apologize. If they are late but sent a message to notify us something happened to them, put them at ease and tell them it’s not going to affect their chances. If they are late without good reason, make a mental note, but don’t antagonize the candidate about this.
   
2. You  should  be  prepared,  meaning  you  must  read  the  Resume/CV  and  all comments/evaluations/scorecards about the candidate at a minimum. Sometimes it’s useful to have a quick chat with the recruiter or whoever has been evaluating the candidate before you.
   
3. You should be able to describe what the role is about in a few sentences, more on this further down.
   
4. You should demonstrate your preparation by not asking candidates about things that have already been addressed, or you should explain that you are asking a clarifying question when you do. E.g. “I know you discussed the reasons you are  looking for a job with X, I’d love to hear more about your objective to be in a  more X-facing role.
   
5. You should be polite and show appreciation for the candidate as a person and as a professional regardless of their suitability for the job in question. It’s a good idea to congratulate the candidate for their education and career so far and thank them for considering working with us.
   
6. The candidate is here to discuss a job opportunity. It’s fine, and often a good idea, to make a bit of small talk or pick up a tangent in the conversation. But make sure that most of the discussion is about the role in question.
   
7. Pay attention to the conversation and be engaged. You should look at the screen all of the time in case of an online interview but make sure you aren’t always typing or taking notes. You can do this after the interview.

Prepare for a substantial discussion

It’s a good idea to have a few specific questions you want to ask. What are the main things you want to learn about the candidate? It is often a good idea to tell the candidate from the beginning that you’re hoping to learn more about X, Y and Z in this interview.

Here are a few areas that are often explored in interviews and some ideas on how to think about them:

1. Ice breakers

A useful question that shows respect and opens up the conversation like if we have been prompt and informative in the process so far. Or ask them what they thought about the assignment. If the interview is onsite offer to show them around the office if they wish so they can see where they would be sitting and what amenities we offer.

2. Describe the role and the company

It’s good to establish early on that the interview is a two-way street and it’s your job to answer any questions the candidate has. Offer to describe the role if the candidate wants to hear it again from you. You should be able to explain what the company is about, what this team does for the company and what the role is expected to do.

The candidate needs to know what the main duties are, who they’ll be working with, who they report to, why the team’s role is important/interesting and what success looks like.

[Here, you can include an example of a dialogue that the Hiring Manager can ideally use to explain your product or service in a more engaging manner and put the candidate in the employee’s shoes.] 

You should be prepared to answer specific questions about the job and the company, about the team’s remote work status – always give a straight answer to the best of your knowledge. If you don’t know how to answer a question you can always say that you’ll get back to them via email or that this is a discussion they can have at the next interview.

Make sure you note these questions down so they can be followed up on.

3. Understanding the nature of the candidate’s most relevant work experience

This does not mean walking through the CV together. Simply asking them to describe their current company and the scope of their role tells you a lot about their ability to make sense of what they do. Asking them what they don’t do is also important. 

For example, a product manager does different things in different organizations. By asking them questions like “who develops the pricing?” or “who provides product explainers to marketing?” you can determine whether this is a technical or commercial type of product manager. 

Similarly, for managerial positions, you can find out whether a person is hands-on or not. Asking who decides or approves this or that can tell you whether their “director” role is really what it sounds or merely the result of title inflation

4. Exploring specific skills

You should ask about their familiarity with specific tasks or methodologies relevant to the role. You can start by asking things like “are you familiar with Monte Carlo simulations?” and then dive deeper asking if they have used it, asking to describe a problem they used it for, what it’s good for, or what its limitations are, etc. 

Sometimes this sort of discussion can start from something about the assignment – so you have a common example to work with. You want to understand what the candidate knows, but also how they think and hopefully open up a discussion that reveals their level of expertise about a few topics that matter to you.

Sometimes, the same goal can be accomplished by presenting a hypothetical (but realistic) problem and asking the candidate to think how they would tackle it.

How would you deal with a customer who’s upset about X? What would we need to do to upgrade our security infrastructure? How would you measure the quality of our onboarding process? How would you decide how to prioritize these two projects?

5. Understanding what they are like

Instead of the dreadful “tell me about your weaknesses”, you can have a meaningful discussion about the things they like more or less about the job. Why do they like or dislike X? 

If the candidate takes the job what would help them be successful? What should you avoid as a manager with them? This type of questioning is often more productive than lists of strengths and weaknesses.

Sometimes it’s more interesting to understand if the candidate has good knowledge of themselves. People who know their strengths and weaknesses can show others how to work best with them.

6. Understanding how they work with others

This is perhaps the hardest area to explore in an interview. An indirect approach is usually easier here. Who is someone they enjoyed working with in the past and why? Who is someone they found difficult to work with and why? Can they explain an argument/conflict they had and fairly represent the other side’s argument? If this is a leadership/managerial position, what kind of team would they build? What would they look out for in people?

7. Getting problems and objections out in the open

Chances are that you have some potential objections or issues about any candidate at this point. That’s really your last chance to address them. If you can’t think of a better  way, you can ask point-blank. E.g. “You seem to be a good fit in many ways but I have a small concern that you have no experience in a technology company. How do you think this will affect you?”

The recruiting process reveals a lot about a candidate and almost everyone will have some weak/questionable aspects.

Make sure you address them and get to the bottom of them – otherwise you won’t be able to make a fair decision.

8. Management role questions

For leadership positions – especially people with a long experience in managerial roles – there are a few topics that will reveal a lot and can easily start a good discussion: how  they would organize their team, how they would hire people, how they decide to let go of people, what was great about their best people, what they disliked about the ones who didn’t work out, etc. 

Ideally, you want to get into a discussion about a difficult situation and see if they can articulate how they thought about a problem, how they thought about the people involved, their motivations, their skills and possible solutions and their implications. People who can’t sound interesting or thoughtful in a discussion like this one are probably managers in title only.

9. Compensation

This is usually dealt with by the Recruiting team in their screening call or Video Interview. Unless told otherwise by the Recruiting team or your manager, don’t ask about compensation. 

It’s actually illegal in some jurisdictions, so it’s not just our preference but a legal issue. If asked, it’s OK to say that it’s not your role to discuss or negotiate salaries but the Recruiter will be happy to answer any questions they have.

10. Encourage the candidate to ask questions

Their questions often reveal as much as yours. Plus, it’s your duty to make sure that the candidate is making an informed decision. Answer questions truthfully and directly, to  the best of your knowledge. 

If unsure, say so and offer to get back to them via email or defer to your Manager or the Recruiter.

Here are a few common topics that candidates ask about and how to address them:

1. Questions about life at the company, office culture, etc.

Usually, the candidate will want to know what it’s like to work here. Tell them what it’s been like for you or for others in the role the candidate has applied for. Maybe you don’t know everything about the company but you know your own experience and it’s probably close to what they would experience here. Don’t take anything for granted. 

[You can mention here benefits and amenities of your company.]

You want to sell the role to the candidate but also don’t sugarcoat it. If they are bothered by something, it’s better if they know about it before accepting the job. 

For example, you can say things like, “People are friendly and helpful and there’s hardly any politics in the workplace – it’s very meritocratic” but also things like, “This is a very ambitious company with smart competitors so everyone is expected to be performing at the top of their profession to advance their career here – it is not an easy job”.

2. Questions about funding, financing, revenues, investors, etc.

[Customize this text according to your company funding and investors.]

There’s a public record for funding and it’s fair to say that we are backed by venture capital firms [if this is the case]. 

You should decline to share revenue or other financial metrics. Tell the candidate that your department leader is a better person to tackle those questions in the next interview.

3. Questions about career development

You can tell candidates that the company has a systematic approach to track and encourage career development. You can say a few things about the internal grades system and how performance reviews work. You probably have examples of people in the same job or team that got promoted or moved to a different role and those are often the best way to show a candidate what’s possible.

4. Questions about compensation and benefits

For compensation, it’s best to defer to the Recruiting team.

[For benefits such as healthcare, maternity leave, etc., you may have documents that can also be shared in the first email to the candidate. These documents may have been discussed with the recruiter and may also be available on your career site.]

5. Questions about the way we work

The smartest candidates will have a few specific questions about the tools and technologies we use, the processes we have, how responsibilities are allocated, how decisions are made, etc. This is the area that you know best, so here’s your chance to demonstrate your knowledge. 

We probably have some weaknesses too, things we want to improve or hope to do in the future. Talking about them in a thoughtful manner shows that we are not a stagnant organization so don’t be afraid to touch this discussion.

6. Family and work-life balance questions

Some candidates are concerned about how a job can interfere with their family obligations. If the job requires shift work make sure you clarify what it’s like and how much.

Remember, it’s OK to say you don’t know something, or “I can’t speak for the company about this, but here’s how I understand it”. Good candidates appreciate honest and forthcoming interviewers. 

Things to avoid

Interviews are sensitive. You’re in front of a stranger and you are both trying to make an important decision, so you each want to learn more about the other. But there’s an asymmetry of power. Even if we don’t see it that way, many people will see you as the gatekeeper for a job that may be very important to them.

They feel obliged to go where you want to go and act as if it’s totally OK, even if it makes them uncomfortable. 

It is your responsibility to stay within the boundaries of acceptable conversation. Here are a few common mistakes and topics to avoid:

1. Discussions about other people or previous employers

It’s OK to discuss what they didn’t like about their previous job or why they were let go. Some candidates will badmouth employers or trash talk this or that. Don’t participate in it and gently bring back the conversation to what’s strictly professional.

For example, if  they lost faith in the success of their current employer, that’s something useful to know and it may suggest that this is something important to them.

If they want to go on for 20 minutes about why their boss was a terrible person to work with, we don’t want to hear this and it doesn’t make the candidate look very good either.

2. Personal matters

This is not the time to discuss their family, health or other personal matters. If it’s offered by the candidate and relevant to their resume/CV, it’s OK. E.g. “I quit my job a year ago to look after my baby and now I want to go back to work” or “My wife is a doctor who works 80-hour weeks so I need a job that allows me to pick up my children from school in the evenings”. 

A simple rule of thumb here is if you wouldn’t talk about something in a professional meeting with people you don’t know (e.g. a customer) then you probably shouldn’t do it in an interview either.

3. Politics, religion and any controversial non-work topic.

These have no place in interviews.

4. Too casual

The meeting should focus on professional matters and be conducted in the same manner as any other professional meeting with strangers. It’s OK to spend some time building rapport, talking about some common interests or making small talk but remember that this is not a social occasion and the candidate expects you to discuss substantial work-related matters. 

Personable and confident people may appear pleased to have casual conversation and both of you may be enjoying this, but it’s your job to make this a discussion about the role in question.

5. Arguments in general

If you do enough interviews you’ll get to meet someone who’s rude, late, aggressive, trash talking this or that, etc. Don’t let them drag you into an argument, don’t be judgemental, always stay polite and steer the conversation on topic even if they infuriate you and you are 100% right. 

If we don’t like someone we don’t have to hire them but we must behave professionally even if they don’t.

Evaluation

Now you need to write down your opinion about the candidate. Here are a few tips on writing evaluations:

1. Use a scorecard. This way the entire hiring team knows what has been covered in the previous step.
   
2. Your role is to form an opinion, not just to write a transcript of what happened in the interview. Use notes and facts from the interview to document your opinion, don’t just list them.
   
3. Your opinion should have a specific bearing on things we care about: Can the candidate do the job? Do they bring skills we don’t have? Will we learn something from the candidate? Are they missing skills you wish they had? Will they work well with our team? Will they function well in our processes and style of work? Will they be happy with the job?
   
4. Use facts from the CV and the interview to support your opinion. Past achievements demonstrate skills, intelligence or work ethic. Specific statements in the interview suggest motivations or interests. Personality and demeanor suggest how the candidate would fit in a team.
   
5. There’s always room for “gut” or undocumented reactions. If you really liked or disliked someone you should mention it in the evaluation. But do take the effort to inquire why. E.g. “I had a hard time making good conversation because the candidate was dominating air time and interrupting all the time – it will be tough to deal with customers without better conversational skills.” Don’t just say, “I didn’t like him.”
   
6. Write the evaluation right after the interview. A Pro Tip: block 15 minutes after each interview for overruns or completing your scorecard right away. A day later you will forget important points and you’ll only remember your impressions not the facts. Also, if you see other candidates in-between the interview and the evaluation then it becomes a comparison game. If you find yourself writing things like “John is great, but not as good as Liz” then you’re doing it wrong. We’ll get to do this thinking later when we have an individual evaluation for everyone. 

Also, people tend to like people who are similar to them. We tend to be biased towards someone who has the same hobby as us, or went to the same university or has the same age or in general has something similar. If we know it before an interview we eliminate the chances of liking someone regardless of the actual technical skills or interview performance.

Please avoid using subjective assumptions for candidates’ personalities or attitudes and be based on those to make a final decision. Eg: Sophia, was communicative, smiley but seems an introvert and too arrogant so, I believe she won’t fit in our culture. 

Try to give data from the interview and before using those words to back them up. So why couldn’t a non-smiley, introvert and arrogant person add value to the team? Back up your opinion in a correct way. 

Also, the term “culture fit” can lead to several misconceptions. A lack of diversity is the biggest drawback of hiring for cultural fit. If like-minded people are hiring folks who are similar to them, it’s not likely the organization is diversifying its workforce. We prefer to use the term “culture add” instead.

A culture add is someone who brings diverse experiences, perspectives, and ideas to the workplace. A culture add is someone who enhances the company culture, a missing piece that changes the picture. A culture add models desired behaviors and values while empowering growth.

Experienced interviewers know what they want to learn about a candidate before the interview and they make sure they use the interview to provide them with the facts they need to write a comprehensive evaluation. Thinking about the evaluation before the interview is the best way to figure out what you want to discuss in the interview itself.

Step 6: The executive interview

This is the last interview of the process. The department Head will make the final call for the candidate. If you’ve done a good job selecting and evaluating candidates, the executive interviewer should know what areas are unclear or potentially problematic so they can focus more of their attention there and make a decision.

Step 7: Reference calls

The reference call is done by the Recruiter to two cases. The first is for roles that are [grade X] and above. The second is to anyone for whom we have slight doubts personality wise.

1. We only make reference calls for people we intend to hire as a last step before the offer letter. A reference call reveals that the candidate is looking for a job to a third person so we should never do this earlier in the process. The guiding principle here is that you should be prepared to make an offer tomorrow if the reference turns out positive.
2. Ask the candidate to provide contact information for their suggested references. Make a note of the candidate’s relationship to their reference. Were they reporting to this person? Were they peers? Is it some other senior member of their previous organization?
3. References will rarely be negative about the candidate. The way to get to the truth is by asking indirect but specific questions. Instead of “which are the candidate’s weaknesses”, ask “how can I get the most about this person?”, “how do you advise me to manage this person?” or “what should I know or avoid?”. This line of questioning is usually more revealing.
4. Sometimes the best references are ones the candidate didn’t offer. If you know someone you trust who knows the candidate this is the best way to learn about them. There is nothing unethical about back-references if done correctly. As with normal references we only do them at the end of the process when we know we want to hire that person. We don’t do back-references with the candidate’s current employer under any circumstances. We do them only with people we know and trust to be discreet. The general principle here is that we don’t want to reveal the fact that the candidate is looking for a job to anyone we can’t trust to keep it confidential.

Step 8: The Offer Letter

[Customize this to meet the standards and flow of approvals of your organization]

When the Hiring Team agrees on the ideal candidate and decides to move on to an offer, the following steps should be followed.

The VP mails to the Recruiter and SVP or C-level Executive the offer details, which include:

1. Candidate Name:
2. Position title:
3. Grade:
4. Salary:
5. Bonus:
6. Starting Date:
7. Team:
8. Reports to:

Process

1. The SVP or C-level Executive approves by replying back.
2. The Recruiter prepares the approved offer letter and shares it with their manager for final approval.
3. The Recruiter sends the email with the offer letter to the candidate while on phone with them and cc’s the Hiring Manager/VP.

As soon as the candidate accepts then HR takes over for the pre-boarding process.

Happy Hiring!

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The Social Media Policy provides guidelines for employees using social media, both personally and on behalf of the company. It emphasizes responsible use, maintaining productivity, and ensuring the company’s image and confidentiality are upheld. The policy also outlines potential disciplinary actions for violations.

This sample Employee Social Media Policy is a good starting point for fleshing out your own policy for use of social media in the workplace by your employees.

The social media policy should include:

1. Guidelines on using personal social media at work, ensuring it doesn’t affect productivity.
2. Clear instructions for employees representing the company on social media, emphasizing respect, accuracy, and responsibility.
3. Disciplinary consequences for policy violations, including potential termination.

What is a corporate social media policy?

Most of your employees are likely to use one or more social platforms. Whatever they post on their personal accounts can be a potential risk for your company (e.g. if they share sensitive information). And, more importantly, using social media at work can affect productivity and focus. This is one of the reasons you need a company social media policy – to address limitations on what employees can post and to potentially place restrictions on social media use inside the workplace.

The other reason is your own social media profile; as an organization, you’ll want to have a consistent voice on your social media and want to avoid posting potentially risky statements or information. A social media policy for employees can give them the instructions they need to know how to handle corporate accounts.

How restrictive should my company social media policy be?

Your employees own their social media profiles, so what they post there can’t be restricted by your organization. You can, however, provide them with reasonable guidelines about what they shouldn’t post about (e.g. confidential data) and provide any potential disciplinary actions if their posts affect your company’s image (e.g. hate speech). As far as your own company’s social media accounts are concerned, you’re entitled to set the rules of posting.

How do I distribute it?

Your social media policy should be part of your employee handbook or live inside your policy database (e.g. in your HRIS). Make sure all employees have read it, especially those in your social media team.

Of course, remember that this policy is a living document – this is because the social media landscape changes often, new rules and regulations about privacy are introduced and trends can also play a part (e.g. the #metoo movement). Make sure you keep up-to-date with changes and think about whether your company social media policy might need some revamping.

Here’s a simple social media policy template to get you started with the essentials:

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This open door policy in the workplace template is free, customizable and useful for promoting a culture of communication and trust in your organization.

This open door policy should include:

1. Clear guidelines on how employees can approach and communicate with managers, both in person and through digital means.
2. Managers’ responsibilities to listen, act on feedback, and ensure no retaliation against employees who voice concerns.
3. Team members’ responsibilities to communicate effectively, resolve minor disputes, and report any violations of company policies.

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The Corporate Social Responsibility (CSR) Policy emphasizes a company’s commitment to ethical practices, environmental protection, and community support. It outlines efforts to give back, ensuring compliance with laws, promoting human rights, and proactively supporting community initiatives, environmental conservation, and educational programs.

This Corporate Social Responsibility company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your social responsibility employment policies.

The corporate social responsibility policy should include:

1. Clear definitions of compliance and proactiveness, emphasizing ethical business operations and community support.
2. Guidelines for protecting the environment, ensuring waste disposal best practices, and promoting eco-friendly technologies.
3. Commitments to human rights, including fair labor practices and non-discrimination.

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This Workplace Harassment Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. A Workplace Harassment Policy may also be referred to as an Anti-Harassment, Employee Harassment, Sexual Harassment or Racial Harassment Policy.

The workplace harassment policy should include:

1. A clear definition of what constitutes harassment, including specific examples.
2. Procedures for employees to report and address harassment incidents.
3. Disciplinary actions and consequences for those found guilty of harassment.

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This employee fraternization policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies.

This fraternization policy should include:

1. Clear definitions of acceptable and unacceptable behaviors for employees in relationships.
2. Guidelines for employees dating supervisors and the potential consequences.
3. Provisions for maintaining transparency and openness about relationships within the workplace.

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This moonlighting policy template (or outside employment policy) is ready to be tailored to your company’s needs and can be a starting point for setting up your employment policies.

This moonlighting policy should include:

1. Clear definitions of what constitutes a side job and the expectations surrounding it.
2. Guidelines on how employees should approach and inform their managers about their outside jobs.
3. Consequences for violating the policy, especially concerning non-compete and confidentiality agreements.

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This corporate email usage policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This email usage policy should include:

1. Clear distinctions between appropriate and inappropriate email use.
2. Security measures, including password requirements and strategies to identify phishing attempts.
3. Guidelines for creating professional email signatures and the consequences of policy violations.

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This company car policy template is ready to tailor to your company’s needs. Use this as a starting point when creating your employment policies.

The company car policy should include:

1. Criteria determining which employees are eligible for a company car
2. Specific obligations and behaviors expected from drivers, including reporting accidents and maintenance needs
3. Consequences and disciplinary actions for violations, such as misuse or unsafe driving practices

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This Employee Expense Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This employee expense policy should include:

1. Definitions of work-related expenses and the distinction between company-paid and reimbursable expenses.
2. Clear guidelines on what constitutes reimbursable expenses and the documentation required.
3. Procedures for submitting reimbursement claims, including timelines and the approval process.

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This no retaliation policy should include:

1. Definitions and examples of actions that might lead to retaliation, such as complaints or participation in investigations.
2. Clear procedures for employees to report misconduct or violations without facing retaliation.
3. Consequences for those found guilty of retaliatory actions, ensuring accountability.

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This sample Employee Dress Code Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your company dress code policies.

This business dress code policy should include:

1. Clear guidelines on grooming and cleanliness, ensuring employees present themselves well.
2. Specific rules on what constitutes work-appropriate attire, prohibiting clothes typical for workouts or outdoor activities.
3. Provisions for special occasions or positions that may require different dress codes, such as meetings with clients.

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This Company cyber security policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This cyber security policy should include:

1. Definitions of confidential data and the importance of its protection.
2. Procedures for data transfer, ensuring security and preventing unauthorized access.
3. Reporting mechanisms for scams, privacy breaches, and potential security threats, ensuring timely response and resolution.

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What is an employee recognition programs policy?

Employee recognition programs are designed to acknowledge and appreciate the hard work, dedication, and achievements of employees. Such programs not only celebrate individual accomplishments but also reinforce the organization’s values and objectives. By recognizing employees’ efforts, organizations can enhance job satisfaction, increase engagement, and promote a culture where excellence is celebrated and emulated. These programs can be both formal, with scheduled award ceremonies, and informal, allowing for spontaneous recognition of exceptional work.

An employee recognition programs policy should include:

1. Clear criteria for eligibility and selection
2. A diverse range of recognition methods, both monetary and non-monetary
3. A transparent nomination and selection process
4. Guidelines on the frequency and timing of recognition events or awards

Why is it important to have an employee recognition programs policy?

Having a structured employee recognition programs policy is crucial for fostering a positive work environment. Recognizing employees’ achievements boosts morale, increases job satisfaction, and encourages continuous excellence. Moreover, it reinforces the organization’s values, promotes loyalty, and can lead to increased productivity. Such a policy also ensures fairness and consistency in how recognitions are awarded, eliminating biases and promoting a culture of meritocracy.

Step by step instructions on how to write your own policy

1. Define the purpose

Start by outlining the main objectives of the recognition program, such as boosting morale, reinforcing company values, or promoting specific behaviors.

2. Set clear criteria

Determine what achievements or behaviors will be recognized. This could range from project completions, innovative ideas, to years of service.

3. Choose recognition methods

Decide on the types of rewards. This could include monetary bonuses, certificates, public acknowledgment, or additional leave days.

4. Nomination process

Establish a process for colleagues or managers to nominate deserving employees. Ensure this process is transparent and free from biases.

5. Selection committee

Form a committee responsible for reviewing nominations and selecting awardees. This committee should represent various departments for diversity.

6. Frequency of recognition

Decide how often recognitions will be awarded, be it monthly, quarterly, or annually.

7. Communication

Clearly communicate the policy to all employees, ensuring they understand the process and the value the organization places on recognition.

Employee recognition programs policy template

Brief & Purpose

At [Organization Name], we believe in the power of recognizing and celebrating our employees’ achievements. This policy aims to acknowledge the hard work, dedication, and contributions of our team members, reinforcing our organizational values and promoting a culture of excellence.

Scope

This policy applies to all full-time employees of [Organization Name].

Guidelines

Employees can be nominated for significant contributions to the company’s success.
Rewards should be meaningful and reflect the achievement.
All recognitions should align with the company’s values and promote a positive work culture.
Monetary rewards are separate from regular salaries or bonuses.

Nomination and selection

Nominations can be submitted by colleagues or managers, highlighting the nominee’s achievements. A committee will review these nominations quarterly, selecting individuals who best exemplify [Organization Name]’s values and have made significant contributions.

Types of recognition

Performance Awards: For employees who consistently meet or exceed their targets.
Innovation Awards: For those who introduce beneficial new ideas or processes.
Service Awards: Recognizing long-serving employees.

Conclusion

At [Organization Name], we understand the importance of acknowledging our team’s efforts. Through this policy, we aim to foster a culture where excellence is recognized, celebrated, and emulated.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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This Maternity Leave policy sample template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The maternity leave policy should include:

1. Definitions of eligibility and the scope of maternity leave, including adoption scenarios
2. Clear procedures for requesting maternity leave, including notice requirements and potential documentation
3. Guidelines on the duration, benefits, and potential extensions of maternity leave, ensuring clarity and support

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This data protection policy should include:

1. Definitions of the types of data collected and the parties covered by the policy.
2. Rules for collecting, storing, and handling data, ensuring accuracy, security, and legal compliance.
3. Procedures for reporting data breaches, misuse, and the company’s obligations towards data owners.

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This Company Sick Leave Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. A company sick leave policy may also be called a sick time policy, sick pay policy, or sick days policy.

This sick leave policy should include:

1. Clear definitions distinguishing sick leave from other types of leave.
2. Guidelines on how and when employees should notify their supervisors about their absence.
3. Circumstances under which a physician’s note or medical certification might be required.

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The unlimited vacation policy should include:

1. Definitions of the policy’s scope, including who it applies to
2. Minimum and maximum time off guidelines, ensuring employees take necessary breaks
3. Procedures for requesting leave, including communication expectations and supervisor approvals

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This Employee Cell Phone Policy is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. The cell phone company policy may also be referred to as a no mobile phones at work policy or a bring your own device (BYOD) policy.

The cell phone policy should include:

1. Clear definitions of acceptable and unacceptable cell phone use during work hours.
2. Guidelines for using company-issued phones and preserving their condition.
3. Consequences for excessive or inappropriate cell phone use, including potential disciplinary actions.

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1. Criteria determining eligibility for remote work based on job duties.
2. Specific reasons that may necessitate telecommuting, such as parenting, emergencies, or work-life balance.
3. Procedures for requesting and approving work from home, including considerations for cybersecurity and team collaboration.

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This Termination/Separation of Employment Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. A termination/separation of employment policy may also be referred to as an employee termination policy or termination of employment policy.

This termination/separation of employment policy should include:

1. Definitions of voluntary and involuntary dismissals, including specific reasons for each.
2. Procedures for resignation, involuntary dismissal, and the necessary documentation.
3. Legal considerations and guidelines to prevent wrongful dismissals and ensure compliance.

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This paid time off policy should include:

1. Definitions and distinctions between PTO and other types of leave
2. Accrual process details, including the amount of PTO offered to different employee categories
3. Procedures for requesting PTO and guidelines on its usage throughout the year

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This sample Employee Remote Work Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This remote work policy should include:

1. Definitions and conditions for permanent and temporary remote work arrangements
2. Guidelines to ensure effective remote work, including workspace setup and communication practices
3. Provisions regarding equipment, compensation adjustments, and compliance with other company policies

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This conflict of interest company policy should include:

1. Definitions and examples of potential conflicts of interest
2. Procedures for reporting and resolving identified or suspected conflicts
3. Disciplinary consequences for concealed conflicts or unresolved issues

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This coronavirus covid-19 company policy should include:

1. Protocols for sick leave and work-from-home requests related to COVID-19
2. Measures for traveling and commuting during the pandemic
3. General hygiene rules to prevent the spread of the virus in the workplace

Not quite what you’re looking for? Try our COVID-19 mandatory vaccination and workplace safety policy template.

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This professional code of ethics policy should include:

1. Definitions and distinctions between professional ethics and other codes.
2. Principles guiding behavior, such as respect, integrity, lawfulness, and teamwork.
3. Procedures for reporting violations and potential disciplinary actions.

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Be sure to check bereavement time off laws in your location before drafting your bereavement leave policy. For example, the law in the U.K. and the U.S. doesn’t provide for any leave in cases of bereavement, while the law in France does.

This bereavement leave policy should include:

1. Definitions of bereavement leave and who qualifies as immediate family
2. Duration and conditions of the leave, including paid and unpaid periods
3. Procedures for requesting bereavement leave and any required documentation

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This employee breaks policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your company policies.

The employee breaks policy should include:

1. Specific types of breaks, such as meal, rest, restroom, and breastfeeding breaks, with their respective durations
2. Guidance on how working hours are affected by different breaks, distinguishing between paid and unpaid breaks
3. Provisions for special circumstances, like mandatory breaks, working during breaks, unforeseen breaks, and breaks for minors

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This Employee Wellness Program Policy is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. Good employee health can make a difference in the workplace.

Use this policy sample to get some good employee wellness program ideas. The employee wellness program policy may also be called an employee wellness policy, corporate wellness policy, workplace wellness policy or company wellness policy.

This employee wellness policy should include:

1. Definitions and examples of wellness resources, such as nap rooms, fitness activities, and stress management seminars
2. Guidelines on participation, emphasizing its voluntary nature, and detailing incentives for achieving wellness objectives
3. Provisions for employees with disabilities, ensuring equal access to the wellness program and making necessary accommodations

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This sample International Recruitment Policy template describes the four global staffing approaches: ethnocentric, polycentric geocentric, regiocentric, and it will help you set up your own international staffing strategy.

This international recruitment policy should include:

1. Clear definitions of different staffing approaches, such as ethnocentric, polycentric, regiocentric, and geocentric
2. Guidelines on the recruitment and selection process, detailing the steps to decide on the best staffing approach, budget allocation, and candidate evaluation
3. Provisions for legal considerations, including work permits, immigration policies, and tax implications for international hires

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This Holiday policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies on holiday pay and overtime.

The company holiday policy should include:

1. A list of observed holidays, distinguishing between state, national, and other significant days
2. Guidelines on working during holidays, including compensation details for both exempt and non-exempt employees
3. Provisions for religious holidays, ensuring respect for diversity and anti-discrimination practices

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This Occupational / Workplace Health and Safety Policy template is ready to be tailored to your company’s needs and is designed as a starting point for establishing employment policies on occupational health and safety, or OHS. A Workplace Health and Safety Policy may also be referred to as an Occupational Health and Safety (OHS) policy.

This workplace health and safety policy should include:

1. Preventative action guidelines, detailing risk assessments, job hazard analysis, and measures to avoid workplace-related injuries or illnesses
2. Emergency management provisions, including plans for dealing with sudden catastrophes like fires, floods, and other emergencies
3. Additional measures such as updating the policy based on legislative changes, analyzing past incidents, and establishing clear procedures for accident reporting

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This Employee Referral Program Policy template is ready to be tailored to your company’s needs. It should be considered a starting point for setting up your employment policies. This may also be called a Employee Referral Policy.

This employee referral policy should include:

1. Details on referral bonuses, specifying the rewards for successful referrals and any additional incentives for hard-to-fill roles.
2. Eligibility criteria for participation, clarifying who can and cannot participate in the referral program.
3. Conditions for referred candidates, such as the requirement that they haven’t applied within the last year and are hired as permanent employees.

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This Flexible Hours Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. A flexible hours policy may also be referred to as a flexible working hours policy or a flexible work schedule policy.

This flexible hours policy should include:

1. Different types of flexible arrangements, like flexible working time, reduced hours, compressed week, “flexible year”, and job sharing
2. Criteria to determine eligibility, considering the nature of the job, team needs, impact on colleagues, duration of the arrangement, and customer impact
3. A clear procedure for initiating, approving, and documenting flexible schedule requests, ensuring transparency and mutual agreement

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This sabbatical leave policy template is ready to be tailored to your company’s needs. Use it as a starting point to set up your employment policies.

This sabbatical leave policy should include:

1. Eligibility criteria and duration: Specifying which employees qualify and the length of the sabbatical based on years of service
2. Purpose and use of sabbatical: Whether for personal growth, research, or other reasons, and any job-related outcomes expected
3. Procedure for application and approval: Detailing how employees can request sabbatical leave, and the criteria managers should consider when approving or denying requests

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This third party harassment policy template can be tailored to your company. Use it in combination with a complete workplace harassment policy to protect your employees and provide guidelines on reporting and addressing harassment.

This third party harassment policy should include:

1. Clear definitions and examples of what constitutes harassment, including seemingly harmless actions and inappropriate jokes
2. Detailed reporting procedures: How employees can report harassment, the role of HR in investigations, and the steps taken to address the issue
3. Protection and support for victims: Ensuring no retaliation, offering support services, and ensuring job and benefits remain unaffected

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This sample Employee Confidentiality Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The confidentiality policy should include:

1. Definitions and examples of what constitutes confidential information, such as unpublished financial data, customer lists, and proprietary business processes
2. Clear guidelines on what employees should and shouldn’t do with confidential information, including storage, access, and disclosure
3. Consequences and disciplinary actions for breaches, ensuring employees understand the ramifications of policy violations

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This Employer Paternity Leave company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. The employer paternity leave policy may also be called a parental leave policy.

The paternity leave policy should include:

1. Eligibility criteria for employees to request paternity leave, including duration of employment and nature of parenthood (birth, adoption, surrogacy).
2. Specific procedures for requesting and extending paternity leave, including documentation and notice periods.
3. Details on leave duration, whether it’s paid or unpaid, and provisions for alternate arrangements like part-time work.

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This Disciplinary Action company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The Disciplinary Action policy should include:

1. Stages of disciplinary procedures, from verbal warnings to termination
2. Specific scenarios and corresponding starting stages of the disciplinary procedure
3. Documentation requirements for each stage and provisions for appeals

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This employee promotion policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This promotion policy should include:

1. Criteria for promotion, such as experience, performance reviews, and skillset matching.
2. Processes for standard promotions, including discussions with HR and the employee.
3. Guidelines for internal job postings, ensuring equal consideration of all internal applications.

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This Employee Training and Development Policy is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. An employee training and development policy may also be referred to as Staff Training and Development Policy or Employee Development Policy.

The Employee Training and Development policy should include:

1. Guidelines on individual and corporate training programs and their eligibility criteria
2. Provisions for external training sessions, including budget and time allocations
3. Responsibilities of employees, managers, and HR in fostering a culture of continuous learning

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Customize this workplace romance policy based on your company’s attitude toward employee dating. Add or delete parts to communicate applicable rules regarding romantic relationships in the workplace and preserve harmony and fairness among all employees.

The workplace romance policy should include:

1. Guidelines on acceptable behavior when expressing romantic interest in a colleague.
2. Disclosure requirements for relationships lasting beyond a specified duration.
3. Specific rules for managers dating subordinates or colleagues from different departments

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This Progressive Discipline policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies.

The progressive discipline policy should include:

1. Verbal warnings to address initial minor infractions
2. Formal reprimands and meetings to address recurring or more serious issues
3. Penalties and termination procedures for persistent or severe violations

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This Company Overtime Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The overtime policy should include:

1. Definition of “standard working hours” and what qualifies as “overtime”
2. Classification of employees as exempt or non-exempt according to overtime pay laws
3. Procedures for recording overtime and ensuring accurate compensation

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This Employment of Relatives company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This employment of relatives policy should include:

1. Definition of “relatives” and the scope of relationships covered.
2. Guidelines to prevent favoritism or conflicts of interest, especially in supervisory/reporting relationships.
3. Disciplinary actions for unreported relationships or incidents of favoritism.

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This Employee rehire policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This employee rehire policy should include:

1. Eligibility criteria: Details on which former employees can be considered for rehiring based on their reasons for leaving and performance.
2. Employee status and benefits: Information on how rehired employees are classified and the benefits they might receive.
3. Fair decisions and procedures: A commitment to equal opportunity practices and the procedure to follow when a former employee applies for a position.

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This Employee Internet Usage Policy is ready to be tailored for your company’s needs and should be considered a starting point for setting up your policies regarding computer usage for employees. May also be called Employee Internet Policy, Company Internet Policy or Computer Usage Policy.

The internet usage policy should include:

1. Guidelines on appropriate and inappropriate internet usage at work.
2. Measures to ensure confidentiality and data protection while using the company network.
3. Consequences and disciplinary actions for policy violations.

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This Temporary Layoff policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. You could also tweak this sample to craft an Employee Furlough policy by adjusting the relevant elements.

This temporary layoff policy should include:

1. Definitions and reasons for “Temporary layoff” and “furlough.”
2. Procedures for selecting employees for temporary layoffs or furloughs, ensuring non-discrimination.
3. Guidelines for employee rehire after a temporary layoff and handling grievances related to the layoff process.

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This company travel policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies.

The company travel policy should include:

1. Guidelines on transportation methods and their reimbursement
2. Provisions for accommodation, specifying hotel standards
3. Instructions for meal expenses and client meetings during trips

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This anti-discrimination policy template is ready to be tailored to your company’s needs and can be a starting point for setting up your employment policies.

The anti-discrimination policy should include:

1. Definitions of discrimination and a list of protected characteristics, such as age, gender, ethnicity, and sexual orientation.
2. Clear examples of discriminatory behaviors and the consequences for those actions.
3. Procedures for reporting, investigating, and addressing discrimination complaints.

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This Substance Abuse Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This substance abuse policy should include:

1. Clear definitions of prohibited substances, including illegal drugs, inhalants, and certain prescription medications.
2. Guidelines on alcohol and drug consumption, possession, and distribution while on company premises or during work hours.
3. Procedures for drug and alcohol testing, including circumstances for random tests and consequences for positive results.

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What is an acceptable use policy?

An acceptable use policy established clear guidelines on the appropriate use of IT resources. Also, iit ensures that employees and stakeholders operate within a secure and productive digital environment. From data confidentiality to software licensing, this document addresses potential risks and sets clear expectations. Regularly updating this policy in line with technological advancements and regulatory changes will further enhance its effectiveness in safeguarding your organization’s assets and reputation.

An acceptable use policy should include:

• Acceptable use
• Prohibited use
• System and network activities
• Email and communication activities
• Software and intellectual property
• Confidentiality

Step by step instructions

Writing an Acceptable Use Policy (AUP) requires a systematic approach to ensure that all necessary elements are covered and that the policy is clear, enforceable, and aligned with the organization’s goals and values. Here’s a step-by-step guide to writing an AUP:

1. Define the Purpose

Determine why you need an AUP. This could be to protect company assets, ensure a productive work environment, or comply with legal and regulatory requirements.
Clearly state the purpose at the beginning of the policy.

2. Determine the scope

Decide who the policy applies to (e.g., employees, contractors, visitors, etc.).
Specify which systems, networks, and devices are covered by the AUP.

3. Research and benchmarking

Look at AUPs from similar organizations to get an idea of industry standards.
Stay updated with relevant laws, regulations, and best practices.

4. Outline acceptable uses

Define what constitutes acceptable use of the organization’s IT resources.
Include examples where necessary for clarity.

5. Detail prohibited uses

Clearly list behaviors and actions that are not allowed.
This can include things like illegal activities, accessing inappropriate content, or using resources for personal profit.

6. Address system and network activities

Set guidelines for accessing and using the organization’s systems and networks.
Include rules about password security, unauthorized access, and software installation.

7. Set email and communication standards

Provide guidelines on appropriate email usage, including sending mass emails, content standards, and data sharing.
Address other communication tools if relevant, like instant messaging or collaboration platforms.

8. Discuss software and intellectual property

State the organization’s stance on software licensing, unauthorized software, and intellectual property rights.
Emphasize the importance of not violating copyright laws.

9. Emphasize confidentiality

Highlight the importance of protecting sensitive and confidential information.
Provide guidelines on how to handle, store, and share such information.

10. Define enforcement procedures

Detail the consequences of violating the AUP.
This can range from warnings and retraining to termination or legal action.

11. Review and revision procedures

Mention how often the AUP will be reviewed.
Outline the process for making updates or changes to the policy.

12. Obtain legal review

Before finalizing, have the AUP reviewed by legal counsel to ensure it’s compliant with local, state, and federal laws.

13. Communicate and train

Once the AUP is finalized, communicate it to all relevant parties.
Provide training or informational sessions to ensure understanding and compliance.

14. Obtain acknowledgment

Have users sign or electronically acknowledge that they have read, understood, and agreed to the AUP.

15. Review and update regularly

As technology, laws, and business needs change, revisit and update the AUP as necessary.
By following these steps, you’ll create a comprehensive AUP that protects your organization and provides clear guidelines for users.

Acceptable use policy template

Acceptable use policies may differ from company to company. Here’s a template based on a hypothetical software company, called TechNova.

This Acceptable Use Policy (AUP) outlines the acceptable use of computing resources at TechNova Solutions. All employees, contractors, and affiliates are required to follow this policy when accessing and using TechNova’s network and IT resources.

Brief & purpose

The purpose of this AUP is to ensure the security, reliability, and privacy of TechNova’s IT resources and users’ data.

Scope

This policy applies to all users accessing TechNova’s IT resources, including but not limited to employees, contractors, visitors, and external partners.

Acceptable use

• Users must use TechNova’s IT resources for business-related purposes only.
• Personal use is permissible as long as it does not interfere with company operations or productivity.

Prohibited use

• Users must not engage in illegal activities.
• Users must not access, upload, or distribute offensive, threatening, or harmful content.
• Users must not use IT resources for unauthorized commercial activities.

System and network activities

• Users must not attempt to access data or accounts for which they do not have authorization.
• Users must not introduce malicious software into the network.
• Users must not perform any action that compromises the performance or security of IT resources.

Email and communication activities

• Users must not send unsolicited email messages or spam.
• Users must not engage in any form of harassment via email or other communication means.

Software and intellectual property

• Users must respect all copyright and licensing agreements.
• Users must not download, install, or use unauthorized software.

Confidentiality

• Users must protect sensitive and confidential information.
• Users must not disclose confidential information without proper authorization.

Enforcement

Any user found to have violated this policy may be subject to disciplinary action, up to and including termination of employment and legal action.

Review and revision

This AUP will be reviewed annually and may be revised as deemed necessary by TechNova’s IT department.

Agreement

By accessing and using TechNova’s IT resources, you agree to comply with this AUP and all other related policies.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Acceptable use policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

It will provide them with a clear understanding of their eligibility for relocation assistance, the types of expenses that can be reimbursed, and the process for requesting and receiving reimbursements.

What are employee moving or relocation expenses?

Employee moving or relocation expenses refer to the costs incurred when an employee has to move or relocate to a new location due to professional reasons. These expenses can include costs related to moving personal belongings, travel, temporary or new housing, and other related costs.

An employee moving or relocation expenses policy should include:

• Clear definitions of who is eligible for relocation assistance
• A detailed list of reimbursable and non-reimbursable expenses
• The process for requesting and approving relocation expenses
• Guidelines for submitting receipts and other documentation
• Any limits or caps on relocation expenses

Step-by-step instructions

1. Define the purpose of the policy

Start by stating the purpose of the policy. This should be a clear and concise statement that explains why the policy exists and what it aims to achieve.

For example, the purpose of the employee relocation expense policy is to provide guidance to the organization regarding reimbursement for relocation expenses incurred by new personnel.

2. Define eligibility

Clearly state who is eligible for relocation assistance. This could include new employees, specific roles, or positions within the organization. Specify any conditions for eligibility, such as the distance of the move or the timeframe within which the move must be completed.

3. Define reimbursement amounts

Outline the maximum amounts that can be reimbursed for different roles or positions. This could include direct costs of relocation, indirect costs, and mileage. Be specific about what each of these categories includes.

4. Define direct and indirect costs of relocation

Provide a detailed list of what is considered a direct cost and what is considered an indirect cost of relocation. Direct costs might include packing and unpacking, transportation of household goods, etc. Indirect costs might include travel costs enroute, house hunting, etc. Be clear about what is not considered a direct or indirect cost.

5. Outline the process for using commercial carriers

If your organization has contracts with specific moving companies, provide details about this. If employees are allowed to use other carriers, explain the process they need to follow, such as getting estimates from a minimum number of vendors.

6. Outline the process for self-moves

If employees are allowed to move themselves, provide guidelines for this. This might include limits on reimbursement, requirements for receipts, and restrictions on who can be paid for their labor.

7. Define the process for transporting the employee and family

Provide guidelines for how employees and their families are transported to the new location. This might include a maximum reimbursement for mileage and requirements for the route taken.

8. Define the responsibilities of the organization and the employee

Clearly outline what the organization is responsible for and what the employee is responsible for. This might include approval of expenses, payment and reporting of stipends, and adherence to the policy.

9. Provide references and resources

Include links to any relevant laws, regulations, or other policies that employees might need to refer to. This could include IRS publications, organizational policies, or other resources.

Employee moving or relocation expenses policy template

Policy Brief & Purpose

Our employee moving or relocation expenses policy aims to provide clear and comprehensive guidelines for the reimbursement of expenses incurred by employees who need to relocate for work-related reasons. The purpose of this policy is to ensure that employees are adequately supported during the relocation process, and that the process for reimbursement is fair, transparent, and consistent.

Scope

This policy applies to all employees of our company who are asked to relocate permanently or temporarily for work-related reasons. This includes both domestic and international relocations. The policy does not apply to employees who choose to move for personal reasons or those who commute long distances to work.

Policy Elements

Eligibility: Employees are eligible for relocation assistance if they are asked to relocate more than 50 miles from their current work location for a period of more than six months.

Reimbursable expenses: Reimbursable expenses may include the cost of a moving company, packing and shipping of personal belongings, travel expenses to the new location, temporary housing for up to 30 days, and certain costs associated with setting up a new home (e.g., utility connection fees).

Non-reimbursable expenses: Non-reimbursable expenses include costs related to selling or buying a home, meals during the move, costs related to moving pets, and any expenses not directly related to the move.

Approval process: Employees must submit a relocation request to their supervisor or the HR department. The request should include an estimate of the expected expenses. All requests will be reviewed and approved on a case-by-case basis.

Reimbursement process: Employees must submit all receipts and documentation related to the move within 30 days of incurring the expense. Reimbursements will be made through the regular payroll process.

Limits on expenses: The company reserves the right to set a reasonable cap on relocation expenses. Employees will be informed of this cap at the time their relocation is approved.

Disclaimer

This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee moving or relocation expenses policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

A medical leave policy should include:

• Eligibility criteria with clear guidelines
• Duration of leave and under what conditions extensions can be granted.
• Documentation requirements

What is a medical leave policy?

A medical leave policy is a formalized set of guidelines and procedures established by an organization to address the circumstances under which employees can take time off from work due to health-related reasons.

This policy outlines the conditions under which medical leave can be granted, the duration of the leave, the documentation required, and any compensation or benefits associated with it.

It serves as a protective measure, ensuring that employees have the necessary time to recover from illnesses, surgeries, or other medical conditions without the fear of losing their job or facing workplace repercussions.

Why is it important to have a medical leave policy?

Having a medical leave policy in a company is crucial for both the well-being of employees and the smooth operation of the organization.

Firstly, it demonstrates a company’s commitment to the health and welfare of its employees. When employees know that their health and recovery are prioritized, it fosters a sense of security and loyalty, leading to increased morale and job satisfaction.

Furthermore, a well-defined medical leave policy provides a structured framework for managers and HR professionals, ensuring consistency in decision-making and reducing potential legal liabilities. It sets clear expectations regarding the process, duration, and documentation required, minimizing ambiguities and potential conflicts.

Step-by-step instructions to write a medical leave policy

1. Research and benchmarking

Start by understanding legal requirements, such as the FMLA, and industry best practices related to medical leave.

2. Define the scope

Clearly state who the policy applies to, considering full-time employees, part-time employees, contractors, etc.

3. Draft the policy

Begin with a clear title and brief overview. Delve into a detailed explanation, ensuring clarity and comprehensiveness. List down the key components, ensuring they are exhaustive and relevant.

4. Consultation

Engage with legal experts to ensure the policy is compliant with all regulations. Also, consult with department heads and managers for practical insights.

5. Feedback loop

Circulate the draft among a select group for feedback. This helps in identifying any gaps or ambiguities.

6. Finalize and implement

After incorporating feedback, finalize the policy. Organize training sessions to familiarize employees with the new policy.

7. Regular review

Set a periodic review, preferably annually, to ensure the policy remains relevant and effective. Update based on changing organizational needs or legal requirements.

Medical leave policy template

[Organization Name]

Medical leave policy

1. Purpose & Brief

This policy aims to provide employees of [Organization Name] with clear guidelines and support when seeking medical leave due to illness, injury, or other medical conditions.

2. Scope

This policy applies to all full-time employees of [Organization Name]. Part-time employees and contractors may refer to their specific contractual agreements for related provisions.

3. Eligibility

Employees who have been with [Organization Name] for a minimum of [e.g., “six months”] are eligible to apply for medical leave.

4. Duration of leave

Employees can avail up to [e.g., “12 weeks”] of medical leave in a calendar year. Extensions can be considered based on medical certifications and organizational requirements.

5. Documentation

Employees must provide a valid medical certificate from a registered medical practitioner, detailing the nature of the illness and the estimated recovery time.

6. Return to work

Upon recovery, employees are expected to notify their respective managers and HR at least [e.g., “one week”] in advance of their return. A fitness certificate might be required based on the nature of the illness.

7. Compensation

As per the FMLA, employers are not mandated to provide paid leave1. However, [Organization Name] allows employees to utilize their accrued paid leaves like sick leave or vacation during this period.

8. Confidentiality

All medical records and information will be kept confidential and will only be accessed by authorized personnel for official purposes.

9. Non-retaliation

Employees availing medical leave will not face any form of retaliation or discrimination. Any such incidents should be reported to HR immediately.

Signature:
[Employee Name] ________________________ Date: ____________

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Medical leave policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a drug and alcohol policy?

The drug & alcohol policy is designed to promote a safe, healthy, and productive workplace by addressing the potential challenges and risks associated with drug and alcohol use. 

Substance misuse can lead to decreased productivity, increased workplace accidents, and compromised decision-making. 

A drug & alcohol policy should include:

• Scope of the policy defining who the policy applies to and under what circumstances
• Prohibited behaviors outlining specific actions that are not allowed, such as the use or possession of illegal drugs at work
• Support and rehabilitation assistance to employees who self-disclose or are identified as having substance misuse issues
• Consequences of violation detailing the disciplinary actions that will be taken if the policy is breached

Why is it important to have a drug & alcohol policy for your organization?

Substance misuse can lead to impaired judgment, increased risk of accidents, and decreased efficiency. 

By setting clear guidelines, the organization can mitigate these risks, uphold its duty of care towards its employees, and maintain its reputation. 

Furthermore, a well-defined policy provides a framework for supporting employees facing substance misuse challenges, emphasizing the organization’s commitment to employee well-being.

Step-by-step instructions to write a drug & alcohol policy

1. Research legal requirements: Understand the legal implications related to drug and alcohol use in the workplace, considering both national and local regulations.
2. Consult with stakeholders: Engage with department heads, legal teams, and employee representatives to gather insights and ensure the policy is comprehensive.
3. Draft the policy: Start with the scope, defining who it applies to. Detail prohibited behaviors, such as the consumption of alcohol during work hours or the use of illegal drugs. Use real-life examples, like “Employees are prohibited from consuming alcohol during lunch breaks.”
4. Incorporate support mechanisms: Outline procedures for employees to seek help, such as counseling or rehabilitation programs.
5. Define consequences: Clearly state the disciplinary actions for violations, using examples like “Possession of illegal drugs on company premises will lead to immediate termination.”
6. Review and feedback: Circulate the draft among a select group for feedback, ensuring clarity and comprehensiveness.
7. Finalize and implement: After incorporating feedback, finalize the policy and communicate it to all employees.

Drug & alcohol policy template

[Organization Name]

Drug & Alcohol Policy

1. Purpose & Brief

This policy aims to ensure a safe, healthy, and productive work environment by addressing the use and misuse of drugs and alcohol within [Organization Name].

2. Scope

This policy applies to all employees, contractors, and visitors of [Organization Name].

3. Prohibited behaviors

Consumption of alcohol during work hours, including lunch breaks.

Use or possession of illegal drugs on company premises.

Reporting to work under the influence of drugs or alcohol.

4. Support and rehabilitation

Employees struggling with substance misuse are encouraged to seek help. [Organization Name] offers counseling and support programs to assist in recovery.

5. Consequences of violation

Violations of this policy, such as possession of illegal drugs, will result in disciplinary actions, up to and including termination.

6. Reporting

Employees are encouraged to report any suspected violations to their supervisors or the HR department.

7. Review

This policy will be reviewed annually to ensure its continued relevance and effectiveness.

Signature:

[Employee Name] ________________________ Date: ____________

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Drug and alcohol policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This employee code of conduct policy should include:

1. Guidelines on compliance with laws and ethical behavior.
2. Standards for respect in the workplace and prevention of discriminatory behavior or harassment.
3. Protocols for the protection and appropriate use of company property.

The post Sample Employee Code of Conduct Policy appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is the 360 feedback policy?

360 feedback, also known as multi-rater feedback, is a system where employees receive confidential and anonymous feedback from multiple sources within the organization. This feedback process differs from traditional performance reviews as it incorporates perspectives from various individuals who interact with the employee in different capacities. The primary aim is to provide a holistic view of an individual’s performance, strengths, and areas for improvement. By gathering diverse insights, the organization can foster a culture of continuous learning and development, ensuring that feedback is well-rounded and actionable.

A 360 feedback policy should include:

1. Clear objectives defining the purpose of the 360 feedback process, whether it’s for development, performance evaluation, or both
2. Selection of reviewers with guidelines on choosing appropriate reviewers who have significant interaction with the employee
3. Feedback confidentiality assuring that will remain anonymous to encourage honest responses
4. Feedback implementation with Steps on how the feedback will be used for the employee’s development and growth

Why is it important to have a 360 feedback policy for your organization?

Having a 360 feedback policy is crucial as it promotes a culture of open communication and continuous improvement. It provides employees with a comprehensive understanding of their performance from multiple perspectives, highlighting both their strengths and areas for growth.

This holistic approach ensures that feedback is not skewed by a single viewpoint.

Moreover, it aids in identifying potential areas of bias, promoting fairness, and fostering a culture of diversity, equality, and inclusion. By institutionalizing this feedback mechanism, organizations can enhance employee engagement, boost morale, and drive overall business success.

Core competencies to check during feedback

Core competencies to check during a 360 feedback process often revolve around both technical and soft skills that are crucial for an individual’s role and the overall success of the organization. Here are some of the core competencies that are commonly assessed:

1. Technical proficiency: Depending on the role, this could involve assessing the individual’s knowledge and skills related to specific tools, technologies, or methodologies relevant to their job.
2. Communication skills: This encompasses the ability to convey ideas clearly, listen actively, and interact effectively with colleagues, subordinates, superiors, and external stakeholders.
3. Leadership and management: For those in leadership roles, it’s essential to evaluate their ability to inspire, guide, and manage teams, as well as their strategic vision and decision-making capabilities.
4. Teamwork and collaboration: This assesses an individual’s ability to work cohesively with others, contribute to team goals, and foster a collaborative environment.
5. Problem-solving and critical thinking: This involves evaluating the individual’s ability to analyze situations, think critically, and come up with effective solutions to challenges.
6. Adaptability and flexibility: In today’s rapidly changing work environment, the ability to adapt to new situations, learn from experiences, and be open to change is crucial.
7. Customer focus: For roles that interact with customers or clients, it’s essential to assess the individual’s commitment to meeting customer needs and ensuring satisfaction.
8. Initiative and proactiveness: This competency evaluates the individual’s drive to take the lead, anticipate challenges, and act without always waiting for direction.
9. Integrity and ethics: This assesses the individual’s adherence to the organization’s values, ethical standards, and principles in their daily work.
10. Continuous learning and development: This competency evaluates an individual’s commitment to personal and professional growth, including seeking feedback, learning from experiences, and pursuing further training or education.

Step by step instructions on how to write your own 360 feedback policy

1. Define the purpose

Clearly state the objectives of the 360 feedback process. Decide if it’s for development, appraisal, or both.

2. Choose the reviewers

Set guidelines on selecting reviewers. They should be individuals who have frequent interactions with the employee, such as peers, supervisors, and direct reports.

3. Design the feedback form

Create a balanced mix of open-ended and closed-ended questions. Ensure questions are specific, actionable, and unbiased.

4. Feedback collection

Decide on the medium (online surveys, paper forms) and set a timeline for feedback submission.

5. Feedback analysis

Collate the feedback and analyze the results. Look for patterns and areas of consensus.

6. Feedback Discussion

Arrange a meeting with the employee to discuss the feedback. Ensure the conversation is constructive, focusing on growth and development.

7. Action Plan

Based on the feedback, create an actionable development plan for the employee.

8. Review

Periodically review the policy to ensure it remains relevant and effective.

360 Feedback Policy Template

[company name] – 360 Feedback Policy

Brief & Purpose

This policy outlines the process and guidelines for conducting 360 feedback reviews at [company name] . The primary objective is to foster a culture of continuous learning and development by providing employees with a holistic view of their performance.

Scope

All employees of [company name].

Policy guidelines

Objectives: The 360 feedback process aims to provide comprehensive feedback for individual development and growth.
Selection of reviewers: Employees will receive feedback from peers, supervisors, direct reports, and any other relevant stakeholders.
Feedback confidentiality: All feedback will remain anonymous to ensure honest and unbiased responses.
Feedback implementation: The HR department will collate and analyze the feedback, which will then be used to create individual development plans.

Feedback process

• HR will initiate the 360 feedback process annually
• Employees will be informed about the process and timeline
• Reviewers will be selected based on their interaction frequency with the employee
• Feedback will be collected through an online survey platform
• Post-analysis, individual feedback sessions will be scheduled
• An action plan will be developed based on the feedback received

Review

This policy will be reviewed annually to ensure its effectiveness and relevance.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post 360 feedback policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This Employee Attendance policy should include:

• Definitions of absenteeism, tardiness, and presenteeism.
• Procedures for reporting unforeseen absences and the consequences of unreported absences.
• Guidelines for managers to monitor attendance and address issues.

The post Employee Attendance Policy appeared first on Recruiting Resources: How to Recruit and Hire Better.

It also provides mechanisms for employees to raise concerns about potential discriminatory practices, ensuring that such concerns are addressed promptly and effectively.

What is a corporate affirmative action policy?

The Corporate Affirmative Action Policy is a commitment to fostering a diverse and inclusive work environment. 

It aims to ensure that all employment decisions, from hiring to promotions, are made without regard to race, color, religion, gender, national origin, age, disability, or any other protected characteristic. 

The policy not only addresses the legal requirements but also emphasizes the organization’s dedication to creating a workplace where every individual has an equal opportunity to succeed and is valued for their unique contributions.

A Corporate affirmative action policy should include:

1. Scope of the policy defining who it applies to and under what circumstances.
2. Equal employment opportunity statement
3. Procedures for reporting violations including clear guidelines on how employees can report potential violations 
4. Review and monitoring on employment practices to ensure compliance with affirmative action principles

Why is it important to have a corporate affirmative action policy for your organization?

A Corporate Affirmative Action Policy is essential to demonstrate an organization’s commitment to fairness, equality, and diversity. 

In today’s globalized world, diverse teams bring a range of perspectives, fostering innovation and better decision-making. 

By actively promoting equal opportunities, organizations not only comply with legal requirements but also attract a wider talent pool, enhancing their competitiveness. 

Furthermore, such a policy boosts the company’s reputation as an inclusive employer, leading to improved employee morale, retention, and overall organizational success.

Step-by-step instructions for HR to write a corporate affirmative action policy

• Understand legal obligations

Familiarize yourself with federal, state, and local regulations related to affirmative action. For instance, review requirements under Executive Order 11246 or the Equal Pay Act.

• Engage stakeholders

Consult with department heads, legal teams, and employee representatives to ensure the policy is comprehensive and addresses specific organizational needs.

• Draft the policy 

Begin by defining the scope. For example, “This policy applies to all employees, contractors, and job applicants of [Company Name].”

• Detail reporting mechanisms

Clearly outline how employees can report potential violations. For instance, “Employees can report concerns to the EEO-AAP coordinator or any officer of the company.”

• Incorporate monitoring procedures

Describe how the company will regularly review its employment practices to ensure compliance. For example, “Annual reviews will be conducted to assess hiring and promotion trends.”

• Seek feedback

Circulate the draft among a select group, including legal experts, for feedback to ensure clarity and compliance.

• Finalize and communicate

After incorporating feedback, finalize the policy and disseminate it widely, including training sessions, company publications, and the company’s website.

Corporate Affirmative Action Policy Template

[Organization Name]

Corporate Affirmative Action Policy

1. Purpose & Brief

This policy underscores [Organization Name]’s commitment to fostering a diverse and inclusive workplace, ensuring equal employment opportunities for all.

2. Scope

This policy applies to all employees, contractors, and job applicants of [Organization Name].

3. Equal Employment Opportunity Statement

[Organization Name] is dedicated to ensuring that all employment decisions are made without regard to race, color, religion, gender, national origin, age, disability, or any other protected characteristic.

4. Reporting violations

Employees can report potential violations to the EEO-AAP coordinator or any officer of the company. All reports will be treated with confidentiality and promptly investigated.

5. Review and monitoring

[Organization Name] will conduct annual reviews of its employment practices to ensure compliance with this policy and the principles of affirmative action.

6. Commitment

[Organization Name] is committed to creating a workplace where every individual is valued, and their unique contributions are recognized and nurtured.

Signature:

[Employee Name] ________________________ Date: ____________

This is a simple policy template. For a more detailed approach you can visit US Department of Labor here.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Corporate affirmative action policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

A temporary disability policy should include:

• Eligibility criteria considering factors like duration of employment and the nature of the disability
• Benefit amount on the percentage of wages that will be provided as benefits during the disability period
• The duration of benefits and the specific conditions under which extensions can be granted
• Documentation requirements

What is a temporary disability policy?

This policy ensures that employees receive a portion of their wages during their period of disability, allowing them to focus on recovery without the added financial stress.

It provides clarity on eligibility, benefit amounts, duration, and the application process, ensuring transparency and fairness in the provision of temporary disability benefits.

Why is it important to have a temporary disability policy?

Having a temporary disability policy in place is essential for both the well-being of employees and the overall health of an organization.

For employees, it offers a safety net during unforeseen medical challenges, ensuring they receive financial support when they are temporarily unable to work due to non-work-related injuries or illnesses.

This financial cushion alleviates the stress of potential income loss, allowing the individual to focus solely on recovery.

From an organizational perspective, a temporary disability policy provides a structured framework that ensures consistency and fairness in handling such situations.

It sets clear guidelines on eligibility, benefit amounts, and the duration of support, minimizing ambiguities and potential conflicts.

Step-by-step instructions for HR to write a temporary disability policy:

1. Research and benchmarking

Start by understanding legal requirements and industry best practices related to temporary disability.

2. Define the scope

Clearly state who the policy applies to, considering full-time employees, part-time employees, and other staff categories.

3. Draft the policy

Begin with a clear title and brief overview. Delve into a detailed explanation, ensuring clarity and comprehensiveness. List down the key components.

4. Consultation

Engage with legal experts and insurance providers to ensure the policy is compliant with regulations and is financially sustainable.

5. Feedback loop

Circulate the draft among a select group for feedback. This helps in identifying any gaps or ambiguities.

6. Finalize and implement

After incorporating feedback, finalize the policy. Organize training sessions to familiarize employees with the new policy.

7. Regular review

Set a periodic review, preferably annually, to ensure the policy remains relevant and effective. Update based on changing organizational needs or legal requirements.

Temporary disability policy template

[Organization Name]

1. Purpose & Brief

This policy aims to provide employees of [Organization Name] with guidelines and support when seeking temporary disability benefits due to non-work-related injuries or illnesses.

2. Scope

This policy applies to all full-time employees of [Organization Name]. Part-time employees and other staff categories may refer to their specific contractual agreements for related provisions.

3. Eligibility

Employees who have been with [Organization Name] for a minimum of [e.g., “six months”] and have exhausted their sick leave are eligible to apply for temporary disability benefits.

4. Benefit amount

Eligible employees can receive up to [e.g., “80%”] of their regular wages during the period of their temporary disability.

5. Duration of benefits

Benefits can be availed for a period of up to [e.g., “12 weeks”]. Extensions can be considered based on medical certifications and organizational requirements.

6. Documentation:

Employees must provide a valid medical certificate from a registered medical practitioner, detailing the nature of the disability and the estimated recovery time.

7. Application process

Employees seeking temporary disability benefits should submit their application along with the necessary medical documentation to the HR department within [e.g., “7 days”] of the onset of the disability.

8. Confidentiality

All medical records and information will be kept confidential and will only be accessed by authorized personnel for official purposes.

9. Non-retaliation:

Employees availing temporary disability benefits will not face any form of retaliation or discrimination. Any such incidents should be reported to HR immediately.

Signature:
[Employee Name] ________________________ Date: ____________

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Temporary disability policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

It serves as a roadmap for employees, detailing how they can give back to the community in a way that also benefits the organization.

An employee volunteering policy should include:

• Types of supported volunteer activities
• Time-off and compensation policies
• Eligibility and participation
• Liability and risk management

What is a corporate volunteer policy?

A corporate volunteer policy is an organized framework that enables employees to participate in volunteer activities while aligning with the company’s values and objectives.

It often includes guidelines on the types of volunteer activities supported, time-off policies, and procedures for reporting and evaluation.

Why is it important to establish a volunteer policy?

Companies with robust volunteer programs often experience enhanced employee engagement and retention, contributing to a more stable and motivated workforce.
Additionally, these volunteer initiatives significantly bolster the company’s reputation within the community, serving as a form of positive public relations.

A well-crafted volunteer policy not only provides legal safeguards by setting clear guidelines but also aligns seamlessly with other company initiatives.

This creates a more cohesive work environment, where corporate social responsibility and business objectives mutually reinforce each other.

Step-by-step guide on how to write an employee volunteering policy

Step 1: Define the purpose and objectives

Start by outlining the overall goals for the volunteer program. Make sure these align with the company’s broader objectives and values.

Step 2: Specify supported volunteer activities

List the types of volunteer activities that the company will support. This could range from environmental clean-ups to educational initiatives.

Step 3: Set eligibility and participation criteria

Clearly define who is eligible to participate in the program and outline the process for signing up for volunteer opportunities.

Step 4: Detail time-off and compensation

Explain the company’s stance on time off for volunteer activities. This could include paid time off, flexible schedules, or other compensation methods.

Step 5: Address liability and risk management

Include provisions for managing potential risks, such as requiring employees to sign a waiver or ensuring appropriate insurance coverage.

Step 6: Implement reporting and evaluation mechanisms

Set up a system for tracking volunteer hours and activities. Also, establish metrics for evaluating the impact of the volunteer program.

Step 7: Review and revise

Once the initial draft is complete, review and revise as necessary. It may also be beneficial to seek legal advice to ensure all bases are covered.

Employee volunteering policy template

Introduction

Welcome to [company name] Corporate Volunteer Policy. This document outlines the guidelines and procedures for employees who wish to engage in volunteer activities. Our aim is to foster a culture of giving back to the community while aligning with [company name] core values and objectives.

Policy brief and purpose

The purpose of this policy is to:

• Encourage employees to contribute positively to the community.
• Provide a structured framework for volunteer activities.
• Align volunteer efforts with [company name] corporate social responsibility goals.

Supported volunteer activities

[Company name] supports the following types of volunteer activities:

• Environmental conservation efforts.
• Educational programs for underprivileged children.
• Community health and wellness initiatives.

Eligibility and participation

All full-time employees are eligible to participate in volunteer activities.
Interested employees must fill out a Volunteer Activity Request Form and submit it to the HR department for approval.

Time-off and compensation

Employees are allowed up to 16 hours of paid Volunteer Time Off (VTO) per year.

Additional unpaid time off for volunteering may be granted at the discretion of the department manager.

Liability and risk management

Employees must sign a liability waiver before participating in any volunteer activities.
[Company name] holds a general liability insurance policy that covers employees during approved volunteer activities.

Reporting and evaluation

Employees are required to log their volunteer hours using [company name] Volunteer Tracking System.

The HR department will evaluate the impact of volunteer activities annually, using metrics such as the number of volunteer hours logged and community feedback.

Code of Conduct

Employees must adhere to [company name] general Code of Conduct while participating in volunteer activities.

Any misconduct may result in disciplinary action and revocation of volunteer privileges.
Amendments

[Company name] reserves the right to amend this policy at any time. Employees will be notified of any changes.

Signature and Date
[HR Manager’s Name]
[Date]

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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What is a shared parental leave policy?

This policy outlines eligibility criteria, entitlements, application procedures, and return-to-work provisions. It promotes a family-friendly workplace, adheres to legal requirements, and provides clear guidance to employees, fostering a supportive and inclusive environment.

What a shared parental leave policy should include:

• Eligibility criteria: Detail the conditions that an employee must meet to be eligible for SPL. This often includes length of service, shared responsibility for the child, and the status of the partner.
• Procedure for requesting SPL
• Rights during SPL: Clarify the rights of employees during SPL, such as the accrual of annual leave and pension contributions.
• Return to work process

Step by step instructions

Creating a Shared Parental Leave (SPL) policy involves several steps. Here’s a step-by-step guide:

Step 1: Understand the legal requirements

Before you start writing, familiarize yourself with the legal requirements for SPL in your jurisdiction. This will help you understand what you must include in your policy to comply with the law.

Step 2: Define the purpose and scope

Start by defining the purpose of the policy. This should include a statement about your company’s commitment to supporting employees who are new parents. Then, define the scope of the policy, i.e., who it applies to.

Step 3: Define key terms

Define any key terms used in the policy. This might include “Shared Parental Leave”, “Shared Parental Pay”, “eligible employee”, “partner”, and any other terms that are relevant to your policy.

Step 4: Outline the eligibility criteria

Clearly outline the criteria that an employee must meet to be eligible for SPL. This might include length of service, shared responsibility for the child, and the status of the partner.

Step 5: Define the entitlement

Explain how much SPL and Shared Parental Pay (ShPP) an employee is entitled to, and how this can be split between parents.

Step 6: Explain the procedure for requesting SPL

Outline the process that employees must follow to request SPL. This should include any notice periods, forms to be completed, and how the leave can be split (e.g., into discontinuous blocks).

Step 7: Clarify rights during SPL

Clarify the rights of employees during SPL. This might include the accrual of annual leave, pension contributions, and the right to remain in contact with the workplace.

Step 8: Outline the return to work policy

Explain the employee’s rights upon returning to work. This should include the right to return to the same job (or a suitable alternative) and any potential flexible working arrangements.

Step 9: Address policy abuse

Mention the consequences if the policy is misused. This could include disciplinary action.

Step 10: Include a policy review statement

State that the policy will be reviewed periodically to ensure it remains relevant and compliant with any changes in legislation.

Step 11: Review and legal approval

Once the policy is written, it should be reviewed by HR and legal experts to ensure it is legally compliant and suits the specific needs of your company and its employees.

Shared parental leave policy template

Brief & purpose

Our company is committed to supporting the families of our employees. We understand the importance of parental involvement in the early life of a child. Therefore, we offer Shared Parental Leave (SPL) to eligible employees. This policy outlines the terms and conditions of SPL.

Scope

This policy applies to all employees of the company, regardless of their gender or type of contract (full-time, part-time, temporary).

Eligibility

To be eligible for SPL, an employee must:

• Be the mother, father, adopter, or intended parent of the child.
• Share the main responsibility for the care of the child with the child’s other parent.
• Have a minimum of 26 weeks of service with the company by the end of the 15th week before the child’s expected due date or adoption placement.

Entitlement

Eligible employees may be entitled to a maximum of 50 weeks of SPL and 37 weeks of Shared Parental Pay (ShPP) which can be shared between the parents. The actual amount of leave and pay will depend on how much maternity or adoption leave and pay has been used.

Notice of Intention to take SPL

Employees must notify the company of their intention to take SPL at least 8 weeks before they want the leave to start. The notice must include the expected week of childbirth or adoption, the duration of the leave, and how it will be divided between the parents.

Booking SPL

After providing the notice of intention, employees must also provide a leave booking notice at least 8 weeks before the start of each block of leave.

Returning to work

Employees have the right to return to the same job after SPL if the leave is for 26 weeks or less. If the leave is for more than 26 weeks, they have the right to return to the same job, or if that is not possible, to a similar job with equivalent terms and conditions.

Policy Review

This policy will be reviewed annually to ensure it continues to meet the needs of our employees and the company.

Disclaimer: This template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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What is an Independent Contractor Agreement?

An Independent Contractor Agreement is a legal document that outlines the contractual obligations between a client and a contractor. It’s used when a client hires a contractor to perform a specific task or project. The agreement ensures that both parties understand their responsibilities, the scope of work, payment details, and other terms and conditions.

What should an Independent Contractor Agreement include?

An Independent Contractor Agreement should include the following sections:

• The Parties: Identifies the client and the contractor, including their legal names and addresses.
• Services: Describes the services the contractor will provide.
• Compensation: Details how and when the contractor will be paid.
• Assignment: States whether the parties can assign their rights and obligations under the agreement to another party.

Brief & Purpose

The purpose of an Independent Contractor Agreement is to clearly define the relationship between a client and a contractor, establish the scope of work, and protect both parties’ rights. It provides a legal framework that can help prevent misunderstandings and disputes.

Step by step instructions

The parties: Clearly identify the client and the contractor. Include their full legal names and addresses.

Services: Describe in detail the services the contractor will provide. Be as specific as possible to avoid any confusion.

Term: Define the start and end dates of the agreement. If the end date is dependent on the completion of the services, state this clearly.

Termination: Specify the conditions under which either party can terminate the agreement. This could be due to a breach of contract, or at the discretion of either party with a certain amount of notice.

Compensation: Detail the payment terms, including the amount, payment schedule, and method of payment. If the contractor will be paid hourly, per project, or on commission, state this clearly.

Other expenses: If the client will cover any additional costs, such as materials or travel expenses, list these in this section.

Indemnification: Include a clause stating that the contractor will compensate the client for any harm or loss related to the contractor’s work.

Insurance required: If the contractor is required to maintain certain insurance policies, list these requirements. The client may wish to review these policies before work begins.

Other business activity: If the contractor is allowed to engage in other business activities during the term of the agreement, state this. If the contractor is prohibited from soliciting the client’s employees or clients, include this restriction.

Assignment: Typically, neither party can assign their rights and obligations under the agreement to another party without written consent. If this is the case, state it in this section.

Relationship defined: Emphasize that the contractor is not an employee, agent, or partner of the client. The contractor is an independent contractor, responsible for their own taxes and benefits.

Other agreements: Affirm that the agreement is the complete and exclusive statement of the parties’ understanding, superseding all prior agreements and discussions.

Legal notice: Specify how legal notices will be delivered, typically in writing and either personally or by certified mail.

Governing law: Identify the state law that will govern the agreement. This is typically the state where the client is located or where the services will be performed.

Signatures: Both parties should sign and date the agreement to make it legally binding. Include a line for each party to print their name.

Independent contractor agreement template

I. THE PARTIES

This Independent Contractor Agreement (“Agreement”) made this ____________, 20__ is by and between:

Contractor: ________________ with a mailing address of ________________________ (“Contractor”), and

Client: ________________ with a mailing address of ________________________ (“Client”).

II. SERVICES
The Client shall pay, and the Client shall provide the following services: ________________________________________________________.

III. TERM
The services shall begin on ____________, 20__ and end: (check one)
☐ – When the services are complete.
☐ – On the date of ____________, 20__.
☐ – Other. ________________________________.

IV. TERMINATION
Either the Client or the Contractor:
☐ – Cannot terminate this Agreement unless either party breaks its terms.
☐ – Can terminate this Agreement, without cause, by giving the other Party ____ days’ notice and providing their obligations up until termination.

V. COMPENSATION
In exchange for the services provided by the Contractor, the Client agrees to pay the following: (check one)
☐ – $________ / Hour.
☐ – $________ for the services.
☐ – Commission in the amount of: ________________.
☐ – Other: ________________________________.

VI. OTHER EXPENSES
In addition to the Contractor’s compensation, the Client agrees to pay the Contractor for the following: (check all that apply)
☐ – Materials. The Contractor’s materials used for providing the services.
☐ – Travel Expenses. The Contractor’s travel expenses to and from the location of where the services are being provided in addition to any other needs the services require.
☐ – Insurance. Any insurance required by the Contractor that is needed specifically for the services provided.
☐ – Other: ________________________________.

VII. INDEMNIFICATION
The Contractor shall indemnify and hold the Client harmless from any loss or liability from performing the Services under this Agreement.

VIII. INSURANCE REQUIRED
The Contractor is required to have liability insurance and workers’ compensation insurance in accordance with industry standards and state law. The Client has the right to review such insurance policies prior to the commencement of the services.

IX. OTHER BUSINESS ACTIVITY
The Contractor may engage in other business activities provided, however, that Contractor shall not during the term of this Agreement solicit the Client’s employees, clients, accounts, or other related business endeavors of the Client.

X. ASSIGNMENT
Neither the Client nor the Contractor may assign this Agreement without the express written consent of the other party.

XI. RELATIONSHIP DEFINED
Nothing in this Agreement shall indicate the Contractor is a partner, agent, or employee of the Client. The Client employs the Contractor as an independent contractor, and the Contractor hereby accepts.

XII. OTHER AGREEMENTS
It is agreed between the parties that there are no other agreements or understandings between them relating to the subject matter of this Agreement. This Agreement supersedes all prior agreements, oral or written, between the parties and is intended as a complete and exclusive statement of the agreement between the parties. No change or modification of this Agreement shall be valid unless the same be in writing and signed by the parties.

XIII. LEGAL NOTICE
All notices or required or permitted to be given hereunder shall be in writing and may be delivered personally or by Certified Mail – Return Receipt Requested, postage prepaid, addressed those mentioned in Section I.

XIV. GOVERNING LAW
This Agreement shall be construed in accordance with and governed by the laws under the state of ________________.

SIGNATURES
Contractor’s Signature: _____________________________ Date: __________
Print Name: _____________________________

Client’s Signature: _____________________________ Date: __________
Print Name: _____________________________

Please note that this eforms template is a general structure and should be customized to fit the specific needs and legal requirements of your situation. Always consult with a legal professional when drafting legal agreements.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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What is a Non-Disclosure Agreement (NDA) Policy?

A Non-Disclosure Agreement (NDA) policy is a set of guidelines that outline how employees should handle sensitive and proprietary information. It’s crucial to protect your company’s intellectual property, trade secrets, and other confidential data. An NDA policy helps ensure that employees understand their responsibilities and the potential consequences of disclosing sensitive information.

A Non-Disclosure Agreement (NDA) policy should include:

• The definition of confidential information
• Handling of confidential information
• Disclosure rules
• Consequences for breach

How restrictive should my company NDA policy be?

The restrictions in your NDA policy should be reasonable and necessary to protect your company’s interests. It should clearly define what constitutes confidential information and provide guidelines on how to handle such information. It should also outline the potential disciplinary actions for breaches of the policy.

How do I distribute it?

Your NDA policy should be part of your employee handbook or live inside your policy database (e.g., in your HRIS). Make sure all employees have read and signed it, especially those who have access to sensitive information. Remember, this policy is a living document and should be updated as necessary to reflect changes in laws, regulations, and business practices. Again, every update should be read and signed by all employees as well.

Policy Brief & Purpose

Our Non-Disclosure Agreement (NDA) policy provides a framework for handling confidential information. This policy provides practical advice to avoid issues that might arise from the careless handling of sensitive data.

Scope

We expect all employees at [Company] to follow this policy.

Policy Elements

Handling Confidential Information

We expect our employees to handle confidential information responsibly and to ensure that such information is not disclosed to unauthorized individuals or entities. Confidential information includes, but is not limited to, trade secrets, business plans, customer lists, financial data, and proprietary technology.

We advise our employees to:

• Understand what information is considered confidential
• Not disclose confidential information without proper authorization
• Securely store and dispose of confidential information
• Report any suspected breaches of this policy immediately
• Representing our Company

Some employees may be required to discuss confidential information with clients, vendors, or other third parties. In these cases, employees should:

• Only disclose the necessary information
• Ensure that the third party understands the confidential nature of the information
• Seek to have the third party sign a Non-Disclosure Agreement when appropriate

Disciplinary Consequences

We take breaches of this policy seriously.

We may have to take disciplinary action leading up to and including termination if employees do not follow this policy’s guidelines. Examples of non-conformity with the employee NDA policy include but are not limited to:

• Unauthorized disclosure of confidential information
• Failure to properly secure confidential information
• Failure to report known breaches of this policy

If you violate this policy inadvertently, you may receive a reprimand. We expect you to comply after that, or stricter disciplinary actions may apply.

Disclaimer

Remember, this is a template and should be customized to fit the specific needs and culture of your company.

This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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What is a long-term disability policy?

A long-term disability policy is a systematic process that involves providing financial support to employees who are unable to work due to a long-term disability. This policy outlines the company’s approach to managing long-term disability, including the process of filing a claim, the benefits provided, and the return-to-work plan.

A long-term disability policy should include:

• The definition of long-term disability
• The responsibilities of the employer and employees in the long-term disability process
• The process for filing a claim and receiving benefits
• The steps the organization will take to support the employee
• The potential consequences for fraudulent claims

Policy brief & purpose

Our Long-Term Disability Policy provides a framework for supporting employees who are unable to work due to a long-term disability. This policy provides practical advice to avoid issues that might arise from the disability management process.

Scope

This policy applies to all employees.

Policy elements

Understanding long-term disability

Long-term disability is a condition that prevents an employee from performing their regular work duties for an extended period. The process includes filing a claim, receiving approval, and receiving benefits to replace a portion of the employee’s income.

Implementing long-term disability policy

We are committed to supporting all employees in times of need. In that spirit, we will:

• Ensure that the process for filing a claim is clear, transparent, and easily accessible
• Maintain open lines of communication with all employees to address concerns promptly
• Provide support and resources to employees to navigate the long-term disability process
• Regularly review and update our long-term disability policy to ensure it is fair and transparent

Addressing disability issues

If you are experiencing a long-term disability, we encourage you to:

• File a claim as soon as possible
• Discuss these issues with your supervisor or HR department as soon as possible
• Seek advice and support from the HR department

We will investigate all reports thoroughly and take necessary actions to support the employee. This may include providing resources, facilitating the claim process, or creating a return to work plan.

Disciplinary consequences

We will accept and process each long-term disability claim in good faith. In the rare instance that an employee’s claim is found to be fraudulent, they may face disciplinary action, up to and including termination. Examples of such behavior include, but are not limited to:

• Filing a fraudulent claim
• Misrepresenting the extent of the disability
• Failing to comply with the terms of the policy

Disclaimer

Remember, this is a template and should be customized to fit the specific needs and culture of your company.

This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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What is a Performance Management Policy?

Performance Management is a systematic process that involves improving the effectiveness of a company by improving the performance of its employees. This policy outlines the company’s approach to managing employee performance, including the setting of objectives, performance reviews, feedback, and development plans.

A Performance Management Policy should include:

• The definition of performance management
• The responsibilities of the employer and employees in the performance management process.
• The process for setting objectives and conducting performance reviews.
• The steps the organization will take to address performance issues.
• The potential consequences for unsatisfactory performance.

This Performance Management Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

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Constructive dismissal, also known as constructive discharge or constructive termination, occurs when an employee resigns from their job due to a significant and negative change in their working conditions. 

A constructive dismissal policy should include:

• The definition of constructive dismissal.
• The responsibilities of the employer and employees to prevent such situations.
• The process for employees to report issues that could lead to constructive dismissal.
• The steps the organization will take to investigate and address such reports.
• The potential consequences for individuals or actions that lead to constructive dismissal.

This Constructive Dismissal Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

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Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Employment contract types
• Equal opportunity employment
• Recruitment and selection process
  • Background checks
  • Referrals
• Attendance

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What is a corporate credit card policy?

A credit card policy is part of a company’s accounting policies. It clarifies the terms of use of a company card issued in employees’ names. These policies also aim to protect the company from inappropriate use and to make sure the repercussions are clear.

How to write a company credit card policy

Before you start crafting your corporate credit card policy and procedures, be sure to know what credit cards you want to use, the requirements of your credit card provider and your own company’s needs. Once you have all the necessary information, start outlining the most important factors. Most company credit card policies for employees include these points:

• Which employees are eligible to hold a company card
• What the responsibilities of the cardholders are
• The limits and limitations of credit cards
• The process for submitting expenses
• Consequences for inappropriate use

To get a head start, use our company credit card policy template to define your guidelines. To further refine the policy to your own specifications, consult this guide.

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Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Progressive discipline
• Resignation
  • Tuition or relocation reimbursement
  • Forced resignation
• Termination
• References

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Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Employee health
• Workers’ compensation
• Work from home
  • Remote working
• Employee expenses
• Company car
• Parking
• Company-issued equipment

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Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Compensation status
  • Overtime
• Payroll
• Performance management
  • How we expect managers to lead employees
• Employee training and development

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This drug testing policy template is ready to be tailored to your company’s needs and can be a starting point for setting up your employment policies.

The drug testing policy should include:

1. Clear guidelines on when and how drug tests will be conducted, ensuring respect for individual rights and confidentiality
2. Specific instances that constitute “reasonable suspicion” for administering a drug test, along with the types of drugs being tested for
3. Procedures for contesting false positives and the company’s stance on prescription drugs, marijuana, and alcohol usage

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This employee bonus policy template is ready to be tailored to your company’s needs and can be a starting point for setting up your employment policies.

This employee bonus policy should include:

1. Clear criteria for eligibility: Defining which employees qualify for bonuses and under what conditions
2. Types of bonuses: Differentiating between lump-sum bonuses, year-end bonuses, and incentive plans, and detailing the conditions for each
3. Procedures for application and approval: Explaining how bonuses are recommended, approved, and disbursed

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This Jury Duty policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This jury duty policy should include:

1. Guidelines on jury duty pay: Specifying the duration of paid or unpaid leave for exempt and hourly employees
2. Documentation requirements: Asking employees to provide a copy of their summons and proof of service
3. Provisions for inconvenient timings: Procedures for requesting postponements if the summons clashes with crucial company operations

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This Record Retention policy template is ready to be tailored for your company’s needs and is a starting point for setting up your employment policies.

This record retention policy should include:

1. Guidelines for creating records: Ensuring accuracy, proper categorization, and marking confidential records appropriately
2. Authorization levels: Determining who can access specific records and ensuring confidentiality and data protection
3. Retention and discarding procedures: Specifying the duration for retaining records and the methods for safely discarding them after the retention period

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This internal hiring process policy template is ready to be tailored to your company’s needs. Add or delete parts according to your own internal hiring strategies and modify the tone and language to match your company’s voice.

This internal hiring process policy should include:

1. Guidelines for Posting and Communication: How and where job vacancies are communicated to existing employees
2. Evaluation and Interview Procedures: Steps for assessing internal applications and conducting interviews
3. Confidentiality and Internal Mobility: Ensuring application confidentiality and encouraging employees to explore roles across teams and departments

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This Payroll Advance policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This payroll advance policy should include:

1. Eligibility criteria: Defining who can request a payroll advance, such as permanent employees who have completed their probation period.
2. Reasons for requesting Advance: Distinguishing between legitimate and non-legitimate reasons for seeking an advance.
3. Repayment terms: Detailing how the advanced amount will be deducted from future paychecks, including possible installment options.

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This Workplace Visitor Policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies. The Workplace Visitor Policy may also be referred to as a Company Visitor Policy.

The workplace visitor policy should include:

1. Visitor Sign-In and Identification: Procedures for visitors to sign in, show ID, and receive visitor passes
2. Guidelines for Personal Visitors: Rules for employees bringing personal visitors and the areas they can access
3. Contractors and Service Vendors: Provisions for contractors and vendors, including badge requirements and access limitations

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This Solicitation company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The solicitation policy should include:

1. Definition of solicitation: Clarifying what constitutes solicitation, such as seeking donations, selling merchandise, or requesting political support
2. Guidelines for employees: Rules for when and how employees can solicit from colleagues without causing disturbances
3. Restrictions for non-employees: Prohibitions for non-employees, including former employees, regarding solicitation on company premises

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This Accident Reporting company policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. It can be modified as an incident reporting policy as needed.

The accident reporting policy should include:

1. Types of Accidents: Definitions of incidents that must be reported, from minor injuries to severe accidents
2. Reporting Obligations: Emphasizing the importance of timely reporting and detailing what should be included in reports
3. Procedure: Steps to follow when witnessing or involved in an accident, including notifying supervisors or HR and completing official forms

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This Employee Smoking Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This smoking policy should include:

1. Protection measures: Ensuring non-smokers are protected from second-hand smoke and maintaining a clean workplace image.
2. Specific areas: Designating where smoking is allowed and prohibited, including indoor restrictions.
3. Company’s responsibilities: Placing signs, communicating the policy, and offering smoking cessation programs.

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This Employee Mental Health policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This solicitation policy should include:

1. Definition and identification: Understanding what constitutes mental health issues and their manifestations in the workplace
2. Company actions: Proactive measures to treat mental illness seriously, support affected employees, and create a positive work environment
3. Awareness and support: Raising mental health awareness, offering professional services, and encouraging open communication

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This Hot Desking Policy template is ready to be tailored for your company’s needs and should be considered a starting point for setting up your employment policies.

The hot desking policy should include:

1. Definition and purpose: Explaining the concept of hot desking and its benefits, such as saving space and promoting networking
2. Employee responsibilities: Guidelines on keeping desks tidy, removing personal items, and respecting shared spaces
3. Company responsibilities: Providing necessary equipment, creating an open-plan office, and ensuring adequate facilities for all employees

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This Employee Recruitment and Selection Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your recruiting policies.

This Employee Recruitment and Selection policy should include:

1. Process overview: Explanation of the recruitment and selection process, from identifying the need for an opening to making an official job offer.
2. Job posting guidelines: Details on posting jobs internally, creating job descriptions, and ensuring clarity and consistency in job ads.
3. Selection stages: Description of standard hiring stages, such as resume screening, phone screening, and interviews, with flexibility to add or remove stages as needed.

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This resignation policy template is ready to be tailored to meet your company’s needs and should be considered a starting point for setting up your employment policies. An employee resignation policy may also be called a voluntary termination policy.

The “employee resignation” policy should include:

1. Notice of resignation: Guidelines on how and when employees should provide notice, including the recommended notice period.
2. Exit interviews: The process of conducting exit interviews to gather feedback from departing employees.
3. Rehire policy: Conditions under which a former employee may be considered for rehiring.

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This New Hire Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The New hire policy should include:

1. Making new hires feel welcome and helping them get acquainted with their team
2. Providing relevant information about their position, company principles, orientation, mission, and procedures
3. Implementing onboarding steps both before the new hire’s first day and during their initial months on the job

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This employee performance review policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This employee performance review policy should include:

1. Clear criteria defining good performance, such as meeting targets, adhering to company policies, and exhibiting a collaborative attitude
2. Regularly scheduled performance reviews, specifying the frequency (e.g., annual, bi-annual, quarterly) and the associated procedures
3. Guidelines for rewards, training opportunities, and frequent communication between managers and employees to ensure continuous feedback

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This sample employee probationary period policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your custom employee probation period policy. A probationary period company policy may also be referred to as a probation policy.

The probationary period policy should include:

1. Clear criteria for evaluating an employee’s performance, behavior, and collaboration during the probationary phase
2. Specific circumstances under which an existing employee might be placed on probation, such as after a promotion or due to disciplinary reasons
3. Guidelines on the potential outcomes at the end of the probationary period, including retention, demotion, or termination

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This Pets is the workplace policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The pets in the workplace policy should include:

1. Specific criteria for the types of pets allowed, their training requirements, and any breed or size restrictions
2. Owner responsibilities, including cleaning up after their pets, supervising them, and ensuring they don’t disturb coworkers or damage property
3. Designated areas where pets are allowed and prohibited, along with procedures for addressing complaints or concerns related to pets

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This Short-Term Disability Policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

The short-term disability policy should include:

1. Clear definitions of what constitutes short-term disability, distinguishing between temporary disabilities and minor injuries
2. Specific guidelines on the duration of short-term disability leave, the amount of disability pay, and any caps on the pay
3. Procedures for applying for short-term disability benefits, including the necessary documentation, reporting requirements, and steps to follow upon returning to work

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This Breastfeeding policy sample is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

This breastfeeding policy should include:

1. Provisions for a dedicated lactation room, ensuring it’s separate from other common areas, equipped with necessary amenities, and maintained for cleanliness and privacy
2. Clear guidelines on the duration and frequency of lactation breaks, along with compensation details during these breaks
3. Procedures for booking the lactation room, recording break times, and addressing any grievances or complaints related to breastfeeding accommodations

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This data serves as the foundation for numerous HR functions, including payroll processing, benefits administration, performance management, and succession planning.

Moreover, in the event of workplace emergencies, having immediate access to an employee’s emergency contact information can be crucial.

Additionally, maintaining up-to-date employee records helps HR professionals ensure compliance with labor laws and regulations, which often require employers to keep certain employee information on file.

Therefore, the role of an employee information form becomes indispensable in the HR toolkit.

What is an employee information form?

An employee information form is a standardized document used by companies to gather essential details about their employees. This form typically includes sections for personal information, job-related data, and emergency contact details.

How could an HRIS help you gather this information easily?

A Human Resource Information System (HRIS) like Workable can significantly simplify the process of gathering and managing employee information.

Workable allows HR teams to store all employee data in one place, making it easily accessible and manageable.

It also offers features like digital forms, which employees can fill out online, eliminating the need for paper forms and manual data entry.

This not only saves time but also reduces the risk of errors.

What a good employee information form should include?

A good employee information form should be comprehensive yet straightforward. It should include:

Personal Information: Full name, address, contact details, marital status, and spouse’s details.

Job Information: Title, department, supervisor, work location, start date, and salary.

Emergency Contact Information: Name, address, and contact details of the emergency contact.

The form should be easy to understand and fill out, with clear instructions and well-defined fields. It should also comply with privacy laws, ensuring the data collected is stored and used responsibly.

An employee information form is a vital tool for effective communication and smooth administrative processes within an organization.

You can download the form from the right sidebar.

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The interview process policy is ready to be tailored to your company’s needs. It could be part of your hiring guide.

What is the interview process policy?

The Interview Process Policy outlines the steps and guidelines to be followed when interviewing potential candidates for a position within the organization. 

It begins from the moment a job vacancy is identified, through to the screening of applications, shortlisting of candidates, conducting interviews, and finally, making a job offer. 

The policy ensures that every candidate is given an equal opportunity and is assessed based on merit, skills, and fit for the role. 

Additionally, it emphasizes the importance of maintaining professionalism, confidentiality, and respect throughout the process, ensuring that the organization’s reputation is upheld and that candidates have a positive experience regardless of the outcome.

A interview process policy should include:

1. Stages of the interview: A clear outline of the different phases, such as initial screening, technical interviews, HR interviews, and final discussions
2. Roles and responsibilities: Defining who is responsible for each stage, from screening resumes to conducting interviews and providing feedback
3. Evaluation criteria: Setting clear guidelines on how candidates will be assessed, ensuring consistency and fairness
4. Feedback and communication: Procedures for providing feedback to candidates and communicating the next steps or decisions

Why is it important to have an interview process policy?

An Interview Process Policy is crucial for ensuring that the recruitment process is consistent, transparent, and fair. It provides clear guidelines for both interviewers and candidates, ensuring that everyone is on the same page. 

A well-defined policy reduces the risk of biases, ensures that the best talent is selected, and upholds the organization’s reputation as a fair and desirable employer. 

Moreover, it ensures compliance with employment laws and regulations, reducing potential legal risks.

Step by step instructions on how to write your own interview process policy

1. Identify the need

Understand the specific requirements of your organization. For instance, tech companies might require coding tests, while marketing roles might focus on portfolio reviews.

2. Define the stages

Break down the interview process into clear stages. For example, initial screening, technical round, managerial round, and HR discussion.

3. Set roles and responsibilities

Assign specific individuals or teams to each stage. For instance, the technical team handles the technical round, while HR manages the final discussion.

4. Determine evaluation criteria

Set clear metrics or guidelines for evaluating candidates at each stage. This could include technical skills, cultural fit, or problem-solving abilities.

5. Feedback mechanism

Establish a system for interviewers to provide feedback and for candidates to receive updates on their status.

6. Review and update

Periodically review the policy to ensure it remains relevant and effective, making adjustments as needed.

Interview process policy template

Policy brief & purpose

This policy aims to provide clarity, structure, and fairness to the interview process at [Organization Name], ensuring that we consistently identify and onboard the best talent aligned with our values and objectives.

Scope

All recruitment activities and roles within [Organization Name].

Policy Guidelines

Interview process

Our interview process begins with a collaborative meeting between the hiring team and our recruiters to align on the role’s requirements. Once the job is posted, the initial interaction with potential candidates typically takes the form of a screening call or a one-way video interview.

This is followed by a cognitive assessment and a role-specific assignment to gauge their practical skills. The next phase involves a detailed interview with the hiring manager, where we use a scorecard for consistent evaluation. Candidates then engage with our senior leadership, allowing us to assess their strategic fit with our company’s vision.

Before finalizing our decision, we conduct reference calls to gain insights into the candidate’s past performance. The process concludes with successful candidates receiving an offer letter.

Things to avoid

As interviewers, it’s crucial to maintain professional boundaries and avoid certain topics:

Previous employers: While it’s acceptable to discuss reasons for leaving a past job, refrain from engaging in negative talk about former employers. If a candidate veers into unprofessional territory, redirect the conversation to more relevant topics.

Personal matters: Avoid delving into personal topics unless the candidate brings it up in a context relevant to their career. Remember, if it’s not a topic you’d discuss in a professional meeting, it’s likely inappropriate for an interview.

Sensitive topics: Politics, religion, and other controversial subjects have no place in interviews.

Overly casual conversations: While building rapport is essential, the primary focus should be on professional matters. Ensure the discussion remains centered on the role and the candidate’s qualifications.

Avoiding conflicts: Encounters with challenging candidates are inevitable. Regardless of their behavior, always remain calm, professional, and steer the conversation back to the job at hand.

Conclusion

[Organization Name] is committed to a transparent, fair, and comprehensive interview process, ensuring that we bring onboard individuals who resonate with our values and contribute to our vision.

The post Interview process policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This sexual harassment policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your company policies.

The sexual harassment policy should include:

1. A clear definition of what constitutes sexual harassment, including examples of unacceptable behaviors and actions
2. Procedures for reporting sexual harassment, detailing how victims or witnesses can come forward and the steps the company will take upon receiving a complaint
3. Measures to support victims of harassment, including options for mental health services, counseling, and ensuring their job and benefits remain unaffected

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An employment contract should include:

• Terms of employment: Duration, job role, responsibilities, and probationary period.
• Compensation and benefits: Salary, bonuses, benefits, and any other allowances.
• Termination clauses: Grounds for termination, notice periods, and severance pay.
• Confidentiality and non-compete clauses: Protecting company information and preventing employees from working with competitors for a specified duration post-employment.

What is an employment contract?

An employment contract is a binding document that delineates the rights, responsibilities, and obligations of both the employer and the employee. It serves as a reference point for both parties, ensuring that they are aware of their duties, compensation, benefits, and other pertinent details.

Furthermore, this contract acts as a protective measure, offering legal recourse in case of any breaches or disagreements. By having a clear and comprehensive employment contract, both employers and employees can operate with a clear understanding of expectations, leading to a harmonious working relationship.

What types of employment contracts are there?

Contracts serve as the backbone of professional relationships, clearly defining the terms, expectations, and obligations of both parties.

As organizations evolve and adapt to changing business landscapes, the need for varied employment arrangements arises.

Let’s delve into the different types of employment contracts, offering insights into their unique characteristics and applications.

Permanent employment contract

This type of contract is designed for employees who are hired for an indefinite period. It provides stability and assurance to the employee, indicating that the organization intends to employ them for the long term unless unforeseen circumstances arise.

Fixed-term employment contract

Tailored for employees who are brought on board for a specific duration or for a particular project, this contract has a clear start and end date. It’s commonly used for project-based roles or seasonal work.

Casual employment contract

This contract is for employees who are hired on an as-needed basis. They don’t have set regular hours but are called upon when there’s a demand. It offers flexibility to both the employer and the employee.

Zero-hours contract

Employees under this contract have no guaranteed hours. They are essentially on-call and work when required by the employer. It provides maximum flexibility for the employer but can be unpredictable for the employee in terms of income.

Freelance/contractor agreement

This is for self-employed individuals who provide specific services to the organization for a predetermined period or project. Unlike traditional employees, freelancers or contractors handle their own taxes and benefits.

Apprenticeship contract

Designed for individuals who are brought into the organization to learn a specific trade or profession, this contract ensures that the apprentice receives both training and a stipulated wage during their learning period.

Step by step instructions on how to write your own employment contract

1. Understand the role

Begin by detailing the job description, responsibilities, and expectations.

2. Determine the contract type

Based on the nature of the job, decide which type of employment contract is suitable.

3. Specify compensation

Clearly outline the salary, frequency of payment, bonuses, and any other financial benefits.

4. Include working hours

Define the regular working hours, overtime provisions, and any flexible working arrangements.

5. Detail leave entitlements

Mention annual leave, paid time off, sick leave, and other leave types.

6. Add termination clauses

Clearly state the grounds for termination, required notice periods, and any severance packages.

7. Confidentiality and non-compete

Ensure clauses that protect company secrets and prevent the employee from joining competitors immediately after leaving are included.

8. Review and legal check

Before finalizing, have the contract reviewed by legal professionals to ensure compliance with labor laws.

Employment contract template

This Employment Contract (“Contract”) is entered into as of [Date], by and between [Organization Name], herein referred to as the “Employer,” and [Employee Name], herein referred to as the “Employee.”

1. Position and duties: The Employee is hired as [Job Title]. The duties and responsibilities will include [Detailed Job Responsibilities].

2. Duration: This is a [Type of Contract, e.g., “Permanent”] contract, commencing on [Start Date].

3. Compensation: The Employee will receive a salary of [Amount] payable [e.g., “monthly”]. Additional benefits will include [List Benefits].

4. Working hours: The regular working hours are [e.g., “9 am to 5 pm, Monday to Friday”]. Overtime provisions are [Details about Overtime].

5. Termination: Either party can terminate this contract by giving [e.g., “one month”] notice. Grounds for immediate termination include [List Grounds].

6. Confidentiality: The Employee agrees not to disclose any confidential information pertaining to the Employer.

7. Non-compete: Upon termination, the Employee will not work with a competitor or start a similar business for a duration of [e.g., “one year”].

8. Governing law: This Contract is governed by the laws of [Country/State].

Both parties hereby agree to the terms set forth in this Contract.

Employer’s signature & date employee’s signature & date.

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Download this policy in .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Confidentiality and data protection
• Harassment and violence
  • Workplace harassment
  • Workplace violence
• Workplace safety and health
  • Preventative action
  • Emergency management
  • Smoking
  • Drug-free workplace

The post Workplace Policies appeared first on Recruiting Resources: How to Recruit and Hire Better.

Download this template in a .doc format by clicking on the link at the bottom of this page.

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Working hours
• Paid time off (PTO)
• Holidays
• Sick leave
  • Long-term illness
• Bereavement leave
• Jury duty and voting
• Parental leave
  • Paternity and maternity leave

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Your Employee Code of Conduct is one of the most important parts of your Employee Handbook. We created a code of conduct template to help you communicate your expectations to your employees in a clear and tactful manner.

Download this Code of Conduct for Employees template in .doc format by clicking on the link at the bottom of this page.

This employee code of conduct policy should include:

1. Clear guidelines on acceptable dress code, ensuring employees present themselves professionally and in line with company culture
2. Protocols for using digital devices, internet, and social media, emphasizing security, appropriate usage, and the distinction between personal and professional representation
3. Procedures for addressing conflicts of interest, ensuring transparency, and maintaining the company’s best interests

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

Contents:

• Dress code
• Cyber security and digital devices
  • Internet usage
  • Cell phone
  • Corporate email
  • Social media
• Conflict of interest
• Employee relationships
  • Fraternization
  • Employment of relatives
• Workplace visitors
• Solicitation and distribution

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This not only safeguards the organization legally but also enhances employee morale and trust, knowing their well-being is a priority.

What is an employment short term disability pregnancy policy

An employment short-term disability pregnancy policy is designed to support employees who experience medical complications during their pregnancy, which prevent them from performing their regular job duties.

This policy ensures that affected employees receive a portion of their regular income during their medically necessitated absence. It’s distinct from regular maternity leave, focusing specifically on unforeseen health challenges related to pregnancy.

By having such a policy, organizations demonstrate a commitment to the well-being of their employees, ensuring they can focus on their health without the added stress of financial insecurity.

A short-term disability pregnancy policy should include:

1. Eligibility criteria: Clear guidelines on who qualifies for the benefit.
2. Duration of benefits: The maximum period an employee can avail of the short-term disability.
3. Compensation details: Percentage of regular income provided during the leave.
4. Documentation requirements: Medical certifications or documents needed to avail the benefit.

Is there a difference between maternity leave and short-term disability?

There’s a significant difference. Maternity leave is a predetermined leave period provided to mothers around the time of childbirth or adoption, allowing them to care for their newborn or newly adopted child.

Short-term disability due to pregnancy, on the other hand, is specifically for complications arising during pregnancy that prevent an employee from working. It’s not about the act of childbirth itself but about medical challenges that might arise during pregnancy.

Step by step instructions on how to write a short-term disability pregnancy policy

1. Research and understand laws

Familiarize yourself with federal and state laws related to short-term disability and pregnancy.

2. Define eligibility

Determine which employees qualify, considering factors like tenure.

3. Determine benefit duration

Decide the maximum duration for which the benefit can be availed.

4. Set compensation percentage

Decide what portion of the employee’s salary will be provided during the leave.

5. List documentation requirements

Specify what medical proofs or certifications are needed.

6. Consult legal counsel

Before finalizing, ensure the policy is compliant with all relevant laws.

7. Communicate the policy

Once drafted, communicate the policy to all employees and provide training to HR on its implementation.

Short-term disability pregnancy policy template

Brief & Purpose

At [Organization Name], we understand the unpredictability of health challenges during pregnancy. This policy aims to provide a safety net for our employees, ensuring they can prioritize their health without the added stress of job security or financial instability.

By offering this support, we aim to foster a compassionate work environment where employees feel valued and cared for during critical life events.

Eligibility

All full-time employees of [Organization Name] are eligible for short-term disability leave due to pregnancy complications, provided they have been with the organization for a minimum of 12 months.

This duration ensures that employees have a reasonable tenure with the company, reflecting our commitment to both newer and long-standing team members.

Duration

The standard duration for short-term disability leave due to pregnancy complications is up to 12 weeks. However, we recognize that every individual’s health situation is unique. If an employee requires an extended period of leave beyond the initial 12 weeks, they can request an extension.

This request will be considered based on the medical certification provided and the nature of the complications.

Compensation

During the short-term disability leave, employees will be compensated at 70% of their regular salary. This compensation rate ensures that employees can manage their financial obligations while focusing on their health. The rate has been determined keeping in mind a balance between organizational sustainability and employee welfare.

Documentation

To avail of the short-term disability leave, employees must provide a medical certificate from a licensed healthcare provider. This certificate should detail:

The specific nature of the pregnancy complication.
The anticipated duration of the disability.
Any treatments or interventions prescribed.

This documentation ensures transparency and helps the HR department make informed decisions regarding the leave request.

Procedure

1. Immediate Notification
As soon as an employee becomes aware of a pregnancy-related complication that may require leave, they should notify the HR department. Early notification allows for smoother transitions and planning.

2. Submission of medical documentation
Employees must submit the required medical certificate to HR. This documentation will serve as the basis for the leave approval.

3. HR review
The HR department will review the submitted documents, verify the eligibility criteria, and then approve or decline the leave request.

4. Regular check-ins
During the leave period, employees might be required to check in regularly with HR. This ensures the organization stays updated on the employee’s health status and any potential changes to the leave duration.

5. Return to work
Before resuming their duties, employees may need to provide a fitness certificate from their healthcare provider. This ensures they are fit to return to work and that there’s no risk to their health.

The post Employment short term disability pregnancy policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is the employment agreement policy?

These agreements are essential in setting clear expectations, defining roles and responsibilities, and protecting the rights of both parties. By having a standardized policy, your organization ensures that all employment agreements are consistent, fair, and in line with organizational values and legal requirements.

An employment agreement policy should include:

• A clear description of the employee’s job duties and responsibilities
• Details about compensation, including salary, bonuses, and benefits
• Information about employee benefits, such as health insurance, retirement plans, and paid time off
• Provisions for terminating the employment relationship, including notice periods, severance pay, and non-compete clauses

Is there a difference between an employment agreement and an employment contract?

An employment agreement and an employment contract are terms that often get used interchangeably, yet they carry different implications and are utilized distinctly in various global contexts. 

The term employment agreement, predominantly used in the U.S., generally refers to a broader, sometimes informal understanding between employer and employee, which may or may not be legally binding. 

Conversely, employment contract is a term more common in European countries and Canada, typically referring to a formal, legally binding document that meticulously outlines the terms and conditions of employment, including specific job responsibilities, duration, compensation, and other pertinent terms.

Step-by-step instructions for writing your own employment agreement policy

1. Review existing policies and agreements: Start by reviewing your organization’s current policies and agreements related to employment, including offer letters, contracts, and handbooks. Identify any gaps or areas that need clarification.
2. Define job duties and responsibilities: Clearly outline the employee’s job duties and responsibilities. This section should provide a detailed description of the employee’s role, including specific tasks and expectations.
3. Determine compensation and benefits: Outline the employee’s compensation package, including salary, bonuses, and benefits. Provide details about health insurance, retirement plans, and other perks.
4. Establish termination procedures: Explain how the employment relationship can be terminated, including notice periods, severance pay, and non-compete clauses. Be sure to include provisions for both voluntary and involuntary termination.
5. Include confidentiality and non-disclosure agreements: If appropriate, include provisions that protect your organization’s confidential information and intellectual property.
6. Review and revise: Once you have drafted the policy, review it carefully and make any necessary revisions. Seek input from legal counsel and other relevant stakeholders.

7. Implement and communicate: Once the policy is finalized, implement it immediately and communicate it clearly to all employees. Make sure everyone understands their rights and responsibilities under the new policy.

Employment agreement policy template

[Organization Name] 

Employment Agreement Policy

1. Brief & purpose

This policy outlines the terms and conditions of employment for [Organization Name] employees. It is designed to provide a clear understanding of the expectations and responsibilities of both the employee and the organization, and to establish a positive and productive work environment.

2. Job duties and responsibilities

The following job duties and responsibilities apply to all [Organization Name] employees:

• Position description: Each employee shall have a clear understanding of their position description, including specific job duties and responsibilities. This information shall be provided to the employee upon hiring and updated as necessary.
• Performance expectations: The organization shall establish performance expectations for each position, including measurable goals and objectives. Employees are expected to meet or exceed these performance expectations to maintain their employment status.
• Work schedule: Employees shall adhere to a regular work schedule, unless otherwise approved by management. The organization reserves the right to modify work schedules as needed to meet business needs.
• Job requirements: Employees are expected to perform their job duties in accordance with established policies, procedures, and standards. They must also comply with any applicable laws, regulations, and industry standards.
• Professional development: The organization encourages professional development and may provide opportunities for training, education, and career advancement. Employees are expected to take advantage of these opportunities to enhance their skills and knowledge.
• Collaboration: Employees are expected to collaborate with colleagues, departments, and other stakeholders to achieve organizational goals and objectives. They must foster a positive and respectful work environment that promotes teamwork, open communication, and mutual respect.
• Compliance: Employees must comply with all organizational policies, procedures, and guidelines, as well as any applicable laws, regulations, and industry standards. They must immediately report any violations or suspected violations to their supervisor or HR representative.
• Confidentiality: Employees must maintain confidentiality regarding sensitive information, including client data, financial reports, and trade secrets. They shall not disclose such information to unauthorized individuals or entities without prior written consent from the organization.
• Intellectual property: Employees agree to assign all intellectual property rights to the organization for any inventions, designs, patents, copyrights, trademarks, or trade secrets developed during their employment. They shall not claim ownership or compensation for such intellectual property.
• Return of property: Upon termination of employment, employees must return all organizational property, including equipment, software, documents, and confidential information. They shall also delete any confidential information stored on personal devices or cloud storage services.
• Non-Compete clause: For a period of [X] years after termination, employees agree not to engage in any activity that is in competition with the organization’s business. This includes starting a competing business, working for a competitor, or soliciting clients or employees.
• Dispute resolution: Any disputes arising from this policy shall be resolved through binding arbitration, in accordance with the rules of the American Arbitration Association. The parties agree to share equally in the costs of arbitration.

3. Compensation and benefits

Salary: The employee shall receive a salary of $X per year, paid in equal installments on the last day of each month.

Bonuses: The employee may be eligible for bonuses based on individual or company performance. Any bonuses will be paid in accordance with the organization’s bonus policy.

Benefits: The employee shall be entitled to the following benefits:

• Health insurance: The organization will pay 80% of the premium cost for health insurance coverage for the employee and their dependents.
• Retirement plan: The organization will contribute 4% of the employee’s salary to a retirement plan, subject to a maximum contribution of $X per year.
• Paid time off: The employee shall be entitled to X days of paid vacation per year, plus X days of sick leave per year.
• Other perks: The organization will provide X other perks, such as gym membership, free parking, and a flexible work schedule.

4. Termination procedures

• Notice periods: The employee must provide at least X weeks’ written notice prior to terminating their employment with the organization.
• Severance pay: In the event of involuntary termination, the organization will pay severance pay to the employee equal to X weeks’ salary.
• Non-compete clauses: For a period of X years after termination, the employee agrees not to engage in any activity that is in competition with the organization’s business.

5. Confidentiality and non-disclosure agreements

The employee acknowledges that they have access to confidential information and intellectual property belonging to the organization. They agree to keep this information confidential and not disclose it to anyone without the organization’s prior written consent.

6. Review and revision

This policy may be reviewed and revised from time to time by the organization, and the employee will be notified of any changes.

7. Implementation and communication

This policy is effective immediately and supersedes all previous policies related to employment agreements. The organization will communicate this policy to all employees and ensure that everyone understands their rights and responsibilities under the new policy.

8. Governing law

This policy shall be governed by and construed in accordance with the laws of [State/Province].

9. Entire agreement

This policy constitutes the entire agreement between the employee and the organization regarding employment terms and conditions. No other agreements, representations, or warranties have been made.

10. Amendments

This policy may be amended from time to time by the organization, and the employee will be notified of any changes.

By signing below, the employee acknowledges that they have read, understood, and agreed to the terms and conditions outlined in this policy.

Employee signature: ________________________________ Date: _______________________________

Organization signature: ______________________________ Date: ______________________________

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

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If the main body of your Employee Handbook is ready, use this template to conclude it and ask employees for acknowledgement of receipt of employee handbook, confirming that they they received and read your policies.

The Policy Revision & Employee Acknowledgement of Receipt policy should include:

1. Provisions for regular revisions of the handbook, ensuring it remains up-to-date with current legislation and employment practices
2. A call to action for employees to notify HR of any inconsistencies or errors they spot in the handbook
3. A formal acknowledgement section where employees confirm they’ve read and understood the handbook, with a space for their signature and date

Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws. Please ask your attorney to review your finalized policy documents or Handbook.

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What is employee time and attendance software policy?

The employee time and attendance software policy is designed to ensure that all employees’ work hours, leaves, and absences are accurately recorded and managed. 

This digital solution replaces manual timekeeping methods, offering a more efficient, transparent, and error-free system. 

This software aims to maintain a fair and consistent approach to attendance management, ensuring that all employees are compensated correctly for their time and fostering a culture of accountability and punctuality.

The software not only tracks daily ins and outs but also manages leave requests, overtime, and other time-related aspects of employment. 

It’s essential for employees to understand the importance of accurately logging their hours and adhering to the guidelines set forth in this policy to ensure the system’s effectiveness.

An employee time and attendance software policy should include:

1. Logging procedures
2. Leave management
3. Overtime policy
4. Error resolution

Step by step instructions on how to write your own policy

1. Assess organizational needs: Determine the specific attendance tracking needs of your organization, considering factors like shift work, remote work, and overtime.
2. Choose the right software: Based on your assessment, select a software solution that aligns with your organization’s requirements.
3. Customize settings: Configure the software settings to match your company’s work hours, holidays, and other specific criteria.
4. Train employees: Organize training sessions to familiarize employees with the software’s functionalities and the importance of accurate logging.
5. Monitor & review: Regularly review the data to ensure accuracy and address any discrepancies. For example, if an employee forgets to log out, have a procedure in place to correct the error.
6. Update as needed: As your organization grows or changes, update the policy and software settings to reflect these changes.

Employee time and attendance software policy template

Brief & purpose

The purpose of this policy is to provide clear guidelines on the use of [Software Name], our chosen time and attendance software. This software is designed to ensure accurate tracking of employee work hours, leaves, absences, and other related metrics, promoting transparency, fairness, and efficiency in our workplace.

Scope

This policy applies to all full-time, part-time, and contractual employees of [Organization Name]. Any personnel required to log their work hours or request leaves must adhere to the guidelines set forth in this document.

Logging procedures

Daily logs: Employees must log in at the start of their workday and log out at its conclusion. This includes logging the start and end of any breaks or lunch periods.

Remote work: Employees working remotely must also adhere to these logging procedures, ensuring their work hours are accurately recorded.

Late or early entries: If an employee starts earlier or finishes later than their scheduled hours, they should ensure these hours are correctly logged and provide a brief reason for the deviation.

Leave management

Requesting leave: All leave requests, including sick days, personal days, and vacation time, must be submitted through [Software Name] at least [X days] in advance, unless it’s an emergency.

Approval process: Managers will review leave requests and provide an approval or denial within [X days]. Employees can check the status of their request within the software.

Unscheduled absences: In the event of an emergency or sudden illness, employees should notify their manager directly and log the absence in [Software Name] as soon as possible.

Overtime policy

Recording overtime: Any hours worked beyond the standard workday should be recorded as overtime in the software.

Compensation: Overtime compensation will be calculated based on [Organization Name]’s existing overtime policy, which is [X times the regular hourly rate].

Pre-approval: Overtime must be pre-approved by the respective manager. Any unapproved overtime may not be eligible for the standard overtime compensation rate.

Error resolution and discrepancies

Reporting errors: If an employee identifies any discrepancies or errors in their time logs, they must report them to their immediate supervisor and the HR department within [X days].

Correction procedure: HR will review the reported error, consult with the concerned manager, and make necessary corrections within [X days].

Compliance and accountability

Adherence: Strict adherence to this policy is expected from all employees. Consistent failure to log hours or misuse of [Software Name] may result in disciplinary actions, up to and including termination.

Audits: HR will conduct periodic audits of the time and attendance logs to ensure accuracy and compliance.

Training: New employees will receive training on [Software Name] as part of their onboarding process. Refresher training sessions will be held annually or as needed.

Policy review and updates

This policy will be reviewed annually by the HR department in collaboration with department heads. Any updates or changes will be communicated to all employees.

By implementing and adhering to this comprehensive Employee Time and Attendance Software Policy, [Organization Name] aims to maintain a transparent and efficient work environment, ensuring all employees are recognized and compensated for their contributions.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee time and attendance software policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

By using this template, HR professionals can create a clear and concise policy that ensures compliance with legal requirements and promotes fair treatment of employees.

A notice of termination policy should include the following elements:

1.  A definition of what constitutes a valid notice of termination
2.  Guidelines on calculating notice periods, including applicable laws and regulations
3.  Procedures for providing employees with written notice of termination
4.  Information on severance packages, including eligibility criteria and payment details
5.  Rules regarding job abandonment and how it affects an employee’s final pay and benefits
6.  Details on how the policy applies to different types of employment contracts, such as fixed-term or probationary employment
7.  Instructions on maintaining confidentiality during the termination process
8.  Steps to be taken when an employee disputes the terms of their termination

Step-by-step instructions for writing your own notice of termination policy

1. Review relevant laws and regulations: Familiarize yourself with the laws and regulations related to employment termination in your jurisdiction. This will ensure that your policy meets the minimum legal requirements and protects both the employee and the organization.
2. Identify the types of employment contracts covered by the policy: Determine whether the policy will apply to all employees or only certain categories, such as full-time, part-time, or probationary employees.
3. Define valid reasons for termination: Clearly outline the reasons why an employee may be terminated, such as poor performance, misconduct, redundancy, or expiration of a fixed-term contract. Ensure that these reasons are consistent with applicable laws and regulations.
4. Establish notice periods: Specify the required notice periods for different types of employment contracts and provide guidelines on calculating notice periods. Include information on how the notice period is affected by factors such as public holidays, weekends, or other non-working days.
5. Provide procedures for issuing written notice: Outline the steps that must be followed when issuing written notice of termination to an employee. This should include details on who is responsible for delivering the notice, the form of communication that can be used (e.g., email, certified mail), and any additional documentation that must be provided.
6. Offer support to affected employees: Consider offering support services, such as career counseling or outplacement assistance, to help employees transition to new roles.
7. Finalize severance packages: Specify the components of a severance package, including payment amounts, eligibility criteria, and the timing of payments. Confirm whether the employee will receive their final pay and benefits based on their employment contract or applicable laws and regulations.
8. Address job abandonment: Define what constitutes job abandonment and specify the consequences for employees who fail to return company property or equipment upon termination.
9. Maintain confidentiality: Emphasize the importance of maintaining confidentiality during the termination process and outline the measures that will be taken to protect employee privacy.
10. Update the policy regularly: Review and update the policy periodically to ensure it remains relevant and compliant with changing laws and regulations.

Notice of termination policy template

[Organization Name]

Notice of Termination Policy

Brief & purpose

The purpose of this policy is to establish guidelines for providing written notice of termination to [Organization Name] employees who have been terminated from their employment with the organization. The policy aims to ensure fair treatment of employees, promote transparency, and minimize disruption to operations during the termination process.

Scope

This policy applies to all [Organization Name] employees, including full-time, part-time, probationary, and fixed-term employees. It does not apply to independent contractors or agency workers.

Definition of valid notice of termination

A valid notice of termination refers to a written document issued by the organization’s authorized representative, which informs an employee of their impending termination and provides details on the applicable notice period, severance package (if applicable), and any other relevant information.

Notice periods

Employees on a fixed-term contract: The notice period specified in the employment contract will apply. If no notice period is stated, then the minimum requirement under applicable laws and regulations will be observed.
Probationary employees: The notice period specified in the employment contract will apply. If no notice period is stated, then one week’s notice will be provided.
Full-time and part-time employees: The following notice periods will apply based on the employee’s length of service:
+ Less than 2 years: 1 week
+ 2 years but less than 5 years: 2 weeks
+ 5 years or more: 4 weeks

Severance packages

Eligible employees who are terminated due to reasons other than misconduct or poor performance may receive a severance package that includes payment for the applicable notice period, continuation of benefits coverage, and outplacement assistance (where appropriate). The specific components of the severance package will depend on the employee’s length of service and employment contract.

Job Abandonment

An employee who fails to report for work without authorization for three consecutive working days (or five consecutive calendar days) will be deemed to have abandoned their job. In such cases, the employee’s final pay and benefits will be calculated according to the applicable laws and regulations, and company property or equipment must be returned within seven days from the date of termination.

Written notice procedures

1. Authorized representatives: Only designated HR personnel or management officials are authorized to issue written notice of termination.
2. Form of communication: Written notice may be delivered via email or certified mail, with return receipt requested.
3. Required documentation: A copy of the signed termination letter, employee ID card, and any other relevant documents must be attached to the notice.
4. Confirmation of delivery: The person delivering the notice must obtain a signature from the employee as proof of delivery. If the employee refuses to sign, the notice will be deemed served when it is emailed or mailed.

Support services

The organization may offer support services, such as career counseling or outplacement assistance, to affected employees. These services will be provided at no cost to the employee and may include access to job search resources, resume-building workshops, and networking opportunities.

Confidentiality

All information related to an employee’s termination must be kept confidential during and after the termination process. Employees who breach this policy may face disciplinary action up to and including termination of employment.

Dispute resolution

If an employee disputes the terms of their termination, they should contact the HR department in writing within 10 working days from the date of termination. The dispute will be investigated promptly, and a response will be provided within 20 working days. If necessary, the organization may engage third-party mediation services to resolve the dispute.

Updates and amendments

This policy will be reviewed periodically to ensure compliance with changing laws and regulations. Any updates or amendments will be communicated to all employees through the organization’s intranet, email, or other appropriate channels.

Acknowledgment

By accepting employment with [Organization Name], employees acknowledge that they have read, understood, and agree to abide by the terms of this notice of termination.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Notice of termination policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a FMLA policy?

The FMLA for Employees Policy outlines the rules and procedures for eligible employees to take up to 12 weeks of unpaid leave per year for certain family and medical reasons.

Eligible employees are entitled to take FMLA leave for the birth or adoption of a child, the placement of a child for foster care, the serious health condition of the employee or an immediate family member, qualifying exigency related to a spouse, child, or parent’s military service, or military caregiver leave.

The policy ensures that employees are able to balance their work and family responsibilities while maintaining a positive work environment.

A FMLA policy should include:

1. A clear definition of eligibility criteria, including the number of hours worked and length of employment required for eligibility
2. A description of the types of leave covered under FMLA, such as maternity and paternity leave, adoption leave, sick leave, and military caregiver leave
3. Information on how to request FMLA leave, including required documentation and timelines
4. Provisions for job restoration after FMLA leave, including reinstatement to the same or equivalent position
5. A process for resolving disputes and grievances related to FMLA leave

Step-by-step instructions on how to write your own FMLA policy:

1. Review the federal regulations: Familiarize yourself with the Family and Medical Leave Act (FMLA) and its implementing regulations.
2. Identify eligible employees: Determine which employees are eligible for FMLA leave based on the organization’s policies and procedures. Typically, employees must have worked for the organization for at least 12 months and have completed at least 1,250 hours of service in the previous 12 months.
3. Define the types of leave: Specify the types of leave that will be covered under FMLA, such as maternity and paternity leave, adoption leave, sick leave, and military caregiver leave.
4. Establish notice requirements: Outline the notice requirements for employees seeking FMLA leave, including the amount of advance notice required and the documentation needed to support the request.
5. Provide job restoration guarantees: Ensure that employees who take FMLA leave are entitled to be restored to their previous position or an equivalent position upon return from leave.
6. Create a dispute resolution process: Develop a process for resolving disputes and grievances related to FMLA leave, including an appeal procedure.
7. Consider sample templates: Review sample FMLA policy templates to get ideas for your own policy. Customize the template to fit your organization’s needs and culture.

Family and Medical Leave Act (FMLA) policy template

Brief & Purpose

This policy outlines the guidelines for eligible employees to take unpaid leave under the Family and Medical Leave Act (FMLA) for certain family and medical reasons. [Organization Name]. is committed to providing its employees with a supportive work environment and ensuring that they can balance their work and family responsibilities.

Scope

This policy applies to all full-time and part-time employees who have worked for [Organization Name]. for at least 12 months and have completed at least 1,250 hours of service in the previous 12 months.

Eligibility

Employees are eligible for FMLA leave if they meet the following criteria:

1. Have worked for [Organization Name] for at least 12 months;
2. Have completed at least 1,250 hours of service in the previous 12 months;
3. Are unable to perform their job due to a serious health condition or a qualifying exigency related to a spouse, child, or parent’s military service; or
4. Need to care for a family member with a serious health condition or a covered military member.

Types of leave

The following types of leave are covered under FMLA:

1. Maternity and paternity leave;
2. Adoption leave;
3. Sick leave for the employee’s own serious health condition;
4. Military caregiver leave;
5. Qualifying exigency related to a spouse, child, or parent’s military service.

Notice requirements

Employees must provide at least 30 days’ advance notice for foreseeable FMLA leave, such as planned medical treatment or the birth or adoption of a child. For unforeseeable leave, such as a sudden illness or injury, employees must provide as much notice as possible, ideally within one business day. Employees must also provide documentation to support their request for FMLA leave, including a certification from a healthcare provider.

Job restoration

Employees who take FMLA leave are entitled to be restored to their previous position or an equivalent position upon return from leave, provided they have been released by their healthcare provider to return to work.

Dispute resolution

Any disputes or grievances related to FMLA leave will be resolved through a process established by [Organization Name] HR department. The process will include an opportunity for the employee to provide evidence and arguments, followed by a decision by the HR manager. If necessary, the dispute may be escalated to the employee relations committee for further review and resolution.

Confidentiality

All information related to FMLA leave, including medical records and personal information, will be kept confidential to the extent possible. Only authorized personnel with a legitimate need to know will have access to this information.

Role of the HR Department

The HR department is responsible for administering the FMLA policy, including processing requests, providing notices, maintaining records, and resolving disputes. The HR department will also ensure that all managers and supervisors understand their responsibilities under FMLA and this policy.
Prohibited Acts:

It is prohibited to interfere with an employee’s exercise of FMLA rights, retaliate against an employee for exercising FMLA rights, or discriminate against an employee based on their use of FMLA leave.

Leave entitlement

1. Eligible employees are entitled to up to 12 weeks of unpaid leave in a 12-month period for one or more of the following reasons:

• The birth and care of a newborn child (maternity and paternity leave);
• The placement of a child for adoption or foster care;
• The serious health condition of the employee or an immediate family member;
• Qualifying exigency related to a spouse, child, or parent’s military service;
• Military caregiver leave to care for a covered family member with a serious injury or illness incurred in the line of duty on active duty;
• Health and safety concerns related to domestic violence, sexual assault, or stalking.

2. The 12-month period begins on the first day of the employee’s first FMLA leave and ends 12 months later.
3. Employees may take FMLA leave intermittently or as a reduced schedule, subject to the approval of the HR manager.
4. Employees must provide at least 30 days’ advance notice for foreseeable FMLA leave, such as planned medical treatment or the birth or adoption of a child. For unforeseeable leave, such as a sudden illness or injury, employees must provide as much notice as possible, ideally within one business day.
5. Employees must also provide documentation to support their request for FMLA leave, including a certification from a healthcare provider.
6. [Organization Name] reserves the right to require a second opinion from a healthcare provider at the company’s expense, if necessary.
7. If an employee takes FMLA leave for a reason that is not covered by FMLA, such as a vacation or personal time off, the leave will be considered unauthorized and may result in disciplinary action.
8. Employees who are taking FMLA leave may be required to report periodically to the HR department regarding their status and expected return date.
9. Any employee who violates the terms of this policy or misuses FMLA leave may be subject to disciplinary action, up to and including termination of employment.
10. This policy complies with federal regulations and applies to all eligible employees, regardless of race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic under applicable law.

Responsibilities

1. The HR department is responsible for administering this policy, including processing requests, providing notices, maintaining records, and resolving disputes.
2. Managers and supervisors are responsible for ensuring that employees understand their rights and responsibilities under FMLA and this policy.
3. Employees are responsible for providing timely notice of their need for FMLA leave and for following the procedures outlined in this policy.
4. All employees are prohibited from interfering with an employee’s exercise of FMLA rights, retaliating against an employee for exercising FMLA rights, or discriminating against an employee based on their use of FMLA leave.
5. The HR manager will review and update this policy annually to ensure it remains current and effective.
6. Any employee who believes they have been denied FMLA leave or otherwise has a concern related to this policy should contact the HR department promptly.
7. [Organization Name] reserves the right to modify this policy at any time.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post FMLA for employees policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

By using this template, HR professionals can create a transparent and consistent approach to compensation, ensuring that all employees are treated equally and without bias. Additionally, it helps to establish clear communication channels between HR, management, and employees, promoting a positive work environment and fostering a culture of trust and respect.

What is a compensation policy?

A compensation policy is a document that outlines an organization’s approach to compensating its employees. It typically includes information about salaries, bonuses, benefits, and other forms of compensation. The purpose of a compensation policy is to provide a fair and consistent framework for managing employee compensation, ensuring that employees are rewarded appropriately for their work and contributions to the organization.

A compensation policy should include:

1. Salary ranges for different positions within the organization
2. Bonus structures, such as performance-based bonuses or sign-on bonuses
3. Benefits packages, including health insurance, retirement plans, and paid time off
4. Equity options, such as stock options or restricted stock units
5. Performance evaluation criteria and processes
6. Promotion and advancement policies
7. Termination and severance policies

Step-by-step instructions on how to write your own compensation policy

1. Define the scope of the policy

Determine which employees are covered by the policy and what types of compensation will be addressed.

2. Research industry standards

Look at data from similar organizations in your industry to determine appropriate salary ranges, bonus structures, and benefits packages.

3. Establish salary ranges

Create a salary range for each position within the organization, taking into account factors such as experience, education, and performance.

4. Develop bonus structures

Decide on the type of bonus structure you want to use (e.g., performance-based, sign-on) and establish criteria for eligibility and payment increases.

5. Design benefits packages

Choose benefits that align with the needs of your employees and the organization’s budget. Consider offering flexible benefit options to accommodate diverse employee needs.

6. Determine equity options

Decide whether to offer equity options, such as stock options or restricted stock units, and establish guidelines for vesting and exercise.

7. Define performance evaluation criteria and processes

Establish clear criteria for evaluating employee performance and outline the process for regular reviews and feedback.

8. Establish promotion and advancement policies

Create guidelines for promotions, transfers, and career development opportunities to ensure fair and equitable treatment of all employees.

9. Outline termination and severance policies

Determine procedures for terminating employment, including notice periods, severance pay, and outplacement assistance.

10. Review and revise

Regularly review and update the policy to reflect changes in the organization, industry trends, and employee needs.

Compensation policy template

[Organization Name] Compensation Policy

1. Brief & purpose

The purpose of this policy is to provide a comprehensive framework for managing employee compensation at [Organization Name]. This policy ensures that employees are fairly and competitively compensated for their work, while also aligning with the organization’s financial goals and objectives.

2. Scope

This policy applies to all full-time and part-time employees of [Organization Name], excluding contractors and temporary workers.

3. Salary ranges

Salary ranges for each position within the organization are determined by considering factors such as experience, education, and performance. The following salary ranges apply:

• Entry-level positions (e.g., administrative assistant): $35,000 – $45,000 per year
• Mid-level positions (e.g., marketing manager): $60,000 – $80,000 per year
• Senior-level positions (e.g., director of operations): $90,000 – $120,000 per year

4. Bonus structures

[Organization Name] offers two types of bonuses: performance-based bonuses and sign-on bonuses.

• Performance-based bonuses: Employees who meet or exceed performance expectations may be eligible for a bonus of up to 10% of their annual salary.
• Sign-on bonuses: Newly hired employees may be eligible for a sign-on bonus of up to $5,000, depending on the position and hiring needs.

5. Benefits packages

[Organization Name] offers a comprehensive benefits package that includes:

• Health insurance: [Organization Name] covers 80% of employee health insurance premiums and 50% of dependent coverage.
• Retirement plans: [Organization Name] matches 401(k) contributions up to 3% of an employee’s annual salary.
• Paid time off: Employees receive two weeks of vacation time and one week of sick leave per year.

6. Equity options

[Organization Name] offers stock options to all employees, with vesting periods ranging from 2-5 years. The number of stock options awarded is determined by job grade and performance.
Performance Evaluation Criteria and Processes:
Employee performance is evaluated based on the following criteria:

• Meeting job requirements and expectations
• Achieving performance goals and objectives
• Demonstrating teamwork and collaboration
• Showcasing innovation and creativity

Regular reviews are conducted annually, with feedback provided throughout the year. Employees have the opportunity to provide input and feedback during the review process.

7. Promotion and advancement policies

[Organization Name] encourages career development and advancement opportunities for all employees. Promotions are based on job performance, skills, and experience. Employees who are interested in career advancement should discuss their goals with their supervisor or HR representative.

8. Termination and severance policies

Employment may be terminated for reasons such as poor performance, misconduct, or financial constraints. Notice periods range from two weeks to six months, depending on job grade and length of service. Severance pay is provided to eligible employees, based on a formula that takes into account length of service and salary. Outplacement assistance is also available to support transitioning employees.

9. Amendments

This policy may be amended from time to time, and changes will be communicated to all employees. The most current version of this policy will be maintained on the [Organization Name] intranet.

10. Acknowledgment

By accepting employment with [Organization Name], employees acknowledge that they have read, understood, and agree to abide by the terms of this compensation policy.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Compensation policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

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By having a clear policy in place, HR can minimize confusion and misunderstandings, ensure legal compliance, and maintain positive relationships with both employees and management.

What is an employee leave of absence policy?

An employee leave of absence policy outlines the rules and procedures for employees who need to take time off from work for unexpected reasons that may require extended absences. This leave is unpaid most of the time.

The policy covers essential aspects like eligibility criteria, application process, duration, pay and benefits, job security, and return-to-work procedures.

A employee leave of absence policy should include:

• Clear guidelines on eligibility and application requirements
• A detailed list of acceptable reasons for leave
• Information on the amount of notice required before taking a leave and the process for providing such notice
• Details regarding pay and benefits during the leave period
• Provisions for job security and reinstatement upon return from leave

Step-by-step instructions for writing your own employee leave of absence policy

1. Review relevant laws and regulations, such as the Family and Medical Leave Act (FMLA) or the Americans with Disabilities Act (ADA), to ensure compliance.
2. Define the types of leaves available, such as annual, sick, parental, or military leave.
3. Establish clear eligibility criteria, including minimum employment tenure and hours worked requirements.
4. Outline the application process, including the necessary forms, documentation, and timelines.
5. Specify the amount of notice required before taking a leave and the consequences of failing to provide adequate notice.
6. Determine pay and benefits during the leave period, considering factors like salary continuation, health insurance coverage, and retirement plan contributions.
7. Address job security and reinstatement concerns by including provisions for maintaining seniority, accrued leave, and other benefits.
8. Provide a sample leave of absence request form to help employees understand what information they need to submit.
9. Include a section on return-to-work procedures, outlining any requirements for medical certification or fitness-for-duty evaluations.
10. Review and update the policy regularly to reflect changes in laws, regulations, or organizational needs.

Employee leave of absence policy template

[Organization Name]

1. Brief & Purpose

This policy outlines the guidelines for employees requesting a leave of absence from [Organization Name]. It is designed to ensure that all employees are aware of their rights and responsibilities when taking a leave, and to provide a framework for managing leaves of absence in a fair and consistent manner.

2. Eligibility

The following types of leaves are available to eligible employees:

• Personal or family illness or mental health issues
• Medical appointments
• Vacation
• Statutory or contractual holiday entitlements
• Bereavement leave
• Jury duty
• Pregnancy
• Military service
• Voting
• Personal reasons

Employees are eligible for leaves of absence if they have completed at least one year of service with [Organization Name] and have worked at least 1,250 hours in the previous 12 months.

3. Application Process

A. Employees must submit a leave of absence request form to their supervisor at least 30 days before the start of the leave, unless emergency circumstances prevent this. The request form must include the following information:

1. Type of leave being requested
2. Start and end dates of the leave
3. Reason for the leave
4. Name and contact information of the employee’s supervisor
5. Signature of the employee

B. Supervisors will review the request and determine whether the leave is approved or denied within 10 business days of receiving the request. If additional information is needed, the supervisor may request supporting documentation.

C. If the leave is approved, the supervisor will inform the employee in writing, including details about pay and benefits during the leave period.

4. Pay and Benefits

A. During a leave of absence, employees will receive their regular salary continuation pay, minus any deductions required by law.
B. Employees will also continue to accrue seniority and other benefits during the leave period.
C. The organization reserves the right to modify benefit levels in the event of a prolonged leave.

5. Job Security and Reinstatement

A. Upon return from an approved leave of absence, employees will be reinstated to their previous position or a comparable job with the same pay, benefits, and other terms and conditions of employment.
B. If the employee’s position has been filled during their leave, the organization will make reasonable efforts to find a suitable alternative position.

6. Return-to-Work Procedures

A. Before returning to work, employees on medical leave must provide a doctor’s note or fitness-for-duty certificate, as applicable.
B. Failure to comply with return-to-work procedures may result in delayed reinstatement or denial of future leaves.

7. Policy Enforcement

This policy supersedes all prior policies and will be reviewed and updated annually or as needed. Any exceptions to this policy must be approved by the [insert appropriate title] of Human Resources.

8. Conclusion

By implementing this policy, [Organization Name] aims to support employees in managing their personal and professional obligations while maintaining a positive work environment. We encourage open communication and cooperation between employees, supervisors, and HR to ensure consistent application of this policy.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee leave of absence policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

An employee retirement policy should include:

1. A clear definition of eligibility criteria for retirement, including age, years of service, and other relevant factors
2. A description of the retirement process, including notification requirements, exit interviews, and final pay and benefits
3. Provisions for continuation of benefits, such as health insurance, life insurance, and pension plans
4. Guidelines for handling confidential information and intellectual property during the transition period

Step-by-step instructions for writing your own employee retirement policy

1. Review existing policies and procedures related to employee retirement to identify areas that need improvement or clarification.
2. Consult with key stakeholders, including senior management, legal counsel, and employee representatives, to ensure that the policy meets their needs and expectations.
3. Define eligibility criteria for retirement, taking into account factors such as age, years of service, and job performance.
4. Develop a step-by-step process for employee retirement, including notification requirements, exit interviews, and final pay and benefits.
5. Determine provisions for continuation of benefits, such as health insurance, life insurance, and pension plans.
6. Establish guidelines for handling confidential information and intellectual property during the transition period.
7. Include a provision for amending the policy, if necessary, to reflect changes in laws, regulations, or organizational priorities.
8. Review and finalize the policy, ensuring that it is communicated to all employees and relevant stakeholders.

Employee retirement policy template

[Organization Name]

Employee Retirement Policy

Brief & purpose

The purpose of this policy is to provide a framework for employee retirement from [Organization Name], ensuring a smooth transition for employees who are approaching retirement age and minimizing disruption to normal operations.

Scope

This policy applies to all employees of [Organization Name], including full-time, part-time, and contract workers.

Eligibility criteria

Employees are eligible for retirement when they reach the age of 65 or have completed 20 years of service with [Organization Name]. Employees may also be eligible for early retirement under certain circumstances, such as ill health or redundancy.

Retirement process

Notification: Employees must notify their manager and HR representative in writing at least 3 months before their planned retirement date.
Exit interview: All retiring employees will participate in an exit interview with their manager and HR representative to discuss their reasons for leaving and to receive information about post-retirement benefits.
Final pay and benefits: Employees will receive their final pay and benefits, including accrued vacation time, sick leave, and any other entitlements, within 30 days of their retirement date.
Continuation of benefits: Eligible employees may continue to receive certain benefits, such as health insurance, life insurance, and pension plans, subject to specific plan rules and requirements.
Handling confidential Information: Retiring employees must return all confidential information and intellectual property belonging to [Organization Name] before their departure.

Health insurance

Eligible retirees may continue to receive health insurance coverage under [Organization Name]’s group plan for a period of up to 2 years after retirement. The organization will pay a portion of the premium cost, and the retired employee will be responsible for the remaining amount.

Life insurance

Eligible retirees may continue to receive life insurance coverage under [Organization Name]’s group plan for a period of up to 2 years after retirement. The organization will pay a portion of the premium cost, and the retired employee will be responsible for the remaining amount.

Pension plans

Eligible retirees will receive pension benefits in accordance with [Organization Name]’s pension plan documents. The pension plan is designed to provide a predictable income stream for retired employees, based on their years of service and final average salary.

Retiree Communications

Retiree newsletter

[Organization Name] will publish a quarterly newsletter for retirees, containing updates on company news, events, and benefits.

Retiree events

The organization will host periodic events for retirees, including an annual retiree recognition ceremony, to foster a sense of community and connection among retirees.

Confidentiality and intellectual property

Confidential Information

Retiring employees must return all confidential information and intellectual property belonging to [Organization Name] before their departure. This includes, but is not limited to, customer lists, business strategies, and proprietary software.

Non-disclosure agreement

All retiring employees will be required to sign a non-disclosure agreement to protect [Organization Name]’s confidential information and intellectual property.

Compliance with laws and regulations

Compliance

This policy complies with applicable laws and regulations related to employee retirement, including age discrimination and pension plan requirements.

Amendments

This policy may be amended from time to time to reflect changes in laws, regulations, or organizational priorities. Any changes will be communicated promptly to affected employees and stakeholders.

Adopted by the Board of Directors on [Date].

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee retirement policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a military leave policy?

A policy that outlines the guidelines for employees who need to take time off from work to fulfill their military obligations. The policy aims to support employees who serve in the military, while also ensuring compliance with federal and state laws. It covers various types of military leave, including paid and unpaid leave, as well as the procedures for requesting and approving such leave. The policy also addresses how pay and benefits will be handled during military leave, as well as reinstatement rights and confidentiality requirements.

The goal of the policy is to create a supportive environment for employees who are serving their country, while also ensuring that their employment rights are protected.

Military leave is not compensated. The federal policy for military leave does not mandate employers to provide wages to employees during their military absence. Nonetheless, employers must hold the employee’s position and ensure their pay, benefits, and relevant seniority are reinstated when the employee returns from military leave.

A military leave policy should include the following elements:

1. Eligibility criteria for military leave
2. Types of military leave available
3. Procedures for requesting and approving military leave
4. Pay and benefits during military leave
5. Reinstatement rights after military leave
6. Confidentiality and non-discrimination provisions

Step-by-step instructions on how to write a military leave policy

1. Review relevant laws and regulations: Familiarize yourself with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and any applicable state laws regarding military leave.
2. Determine eligibility criteria: Decide which categories of employees are eligible for military leave, such as active duty members, reservists, or National Guard members. You may also want to consider including volunteer service members or those serving in a military academy.
3. Define types of military leave: Identify the various types of military leave that employees may take, such as basic training, annual training, active duty, or family support. You can also include provisions for emergency leave or bereavement leave related to military service.
4. Establish procedures for requesting and approving military leave: Outline the steps employees must follow to request military leave, including providing adequate notice and documentation. Specify who is responsible for approving military leave requests and how decisions will be communicated to employees.
5. Address pay and benefits during military leave: Indicate whether employees will receive full or partial pay during their military leave, and if so, how it will be calculated. Additionally, specify whether employees will continue to accrue benefits, such as health insurance or paid time off, while on military leave.
6. Clarify reinstatement rights: Explain the circumstances under which an employee will be reinstated to their previous position after returning from military leave, including any limitations or exceptions.
7. Include confidentiality and non-discrimination provisions: Ensure that employees’ personal information related to military service remains confidential, and prohibit discrimination against employees based on their military status.
8. Review and revise the policy as needed: Periodically review your organization’s military leave policy to ensure it stays up-to-date with changing laws and regulations. Make revisions as necessary to reflect new requirements or best practices.

Military leave policy template

[Organization Name]

Brief & purpose

[Organization Name] recognizes the importance of supporting our employees who serve in the military. This policy outlines the guidelines for military leave, ensuring compliance with federal and state laws while also promoting a supportive work environment for our employees.

Eligibility criteria

The following categories of employees are eligible for military leave:

1. Active duty members of the US Armed Forces
2. Members of the Reserves or National Guard called to active duty
3. Volunteer service members participating in training exercises or mobilized for active duty
4. Employees serving in a military academy

Types of military leave

Employees may take the following types of military leave:

• Basic Training: Up to 12 weeks of paid leave for initial military training
• Annual Training: Up to 2 weeks of paid leave for annual military drills
• Active Duty: Up to 6 months of paid leave for active duty service
• Family Support: Up to 2 weeks of paid leave to care for a family member with a serious health condition related to military service
• Emergency Leave: Up to 3 days of paid leave in case of a military emergency or death in the employee’s immediate family
• Bereavement Leave: Up to 5 days of paid leave for mourning the loss of an immediate family member due to military service

Procedures for requesting and approving military leave

1. Provide written notice to your supervisor at least 30 calendar days before starting military leave, unless such notice is impossible due to military requirements or urgent circumstances.
2. Submit documentation supporting your military orders or service obligations.
3. Receive approval from your supervisor and HR representative.
4. Ensure that your work responsibilities are transferred or covered during your absence.

Reinstatement rights

Upon returning from military leave, employees will be reinstated to their previous position provided they meet the following conditions:

• They have been honorably discharged or released from military duty
• They have not exceeded the maximum period of military leave (generally 5 years)
• They apply for reemployment within the applicable time frame (generally 90 days)

Confidentiality and non-discrimination provisions

Personal information related to an employee’s military service will remain confidential.
[Organization Name] prohibits discrimination against employees based on their military status, including hiring, promotion, or disciplinary actions.

Acknowledgment

I acknowledge that I have read and understood [Organization Name]’s Military Leave Policy. I understand that this policy supersedes any conflicting provisions in my employment contract or agreement.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Military leave policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is the Interview reimbursement policy?

In the competitive job market, attracting top talent often goes beyond the job role and compensation. The interview experience plays a pivotal role in a candidate’s perception of the organization.

The Interview Reimbursement Policy is designed to cover the expenses candidates might incur while attending interviews, especially if they are traveling from a different city or country. This policy ensures that candidates are not burdened financially during the interview process.

It covers various expenses, from travel and accommodation to meals, depending on the organization’s discretion.

You can set a limit on the distance beyond which someone will be entitled to compensation.

An interview reimbursement policy should include:

1. Clear guidelines on eligible expenses, such as travel, lodging, and meals
2. A transparent process for submitting and approving reimbursement claims
3. Defined limits or caps on certain types of expenses
4. Specific exclusions or non-reimbursable expenses

Why is it important to have an interview reimbursement policy for your organization?

An interview reimbursement policy not only ensures a positive candidate experience but also showcases the organization’s values and commitment to potential employees. It demonstrates that the company respects the time and resources candidates invest in the interview process.

Moreover, it can be a deciding factor for top talent when choosing between multiple job offers, especially when relocation or extensive travel is involved.

Step-by-step instructions for writing your own interview reimbursement policy

1. Determine eligibility: Decide which positions or levels within the organization will be eligible for reimbursement. For instance, senior roles or specialized positions might warrant reimbursement more than entry-level roles.
2. Define expenses: Clearly outline which expenses will be covered. This could range from flight tickets and hotel stays to local transportation and meals.
3. Set limits: Establish caps for certain expenses. For example, you might set a daily limit for meals or a maximum amount for hotel stays.
4. Submission process: Detail the process for candidates to submit their claims, including the necessary documentation like receipts.
5. Approval mechanism: Describe the internal process for reviewing and approving reimbursement claims, ensuring timely payments.
6. Exclusions: Clearly list any expenses that won’t be covered, such as alcoholic beverages or expenses for companions.

Interview reimbursement policy template

[Organization Name]

Interview reimbursement policy

Brief & purpose

At [Organization Name], we value the time and effort candidates invest in our interview process. This policy aims to ensure that candidates are fairly reimbursed for expenses incurred during their interviews with us.

Scope

This policy applies to all job candidates interviewing for eligible positions at [Organization Name].

Eligible expenses

Travel: Flight tickets or train fares for the candidate.
Accommodation: Hotel stays for the duration of the interview process.
Meals: Daily meal expenses up to a specified limit.

Exclusions

Alcoholic beverages.
Expenses for companions or family members.
Personal expenses unrelated to the interview process.

Submission process

Candidates should submit their claims with all relevant receipts within 15 days of the interview.

Approval and payment

Reimbursement claims will be reviewed by the HR department and processed within 30 days of submission.

Queries

For any questions or clarifications regarding this policy, candidates can reach out to the HR department.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Interview reimbursement policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a study leave policy?

A study leave policy outlines the rules and procedures governing an employee’s absence from work for the purpose of pursuing education or training that enhances their job-related skills. This policy enables employees to take time off for studying, attending conferences, workshops, or other forms of professional development.

A study leave policy should include

1. Eligibility criteria, specifying which employees can apply for study leave and under what circumstances.
2. Types of study leave available, such as paid or unpaid leave, full-time or part-time studies.
3. Application and approval process, including required documentation and timelines for submission.
4. Reimbursement details, if applicable, covering tuition fees, travel expenses, or other related costs.

Why is it important to have a study leave policy?

Having a study leave policy in place demonstrates your organization’s commitment to investing in its human capital. It fosters a culture of continuous learning and growth, leading to increased employee motivation, engagement, and retention. Moreover, it helps ensure that employees’ skill sets align with the organization’s goals and objectives, supporting succession planning and talent development initiatives.

The level of protection offered for parental leave in both the United States and the United Kingdom corresponds to the limited safeguard of the right to education based on UNESCO.

Step-by-step instructions on how to write your own study leave policy:

1. Research existing policies within your industry or region to identify best practices and regulatory requirements.
2. Consult with stakeholders, including HR colleagues, managers, and employee representatives, to gather input on desired provisions and potential challenges.
3. Define eligibility criteria, considering factors like job role, tenure, performance, and business needs.
4. Determine the types of study leave available, taking into account organizational constraints and employee preferences.
5. Establish a clear application and approval process, outlining required documents, deadlines, and decision-making authorities.
6. Develop a system for tracking study leave requests, approvals, and completions.
7. Specify reimbursement procedures, if applicable, and outline consequences for non-compliance or unmet performance expectations.
8. Include provisions for employees who do not complete their studies or fail to meet performance expectations.
9. Review and update the policy regularly to maintain alignment with organizational goals and evolving employee needs.

Study leave policy template

[Organization Name] Study Leave Policy

Introduction

[Organization Name] is committed to supporting the professional development of its employees. This policy outlines the provisions and guidelines for study leave, enabling employees to enhance their skills and knowledge while advancing organizational objectives.

Eligibility

Employees who have completed at least six months of continuous service with [Organization Name] are eligible to apply for study leave. Part-time employees are also eligible, with the duration of study leave adjusted proportionately to their working hours.

Types of study leave

[Organization Name] offers two types of study leave: paid and unpaid. Paid study leave is granted for full-time studies that directly align with the organization’s strategic goals. Unpaid study leave may be taken for part-time studies or programs not directly related to job responsibilities.

Application and approval process

Employees must submit a written application to their manager at least 30 days before the start of their study program. The application should include proof of acceptance into a recognized academic institution, course details, and a signed agreement to comply with policy conditions. Managers will review applications based on business needs, job requirements, and available resources. Employees will be notified of approval or denial within 15 days of submission.

Duration and frequency

Paid study leave can last up to 12 months, while unpaid study leave may extend beyond this limit. Employees can take study leave once every three years, with a maximum cumulative duration of 24 months.

Reimbursement

[Organization Name] will reimburse tuition fees and other direct costs upon successful completion of studies, subject to the employee providing original receipts and proof of payment. A maximum amount per year applies, as determined by HR in consultation with Finance.

Performance expectations

During the study leave period, employees are expected to maintain regular communication with their managers and fulfill pre-agreed performance targets. Upon return, employees must complete a debriefing session with their manager, sharing knowledge gained and outlining plans for implementing new skills. Failure to meet these expectations may result in repayment of reimbursed amounts or adjustments to employment terms.

Non-completion or unsatisfactory performance

If an employee does not complete their studies or fails to meet performance expectations, they must refund all reimbursed amounts to [Organization Name]. Exceptions will be considered on a case-by-case basis, taking into account mitigating circumstances and supporting evidence.

Conclusion

By establishing a comprehensive study leave policy, [Organization Name] demonstrates its commitment to investing in its human capital. This policy promotes continuous learning, supports employee development, and fosters a culture of growth and excellence.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Study leave policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is the return to work policy?

A Return to Work Policy is a formal set of guidelines set by an organization to assist employees who have been absent from work for an extended period, ensuring they reintegrate into their roles effectively and safely. This policy aims to provide a clear structure for both the employer and the employee, detailing the necessary steps and considerations required during the return-to-work process.

It emphasizes collaboration, understanding, and flexibility, ensuring that employees are given the necessary support and resources to transition back into their roles while considering their well-being and any potential adjustments or accommodations that might be required.

A Return to Work policy should include:

Clear criteria for eligibility: Define who can avail of this policy, whether it’s after medical leave, maternity leave, or other types of extended absences.
Procedure for notification: Outline how an employee should notify their intent to return, including any necessary documentation like medical certificates.
Roles and responsibilities: Specify the roles of HR, managers, and the returning employee in the process.
Adjustments and accommodations: Detail possible workplace accommodations or adjustments that can be made for the returning employee, if necessary.

Why is it important to have a Return to Work policy for your organization?

Having a Return to Work policy is crucial for organizations as it demonstrates a commitment to employee well-being and ensures a smooth transition for those returning after extended absences. It reduces potential legal risks by ensuring compliance with employment laws and minimizes productivity loss by providing a structured approach to reintegrating employees. Furthermore, it enhances organizational reputation, emphasizing a supportive and understanding workplace culture.

Accommodations that can be implemented for an employee’s return to work include options like flexible work schedules, designated rest areas, adaptable workspaces, and the possibility of telecommuting according to MH National. The Job Accommodation Network (JAN) states that more than half of these accommodations come at no expense to employers. In cases where there is a cost involved, the average one-time expenditure amounts to $300. This demonstrates their remarkable cost-effectiveness, especially when contrasted with the expenses of hiring and training a new employee.

Step by step instructions to write your own return to work policy

1. Understand legal requirements: Research local employment laws to ensure your policy is compliant. For example, in the U.S., consider the Family and Medical Leave Act (FMLA) and the Americans with Disabilities Act (ADA).
2. Consult with key stakeholders: Engage with managers, team leaders, and even some employees to understand their perspectives and needs.
3. Draft the policy: Start with the purpose and scope of the policy. For instance, “This policy applies to all employees returning after a medical absence of more than 30 days.”
4. Include detailed procedures: Specify the notification process, such as “Employees should inform HR at least two weeks before their intended return date and provide a medical fitness certificate.”
5. Outline support mechanisms: Describe any training or counseling services available, e.g., “Employees can avail of a one-week refresher course upon return.”
6. Review and revise: After drafting, review the policy with legal counsel or an HR specialist to ensure completeness and compliance.

Return to work policy template

Company: [Organization Name]

1. Purpose and scope

This policy is designed to provide a structured and supportive approach for employees of [Organization Name] returning to work after an extended absence.

2. Eligibility

All employees returning after a medical or personal leave of more than 30 days are covered under this policy.

3. Notification procedure

Employees should inform the HR department at least two weeks before their intended return date. A medical fitness certificate, where applicable, must be submitted.

4. Roles and responsibilities

HR: Oversee the return process, provide necessary resources, and ensure compliance.
Managers: Collaborate with HR and provide support to the returning employee.
Employee: Notify intent to return and engage in any required training or counseling.

5. Adjustments and Accommodations:

[Organization Name] is committed to making necessary adjustments to ensure the successful reintegration of our employees. This might include modified work hours, ergonomic adjustments, or additional training.

6. Review

This policy will be reviewed annually to ensure its effectiveness and relevance.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Return-to-work policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

What is a transgender policy?

Transgender policies are essential frameworks designed to ensure that transgender individuals are treated equitably in the workplace. These policies help create an environment where everyone, regardless of their gender identity or expression, can feel safe, respected, and valued. Implementing such policies recognizes the rights of transgender individuals and actively combats discrimination, harassment, and any forms of bias they might face in professional settings.

A workplace that acknowledges and respects the diverse identities of its employees is not only morally right but also beneficial in promoting a culture of understanding and acceptance. Transgender policies serve as a declaration of an organization’s commitment to safeguarding the rights and well-being of its transgender workforce. They provide clear guidelines on how to navigate situations specific to transgender employees, such as name changes, restroom access, and dress codes.

A transgender policy should include:

1. Clear definitions of terms related to gender identity and expression
2. Guidelines on name and pronoun use and changes in official records
3. Procedures for addressing instances of discrimination or harassment
4. Details on accommodations, such as restroom and locker room access

Why is it important to have a transgender policy for your organization?

Incorporating a transgender policy is a testament to an organization’s commitment to diversity and inclusion. Such a policy not only protects transgender employees from discrimination but also fosters a positive and inclusive company culture. A supportive environment improves employee satisfaction, reduces turnover, and can even enhance brand reputation. Moreover, a clear policy can mitigate potential legal complications by ensuring compliance with anti-discrimination laws.

Step-by-step instructions on writing your own transgender policy

1. Research and understand the basics: Begin by understanding the specific needs and rights of transgender individuals. For example, recognize the significance of correct pronoun usage.
2. Engage stakeholders: Involve transgender employees or consultants in the drafting process. Their insights will be invaluable.
3. Define key terms: Clearly define terms such as gender identity, gender expression, and transgender. For instance, “Gender Identity: An individual’s internal understanding of their own gender, which may or may not align with the sex assigned at birth.”
4. Establish guidelines for name and pronoun usage: Detail how the organization will address name changes in official documents. For example, “Employees have the right to be addressed by their chosen name and pronouns, which will be updated in email addresses, name tags, and official records upon request.”
5. Address accommodations: Outline procedures for restroom and locker room usage. E.g., “Employees are allowed to use facilities that align with their gender identity.”
6. Set up reporting mechanisms: Create a clear procedure for reporting and addressing instances of discrimination or harassment. This might include a designated contact person and a commitment to confidentiality.
7. Train and educate: Organize regular training sessions for employees and management to foster understanding and sensitivity.
Review and Revise: Periodically reassess the policy, incorporating feedback from employees and staying updated with evolving best practices.

Transgender policy template

[Organization Name] Transgender Policy

1. Purpose

This policy is designed to foster an inclusive and respectful work environment for all employees, regardless of gender identity or expression.

2. Definitions

Gender Identity: An individual’s internal understanding of their own gender.
Transgender: A term describing individuals whose gender identity differs from the sex assigned to them at birth.

3. Name and pronoun usage

Employees have the right to be addressed by their chosen name and pronouns. Any changes will be promptly reflected in official documents, email addresses, and name tags.

4. Accommodations

All employees are entitled to use restrooms and locker rooms that align with their gender identity. Any employee seeking additional privacy will be provided with suitable alternatives.

5. Reporting discrimination or harassment

Any employee facing discrimination or harassment due to their gender identity should report the incident to [specific HR personnel]. All reports will be treated with utmost confidentiality.

6. Training

[Organization Name] is committed to regular training sessions to educate staff on transgender issues and foster a culture of respect and understanding.

7. Policy review

This policy will be reviewed annually to ensure its effectiveness and relevance.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Transgender policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Additionally, it can help HR professionals communicate the importance of responsible computer use to employees and ensure compliance with relevant laws and regulations.

What is a computer use policy?

This policy defines the rules and guidelines for using computers and other electronic devices at your organization. It applies to all employees, contractors, interns, and any other individuals who use an organization’s technology. The policy aims to protect both the organization’s assets and the privacy of its employees.

It covers topics such as password security, internet usage, email communication, software installation, and remote access.

A computer use policy should include:

1. A statement on the scope and purpose of the policy
2. A list of acceptable uses and restrictions on computer usage
3. Guidelines for password management and data security
4. Rules for downloading and installing software
5. Information on internet usage and email communication
6. Procedures for reporting violations of the policy
7. Consequences for non-compliance

Why is it important to have a computer use policy?

Having a computer use policy is crucial for several reasons. Firstly, it helps protect the organization’s assets from unauthorized access and cyber threats.

Secondly, it ensures that employees are aware of their responsibilities when using company devices and networks.

Thirdly, it promotes productivity by setting boundaries around internet usage and email communication. Lastly, it helps maintain employee privacy by establishing clear guidelines for data protection.

Step-by-step instructions for writing your own computer use policy

1. Identify your organization’s specific needs and concerns regarding computer usage. This could involve consulting with IT, legal, and management teams.
2. Research relevant laws and regulations in your jurisdiction that relate to computer use, such as data protection or cybersecurity legislation.
3. Consider industry best practices and standards for computer use policies. Look at examples from similar organizations to get ideas for what to include.
4. Define the scope of the policy by specifying which devices and users it applies to.
5. Write a clear and concise statement outlining the purpose of the policy.
6. Create a list of acceptable uses and restrictions on computer usage. Think about issues like internet browsing, email communication, software installation, and remote access.
7. Establish guidelines for password management and data security. Include requirements for password strength, change frequency, and encryption.
8. Outline procedures for reporting violations of the policy and consequences for non-compliance.
9. Review and revise the policy regularly to ensure it remains up-to-date and effective.

Computer use policy template

[Organization Name]

Computer Use Policy

Scope

This policy applies to all [Organization Name] employees, contractors, interns, and any other individuals who use our organization’s technology. It covers all devices and networks owned or managed by [Organization Name].

Brief & purpose

The purpose of this policy is to protect both the organization’s assets and the privacy of its employees. It aims to promote productivity, maintain employee privacy, and prevent unauthorized access to company devices and networks.

Acceptable uses

• Employees are allowed to use company devices and networks for work-related purposes only.
• Internet access is permitted for work-related activities, but employees must avoid excessive personal use.
• Email communication should be used primarily for work-related messages. Personal emails should be kept to a minimum.
• Employees can install software that is approved by the IT department.
• Remote access to company networks is allowed with prior authorization from the IT department.

Restrictions

• Passwords must meet the following requirements: at least 12 characters long, contain uppercase and lowercase letters, numbers, and symbols, and be changed every 60 days.
• Data must be encrypted when transferred outside the organization’s network.
• Employees must not download or install software without permission from the IT department.
• The organization reserves the right to monitor internet usage and email communication.
• Employees must report any security incidents or suspicious activity to the IT department immediately.

Consequences

• Violations of this policy may result in disciplinary action, up to and including termination of employment.
• Any employee found to have downloaded or installed malicious software will be subject to disciplinary action.
• Unauthorized disclosure of confidential information will result in legal action.

Procedures for reporting violations

• Employees should report any violations of this policy to their supervisor or the IT department.
• All reports will be investigated promptly and fairly.
• Confidentiality will be maintained throughout the investigation process.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Computer use policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

A company redundancy policy should include:

1. A clear explanation of the circumstances under which fixed-term contracts or temporary employees may be terminated.
2. Provisions for employees who are absent from work due to illness, injury, or other reasons when the redundancy announcement is made.
3. Information about the treatment of employee benefits, such as accrued vacation time, retirement plans, or stock options.
4. A plan for communicating the impact of redundancies on customer relationships, business partnerships, and public relations.
5. Guidelines for maintaining confidentiality during the consultation process and beyond.

Step-by-step instructions to create this policy

1. Research legal requirements: Familiarize yourself with local employment laws and regulations regarding redundancies, dismissals, and severance packages.
2. Analyze industry best practices
3. Identify company values and goals: Consider the organization’s mission, vision, and values when drafting the policy. Ensure that the policy aligns with these elements and reflects the company’s commitment to treating employees fairly and with respect.
4. Involve key stakeholders: Engage with HR, legal, management, and employee representatives to get their input and perspectives on the policy. This will help ensure that all relevant viewpoints are considered and addressed.
5. Draft the policy: Using the information gathered in steps 1-4, create a comprehensive and clear policy document. Make sure it includes all the essential components outlined above.
6. Review and revise: Circulate the draft policy among the key stakeholders and invite feedback. Incorporate any suggested improvements and make adjustments as needed.
7. Approval and communication: Once the policy is finalized, obtain approval from the appropriate executives or governing bodies. Communicate the policy to all employees, ensuring that everyone understands the guidelines and procedures.
8. Regularly review and update: Schedule periodic reviews of the policy to ensure it remains relevant and effective. Update the policy as necessary to address new challenges or changes in the company’s needs.

Redundancy policy template

[Organization Name]

Redundancy Policy

Brief & purpose

This policy outlines [Organization Name]’s approach to managing redundancies, ensuring that we treat affected employees fairly and supportively while maintaining operational effectiveness.

Scope

This policy applies to all [Organization Name] employees, including full-time, part-time, fixed-term, and temporary workers.

Definition of redundancy

Redundancy occurs when an employee’s position is no longer required due to reasons such as restructuring, downsizing, or the introduction of new technology.

Criteria for selecting employees for redundancy

The following criteria will be used to determine which positions are redundant and which employees will be selected for redundancy:

1. Job duplication or abolition due to restructuring or reorganization
2. Lack of work or insufficient funds to sustain the position
3. Technological advancements or automation rendering the role obsolete
4. Performance management issues where an employee’s performance is not meeting expectations despite support and development opportunities

Consultation process

Before making any decisions regarding redundancy, [Organization Name] will engage in a thorough consultation process with affected employees and their representatives. This process will include:

• Explaining the reason for the proposed redundancy
• Providing information about the severance package and other support available to affected employees
• Discussing alternative employment options within the company
• Considering suggestions from employees on how to mitigate the impact of the redundancy

Notice periods and severance pay

Affected employees will receive a minimum notice period of [X] weeks, based on their length of service with the company.
Severance packages will be offered to affected employees, taking into account their length of service, job grade, and individual circumstances. The severance package will include payment for unused vacation time, compensation for loss of office, and outplacement assistance.

Job search support

[Organization Name] recognizes that finding new employment can be challenging and will provide support to affected employees through our career transition program. This program includes:

• Resume-building workshops
• Interview preparation training
• Access to job search resources and databases
• One-on-one career counseling sessions

Appeals process

Affected employees who disagree with the decision to make their position redundant can submit an appeal to the HR department within [X] days of receiving notification. The appeal should outline the grounds for objection and any supporting evidence.

Communication plan

[Organization Name] is committed to transparent communication throughout the restructuring process. We will maintain open dialogue with all stakeholders, including employees, customers, suppliers, and investors. The communication plan includes:

• Regular town hall meetings and updates from senior management
• Departmental meetings to discuss the impact on each team
• Internal communications channels (intranet, newsletters) to share information and address concerns
• External communications to key partners and media

Support for remaining employees

To assist employees who remain with the company during this challenging period, we offer a range of support measures, such as:

• Counseling services for employees struggling with the changes
• Training programs to develop new skills and adapt to changing roles
• Redeployment opportunities where possible
• Recognition and reward initiatives to motivate and engage employees

Review and revision

This policy will be reviewed regularly to ensure its continued relevance and effectiveness. Any revisions will be approved by the board of directors and communicated to all employees.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Company redundancy policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This policy aids in employee training, mitigates risk, and supports HR in enforcing standards related to advertising activities, thus contributing to the overall strategic objectives and brand reputation of the company.

What is a company advertising policy?

The Advertising Policy is designed to establish a framework for all our advertising and promotional activities. It covers various forms of media, including digital, print, and broadcast, and applies to all employees, contractors, and partners engaged in creating, planning, and executing advertisements for the company.

The policy emphasizes adherence to ethical advertising standards, compliance with legal requirements, and alignment with the company’s core values and brand guidelines. It also outlines the approval process for advertising materials, ensuring that all content is reviewed and sanctioned by the designated authorities within the organization.

Key aspects of this policy include the prohibition of false or misleading claims, respect for intellectual property rights, and adherence to industry-specific advertising regulations. The policy also stipulates the importance of cultural sensitivity and inclusivity in advertising content, reflecting the organization’s commitment to diversity and social responsibility.

Regular training and updates on advertising laws and ethical practices are mandated for relevant personnel to keep them abreast of evolving standards and regulations in the advertising domain.

The advertising policy should include:

1. Ethical standards and legal compliance: Clear guidelines on ethical advertising practices and adherence to legal requirements, including truthfulness, non-deceptive claims, and respect for privacy.
2. Brand alignment: Instructions on ensuring that all advertisements align with the company’s brand identity, values, and messaging strategy.
3. Approval process: A defined process for the review and approval of advertising materials by authorized personnel.
4. Training and awareness: Provisions for regular training and updates for staff involved in advertising to stay current with industry standards and regulatory changes.

Step-by-step instructions to create this policy

1. Define the scope: Determine the types of advertising activities and platforms covered by the policy.
2. Identify legal requirements: Research and integrate relevant legal and regulatory standards that govern advertising in your industry and region.
3. Establish ethical guidelines: Outline the ethical principles that should guide advertising practices, such as honesty, fairness, and respect for diversity.
4. Align with brand values: Incorporate guidelines to ensure that all advertisements reflect the company’s brand identity and values.
5. Designate approval authorities: Identify the individuals or teams responsible for reviewing and approving advertising content.
6. Develop training programs: Plan for regular training sessions to educate staff involved in advertising about the policy, legal standards, and ethical considerations.
7. Implement and monitor: Apply the policy across the organization and establish mechanisms for monitoring compliance and handling violations.

Company advertising policy template

[Organization Name]

Advertising Policy

Effective Date: [Insert Date]

1. Introduction

This Advertising Policy applies to all advertising and promotional activities undertaken by [organization name] across all media channels. It is designed to ensure that our advertising practices are legal, ethical, and consistent with our brand values.

2. Scope

This policy applies to all employees, contractors, and partners involved in the creation, planning, and execution of advertisements on behalf of [organization name].

3. Ethical standards and Legal Compliance

All advertising materials must:

Be truthful and non-deceptive.
Comply with all relevant laws and regulations.
Respect privacy and intellectual property rights.

4. Brand slignment

Advertisements must:

Accurately reflect the values and messaging strategy of [organization name].
Maintain consistency with the overall brand identity.

5. Approval process

All advertising content must be reviewed and approved by [designated approval authority].
Any revisions to approved content must undergo a subsequent review.

6. Training and awareness

Regular training sessions will be conducted for staff involved in advertising.
Updates on legal and ethical standards in advertising will be provided.

7. Monitoring and compliance

Compliance with this policy will be regularly monitored.
Violations of the policy will be addressed according to [organization name]’s disciplinary procedures.

8. Review and amendments

This policy is subject to review and amendment to reflect changes in legal requirements and industry best practices.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Company advertising policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Typically aligned with legal and company regulations, the form outlines necessary details such as anticipated start and end dates, any medical documentation requirements, and contact information.

The maternity leave policy, of which the form is a key element, ensures a structured and equitable approach to managing maternity-related absences, promoting transparency and consistency in the workplace while supporting the well-being of expectant and new mothers.

What should a maternity leave form include?

The Paid Parental Leave (PPL) Request Form is an essential tool for securing this precious time. Here’s a breakdown of what you need to know and fill out, according to U.S. Department of Commerce:

Identifying information

Employee name: Your full name as it appears in your employment records.
Contact details: Both personal and work phone numbers and email addresses.
Organization details: The specific name of your agency, office, division, branch, etc.

Plans for using paid parental leave

The heart of this form revolves around how you plan to use your PPL in conjunction with the Family and Medical Leave Act (FMLA).

Reason for FMLA Leave: Indicate whether it’s due to the birth of a child, adoption, or foster care placement.
Key Dates: Provide the anticipated or actual date of the child’s birth or placement, the start and end dates for using PPL, and your planned return-to-duty date after using other types of leave.

Requested method of using PPL

Continuous or intermittent use: Specify if you prefer to use PPL continuously or intermittently. For intermittent use, describe the reasons and plans.

Employee certifications

This section is crucial as it involves legal attestations and certifications.

Parental role: Confirm that the PPL is for fulfilling your parental role.
Documentation: Agree to provide necessary documentation as required.
Acknowledgment of consequences: Understand and acknowledge the consequences of providing false information.
Notification of actual dates: If you’ve provided an anticipated date, agree to notify your agency of the actual date as soon as possible.
Work obligation agreement: Attest to entering into the required work obligation agreement.
Truthful certification: Certify that all statements made in the form are true and correct.

Final Step: Employee’s Signature

Don’t forget to sign and date the form to validate your request.

Maternity leave form template

1. Identifying Information

Employee Name:
Phone Numbers:
Personal: [Your Personal Phone Number]
Work: [Your Work Phone Number]
Email Addresses:
Personal: [Your Personal Email Address]
Work: [Your Work Email Address]
Name of Organization: [Agency, Office, Division, Branch, etc.]

2. Plans for Substituting Paid Parental Leave (PPL) for FMLA Leave

Reason for FMLA Leave:
Birth of a Child
Placement for Adoption
Foster Care Placement
Date of Birth or Placement:
Anticipated: [Date]
Actual: [Date]
Date Use of PPL Begins: [Date]
Date Use of PPL Concludes: [Date]
Date of Planned Return to Duty: [Date]

3. Requested Method of Using PPL

Continuous Use
Intermittent Use
Reason(s) for Intermittent Leave: [Describe Reasons]
Plans for Using PPL on an Intermittent Basis: [Describe Plans]

4. Employee Certifications

I attest that PPL is being taken because of the birth of my child or because of placement of a child with me for adoption or foster care and that the PPL will be used in connection with my fulfillment of my parental role to care for and bond with the child.

I will provide documentation to support this request, as directed by my agency.

I acknowledge and understand the consequences of providing a false certification (e.g., the possibility that my agency could pursue appropriate disciplinary action, up to and including removal from Federal Service, or make a referral to a Federal entity that investigates whether conduct constitutes a criminal violation).

If I provided an anticipated date of birth or placement, I will notify my agency as soon as practicable of the actual date.

I attest that I am entering into the required work obligation agreement.

I hereby certify that all statements made in this application are true and correct to the best of my knowledge and belief.

Employee’s Signature: __________________________

Date: _________________________

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What is an employee uniform policy?

This policy sets the guidelines for all employees who are required to wear designated uniforms during work hours, including arrival and departure times.

Having a well-structured employee uniform policy benefits both the organization and its employees. It enhances the visual identity of the company, fostering a sense of unity and professionalism. Additionally, it helps create a safe working environment by reducing potential hazards associated with loose clothing or inappropriate footwear. This policy also promotes equality and eliminates potential discrimination based on dress code.

An employee uniform policy should include:

1. A clear description of the approved uniform components, including colors, styles, and fabrics
2. Guidelines for appropriate modification or customization of the uniform
3. Procedures for issuing and maintaining uniforms, including distribution, cleaning, and replacement
4. Standards for personal grooming and hygiene to ensure a neat and tidy appearance

Step-by-step instructions for writing your own employee uniform policy

1. Research industry standards and best practices to determine the most suitable uniform requirements for your organization.
2. Involve representatives from various departments to ensure that the policy accommodates diverse job roles and responsibilities.
3. Consider surveying employees to gather feedback on preferred uniform options, taking into account comfort, practicality, and affordability.
4. Establish a committee to oversee the implementation and enforcement of the policy, ensuring consistent communication and compliance.
5. Review and update the policy regularly to adapt to changing needs and trends.

Employee uniform policy template

[Organization Name] recognizes the importance of maintaining a professional and cohesive image while promoting a safe and healthy work environment. The following policy outlines the requirements for employee uniforms:

Uniform components

• White [Organization Name]-branded polo shirt with logo (provided by the company)
• Dark blue or black pants/skirts (plain, no visible logos or patterns)
• Black or brown leather shoes (no sneakers or open-toe shoes)
• Standard white lab coat (for specific roles, provided by the company)

Modification guidelines

Employees may add personal touches to their uniforms within these guidelines:

• Small, non-obtrusive accessories such as watches, bracelets, or earrings
• Hair styles that do not interfere with the proper wearing of safety equipment or pose a hazard in the workplace
• Non-offensive tattoos, when covered by the required uniform components

Issuance and maintenance

• New employees will receive one complimentary set of the designated uniform upon hire.
• Additional uniform items can be purchased through our internal online store or at an authorized external retailer.
• Uniform cleaning is the responsibility of each employee. Reimbursement for cleaning costs is available upon submission of receipts.
• Damaged or worn-out uniforms must be replaced by the employee promptly. Discounts on replacement items are offered for employees who have been with the company for over six months.

Personal grooming and hygiene

• Employees are expected to maintain a neat and tidy appearance during work hours.
• Hair should be kept clean, well-groomed, and styled in a way that does not obstruct vision or safety equipment.
• Visible tattoos or body art must be covered by the required uniform components.
• Perfumes, colognes, or strong fragrances should be used discreetly, avoiding irritation or allergic reactions among colleagues.

Enforcement

The uniform policy will be enforced by department managers and supervisors. Failure to comply may result in disciplinary action, up to and including unpaid suspension or termination. Exceptions to this policy may be granted based on religious or medical requirements, subject to approval from HR and senior management.
By wearing our designated employee uniform, you represent [Organization Name]’s commitment to excellence and professionalism. Thank you for your cooperation and support in maintaining a cohesive image while ensuring a safe and healthy work environment.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee uniform policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

Firstly, it provides a clear framework for evaluating employee performance, making it easier to identify areas where employees need improvement.

Secondly, it helps ensure consistency in applying performance standards across different departments and teams, promoting fairness and equity.

Finally, it serves as a reference point for addressing performance-related issues, enabling HR to address concerns promptly and effectively.

What is an employee performance standards policy?

The employee performance standards policy covers various aspects of employee behavior and performance, including:

• Attendance and punctuality: Employees are expected to be punctual and regular in their attendance. Unexplained absences or tardiness may lead to disciplinary action.
• Work quality and productivity: Employees must demonstrate high-quality work and maintain acceptable productivity levels. They should complete tasks within assigned deadlines and take ownership of their work.
• Communication: Employees must communicate effectively with colleagues, supervisors, and clients. This includes verbal and written communication, as well as active listening skills.
• Teamwork and collaboration: Employees are expected to work collaboratively with others, contributing to a positive team environment. They should be supportive of their colleagues and actively participate in team discussions.
• Adaptability and flexibility: Employees must be adaptable and flexible in response to changing business needs. They should be willing to learn new skills and assume additional responsibilities when necessary.
• Professionalism and respect: Employees must conduct themselves professionally at all times, treating colleagues, clients, and visitors with respect and dignity.
• Compliance with policies and procedures: Employees are expected to comply with organizational policies and procedures, including those related to confidentiality, data security, and workplace safety.

An employee performance standards policy should include:

1. Policy statement: A brief introduction outlining the purpose and scope of the policy.
2. Definitions: Clear explanations of key terms used in the policy, such as “attendance,” “productivity,” and “professionalism.”
3. Performance expectations: Detailed descriptions of the behavior and performance levels expected from employees, along with specific examples or metrics where possible.
4. Responsibilities: A list of responsibilities for both employees and management, highlighting their roles in upholding the policy.
5. Consequences of non-compliance: A description of the consequences employees may face if they violate the policy, including disciplinary actions and potential termination.
6. Implementation and review: Details on how the policy will be implemented, reviewed, and updated regularly to ensure its effectiveness.
7. Signature page: Include a signature page for employees to acknowledge that they have read, understood, and agree to abide by the policy.

Step-by-step instructions to create this policy

To create an employee performance standards policy, follow these steps:

1. Review existing policies: Research and analyze your organization’s current policies, procedures, and codes of conduct to ensure consistency and minimize redundancy.
2. Identify core values and objectives: Determine your organization’s core values, mission, and goals, and use them as a foundation for the policy’s development.
3. Engage stakeholders: Involve HR colleagues, supervisors, managers, and legal representatives in the policy creation process to ensure diverse perspectives and input.
4. Define key terms and expectations: Develop clear definitions and explanations of essential terms and performance expectations to avoid misinterpretation.
5. Establish responsibilities: Clearly outline the responsibilities of both employees and management regarding policy adherence and enforcement.
6. Specify consequences: Determine appropriate consequences for non-compliance, ensuring they are proportionate to the severity of the violation.
7. Set implementation and review dates: Schedule specific dates for policy implementation, review, and updates to maintain its relevance and efficacy.
8. Include a signature page: Provide a signature page for employees to confirm their understanding and commitment to upholding the policy.
9. Review and revise (as needed): Carefully review the policy with all stakeholders, making revisions as necessary before finalizing and implementing it.

Employee performance standards policy template

[Organization Name]

Employee Performance Standards Policy

Introduction

[Organization Name] is committed to maintaining high standards of employee behavior and performance. This policy outlines the expected behavior and performance levels for our employees, providing guidelines for both employees and management to follow. The policy aims to promote a positive work environment, support employee growth, and contribute to the organization’s success.

Definitions

The following definitions apply to this policy:

• Attendance: Refers to an employee’s physical presence at their assigned workplace during scheduled working hours.
• Productivity: Measures the quality and quantity of work produced by an employee within a specified timeframe.
• Communication: Includes verbal and written interactions between employees, supervisors, clients, and other stakeholders.
• Teamwork: Collaborative efforts among employees, departments, and teams to achieve shared goals and objectives.
• Adaptability: Employees’ ability to adjust to changing business needs, processes, or technologies.
• Professionalism: Conducting oneself with dignity, respect, and integrity in all aspects of work.

Performance expectations

Employees are expected to meet the following performance expectations:

1. Attendance and punctuality:

• Be punctual for work and meetings.
• Notify your supervisor in advance for any absences or tardiness.
• Maintain a consistent attendance record, avoiding unexplained absences or excessive tardiness.

2. Work quality and productivity:

• Demonstrate high-quality work that meets organizational standards.
• Complete tasks within assigned deadlines, managing your workload effectively.
• Take ownership of your work, ensuring accuracy and attention to detail.

3. Communication:

• Communicate clearly, concisely, and professionally in all interactions.
• Listen actively and respond appropriately to feedback.
• Use appropriate channels for communication (e.g., email, phone, or in-person discussions).

4. Teamwork and collaboration:

• Contribute positively to team efforts, sharing knowledge and expertise.
• Support colleagues when needed, fostering a collaborative environment.
• Participate in team meetings and activities, contributing to shared goals.

5. Adaptability and flexibility:

• Be open to learning new skills and assuming additional responsibilities.
• Demonstrate willingness to adapt to changing business needs and processes.
• Embrace new technologies and tools that enhance work efficiency and productivity.

6. Professionalism and respect:

• Conduct yourself with professionalism and respect at all times.
• Treat colleagues, clients, and visitors with dignity and respect.
• Maintain confidentiality and discretion in sensitive matters.

7. Compliance with policies and procedures:

• Familiarize yourself with organizational policies and procedures.
• Adhere to policies and procedures at all times, seeking clarification when necessary.
• Report any instances of non-compliance or potential violations to your supervisor or HR.

Responsibilities

Employees are responsible for upholding the standards outlined in this policy. Failure to comply may result in disciplinary action, up to and including termination.
Management is responsible for:

• Providing clear communication and training on this policy.
• Setting performance expectations and providing feedback.
• Addressing performance concerns and taking appropriate disciplinary action.
• Ensuring consistency in applying performance standards across departments and teams.

Consequences of non-compliance

Violating this policy may result in disciplinary action, depending on the severity and frequency of the violation. Disciplinary actions may include:

1. Verbal warning: A verbal warning will be issued, discussing the violation and expected improvements.
2. Written warning: A written warning will be provided, detailing the violation, corrective actions, and consequences of continued non-compliance.
3. Performance improvement plan: A performance improvement plan may be implemented to address specific performance issues.
4. Suspension: Depending on the severity of the violation, a suspension with or without pay may be enforced.
5. Termination: In extreme cases or repeated violations, termination of employment may occur.

Implementation and Review

This policy is effective as of [insert date] and supersedes all previous employee performance standards policies. It will be reviewed and updated annually or as needed, ensuring it remains relevant and effective. All employees are required to sign an acknowledgement form confirming their understanding and commitment to adhere to this policy.

I have read, understood, and agree to uphold the employee performance standards policy. I understand that failure to comply may result in disciplinary action, up to and including termination.
Employee Signature: ______________________________ Date: _______________________________
Supervisor/Manager Signature: ____________________________ Date: ______________________________

The post Employee performance standards policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

This template will provide HR professionals with a comprehensive framework for creating a succession planning policy that is tailored to their organization’s specific needs and goals. It will help them identify the key roles that require succession planning, develop a talent pipeline, and establish a process for selecting and appointing successors.

Additionally, it will help HR professionals communicate the importance of succession planning to top management and the board of directors, ensuring everyone is aligned and committed to the process.

What is a Succession Planning Policy?

A succession planning policy is a document that outlines an organization’s approach to identifying, developing, and appointing successors for key roles within the organization. It provides a structured process for identifying potential successors, assessing their readiness, and providing development opportunities to prepare them for future leadership roles.

The policy also outlines the criteria and processes for selecting and appointing successors when a vacancy arises.

A succession planning policy should include:

• A list of key roles that require succession planning
• A process for identifying potential successors for each role
• A method for assessing the readiness of potential successors
• A plan for providing development opportunities to prepare successors
• Criteria for selecting successors
• A process for appointing successors

Why is it important to have a Succession Planning Policy?

Having a succession planning policy in place can help organizations ensure their continued success and sustainability by:

• Ensuring a smooth transition of power when leadership positions become available
• Identifying and developing future leaders
• Encouraging employee retention and engagement by providing career advancement opportunities
• Demonstrating commitment to diversity, equity, and inclusion by considering a diverse pool of candidates for leadership roles

Step-by-step instructions on how to write your own Succession Planning Policy:

1. Identify the key roles that require succession planning. Consider the organizational structure, job responsibilities, and skills required for each role.
2. Develop a talent pipeline by identifying potential successors for each role. Consider factors such as experience, education, skills, and performance.
3. Assess the readiness of potential successors by conducting performance evaluations, skill assessments, and personality tests.
4. Provide development opportunities to prepare successors for future leadership roles. This could include training programs, mentorship opportunities, and stretch assignments.
5. Establish a selection committee to review potential successors and select the best candidate for the role. The committee should consider factors such as qualifications, experience, and fit with the organization’s culture and values.
6. Communicate the importance of succession planning to top management and the board of directors. Secure their buy-in and commitment to the process.
7. Review and update the succession planning policy annually or bi-annually to ensure it remains relevant and effective.

Succession planning policy template

[Organization Name] Succession Planning Policy

Introduction

[Organization Name] is committed to ensuring its continued success and sustainability by establishing a comprehensive succession planning policy. This policy outlines the steps and procedures for identifying, developing, and appointing successors for key roles within the organization.
Key Roles Requiring Succession Planning:

The following roles have been identified as requiring succession planning:

• CEO
• CFO
• COO
• Head of Marketing
• Head of Sales

Talent pipeline

Potential successors for each role have been identified based on factors such as experience, education, skills, and performance. The talent pipeline includes:

• CEO: [name] (Chief Operating Officer), [name] (Head of Marketing)
• CFO: [name] (Financial Controller), [name] (Senior Financial Analyst)
• COO: [name] (Chief Operating Officer), [name] (Head of Operations)
• Head of Marketing: [name] (Marketing Manager), [name] (Digital Marketing Specialist)
• Head of Sales: [name] (Sales Manager), [name] (Sales Representative)

Assessment of readiness

Potential successors will be assessed based on their performance evaluations, skill assessments, and personality tests. The assessment will be conducted annually, and the results will be used to identify areas for development and to determine readiness for leadership roles.

Development opportunities

Potential successors will be provided with development opportunities to prepare them for future leadership roles. These opportunities may include training programs, mentorship opportunities, and stretch assignments. The development plan will be tailored to each individual’s needs and goals.

Selection process

A selection committee will review potential successors and select the best candidate for the role. The committee will consider factors such as qualifications, experience, and fit with the organization’s culture and values. The selection process will be transparent, fair, and free from bias.

Communication

The importance of succession planning will be communicated to top management and the board of directors. Their buy-in and commitment to the process are essential to ensure its success.

Review and update

This policy will be reviewed and updated annually or bi-annually to ensure it remains relevant and effective. Changes to the policy will be approved by the CEO and communicated to all stakeholders.

Conclusion

[Organization Name] is committed to developing and maintaining a comprehensive succession planning policy that ensures our continued success and sustainability. This policy provides a structured process for identifying, developing, and appointing successors for key roles within the organization.

By following this policy, we can ensure a smooth transition of power when leadership positions become available and continue to thrive as an organization.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Succession planning policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

The form helps employers track and manage employee absences, ensuring that they are aware of who will be away from work and for how long. It also provides a clear and consistent process for employees to follow when requesting time off, helping to minimize confusion and misunderstandings.

A typical leave of absence request form may include the following sections:

1. Employee information: This section includes the employee’s name, job title, department, and contact information.
2. Type of leave: This section specifies the type of leave being requested, such as annual leave, sick leave, family and medical leave, or military leave.
3. Duration of leave: This section indicates the start and end dates of the leave, as well as the total number of days or weeks requested.
4. Reason for leave: This section provides a brief description of the reason for the leave, including any relevant details or supporting documentation.
5. Return date: This section specifies the date the employee plans to return to work, if applicable.
6. Supervisor’s approval: This section includes space for the supervisor’s signature and date, indicating approval of the leave request.
7. Additional information: This section allows employees to provide any additional information or comments related to their leave request.
8. Signature and date: This section includes space for the employee’s signature and date, confirming that they have reviewed and agree to the terms of the leave request.

Once the form is completed, it is typically submitted to the employee’s supervisor or human resources representative for review and approval.

Leave of absence request form template

Employee Information:

Name: [Insert name here]
Job Title: [Insert job title here]
Department: [Insert department here]
Hire Date: [Insert hire date here]
Work Location: [Insert work location here]

Type of leave:

Military Leave (must provide verification from appropriate military authority)
Military Service

Personal Leave (up to 30 days, unpaid)
Reason: [Insert reason here]

Non-FMLA Medical Leave

Start of leave (first day absent from work): [Insert start date here]

End of leave (last day absent from work): [Insert end date here]

Regular hours worked per week: [Insert number of hours here]

Full-time or Part-time: [Insert full-time or part-time here]

Intermittent Leave Request: [Yes or No]

If yes, please attach proposed schedule.

Leave details:

Number of days of leave requested: [Insert number of days here]
Dates of leave: [Insert dates of leave here]
Reason for leave (if personal or medical): [Insert reason here]

Approval process:

Supervisor Approval: [Insert supervisor signature block here]
HR Approval: [Insert HR signature block here]

Notes:

• All requests for non-FMLA leaves of absence must be submitted to HR for approval.
• Employees are required to provide supporting documentation for any medical leave request.
• Any changes to the original leave request must be submitted in writing to HR for approval.
• During the leave, the employee will remain employed by the university but will not receive pay or benefits.
• Upon return from leave, the employee will be reinstated to their previous position or a similar position, if available.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Leave of absence request form template appeared first on Recruiting Resources: How to Recruit and Hire Better.

By using this template, HR pros can ensure that they have a solid foundation for preventing and investigating employee theft allegations.

What is an employee theft policy template?

Employee theft refers to the unauthorized use or misappropriation of an employer’s property or assets by an employee. This can include, but is not limited to, stealing cash, merchandise, supplies, equipment, or intellectual property. Employee theft can also involve fraudulent activities, such as falsifying time sheets or expense accounts, or using company resources for personal gain.

A employee theft policy should include:

1. A clear definition of what constitutes employee theft
2. A statement of the organization’s zero-tolerance stance on employee theft
3. Guidelines on how to report suspected cases of employee theft
4. Procedures for conducting investigations and gathering evidence
5. Consequences for employees found guilty of theft
6. Measures to prevent future instances of employee theft

Why is it important to have an employee theft policy?

Having a comprehensive employee theft policy is crucial for several reasons:
1. Protection of assets: An employee theft policy helps protect the organization’s assets from internal threats, ensuring that they are used only for legitimate business purposes.
2. Deterrence: A clearly defined policy discourages employees from engaging in theft, as they know that there will be consequences for their actions.
3. Investigation efficiency: A policy provides guidelines for reporting and investigating suspicious activity, ensuring that allegations are handled promptly and fairly.
4. Legal compliance: In some jurisdictions, employers have a legal obligation to take steps to prevent employee theft. Having a policy in place demonstrates that the organization takes this responsibility seriously.
5. Maintaining trust: When employees feel that their employer takes theft seriously, they are more likely to trust their colleagues and management, fostering a positive work environment.

Step-by-step instructions for creating your own employee theft policy

1. Review relevant laws and regulations in your jurisdiction to ensure compliance.
2. Identify the types of assets you want to protect, such as cash, inventory, or intellectual property.
3. Determine the reporting mechanism for suspected theft, such as an anonymous hotline or online form.
4. Establish investigation procedures, including who will conduct the investigation, how evidence will be collected and preserved, and how findings will be documented.
5. Define disciplinary actions for employees found guilty of theft, up to and including termination.
6. Implement measures to prevent future instances of theft, such as training programs, regular audits, or improved security protocols.
7. Communicate the policy to all employees, emphasizing the importance of honesty and integrity within the organization.
8. Regularly review and update the policy to adapt to changing circumstances and address any issues that may arise.

Employee theft policy template

[Organization Name]

Employee Theft Policy

Introduction

[Organization Name] is committed to maintaining a safe and secure work environment where all employees can thrive and succeed. In order to protect our assets and promote honesty and integrity among our staff, we have established the following employee theft policy.

Definition of employee theft

Employee theft refers to the unauthorized use or misappropriation of [Organization Name]’s property or assets by an employee. This includes, but is not limited to, stealing cash, merchandise, supplies, equipment, or intellectual property. Employee theft can also involve fraudulent activities, such as falsifying time sheets or expense accounts, or using company resources for personal gain.

Zero-tolerance stance

[Organization Name] has a zero-tolerance stance on employee theft. We take all allegations of theft seriously and will investigate them thoroughly. Employees found guilty of theft will face disciplinary action, up to and including termination.

Reporting suspicious activity

If you suspect an instance of employee theft, please report it immediately to your supervisor, HR representative, or through our anonymous reporting hotline at 1-800-THEFT-LINE. All reports will be treated confidentially and investigated promptly.

Investigation procedures

All allegations of employee theft will be investigated thoroughly and fairly. The investigation process may include:

• Interviews with witnesses and the accused employee
• Review of relevant documentation, such as financial records or security footage
• Collection and preservation of evidence
• A thorough review of the facts to determine whether there is sufficient evidence to support the allegations

Disciplinary action

Employees found guilty of employee theft will face disciplinary action, up to and including termination. The severity of the penalty will depend on the gravity of the offense and the employee’s work history.

Prevention measures

To prevent future instances of employee theft, [Organization Name] will implement the following measures:

• Regular audits of financial records and inventory
• Training programs for employees on honesty and integrity
• Improved security protocols, such as restricted access to sensitive areas and assets
• Periodic reviews of this policy to ensure its effectiveness and relevance

Communication and compliance

This policy has been communicated to all employees and is available on the company intranet. It is each employee’s responsibility to familiarize themselves with the policy and adhere to its guidelines. Failure to comply with this policy may result in disciplinary action.

Review and update

This policy will be reviewed and updated annually or as needed to reflect changes in the law, organizational structure, or security concerns. Any updates will be communicated promptly to all employees.

Conclusion

[Organization Name] is committed to maintaining a safe and secure work environment where all employees can thrive and succeed. We believe that honesty and integrity are essential components of a healthy workplace culture, and we will not tolerate any form of employee theft. By implementing this policy, we aim to protect our assets, promote transparency, and foster a positive work environment.

Thank you for your cooperation and commitment to upholding the highest standards of ethical behavior.
Sincerely,

[Your Name]

[Your Title]

[Organization Name]

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Employee theft policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

It promotes open communication between employees and management, fostering a culture of trust and respect.

Additionally, it demonstrates the organization’s commitment to employee welfare, enhancing its reputation as an employer of choice.

What is a stress at work policy

The purpose of this policy is to identify and manage stressors in the workplace, ensuring that employees are able to perform their duties effectively and maintain their physical and mental well-being.

A stress at work policy should include:
1. A clear definition of stress and its impact on employee health and productivity.
2. A statement outlining the organization’s commitment to managing stress and promoting a positive work environment.
3. A detailed process for identifying and reporting stressors in the workplace, including the roles and responsibilities of employees, supervisors, and HR representatives.
4. Procedures for managing stress when it occurs, including referrals to counseling services, flexible work arrangements, or other forms of support.
5. Regular monitoring and evaluation of the policy’s effectiveness, including metrics such as absenteeism rates, employee engagement surveys, and feedback from staff and management.

Step-by-step instructions to create this policy

To develop an effective stress at work policy, follow these steps:

1. Review existing research and guidelines on workplace stress, including resources from reputable organizations such as the World Health Organization (WHO) or the American Psychological Association (APA).
2. Consult with employees and employee representatives to gather their input and perspectives on stressors in the workplace.
3. Identify key stakeholders who will play a role in implementing and enforcing the policy, including HR professionals, supervisors, and members of senior management.
4. Develop a draft policy that incorporates the elements outlined above, tailoring it to your organization’s specific needs and culture.
5. Share the draft policy with relevant stakeholders for review and feedback, making revisions as needed based on their comments.
6. Once finalized, communicate the policy to all employees, ensuring that everyone understands their roles and responsibilities in preventing and managing stress.
7. Provide training and resources to support employees and managers in implementing the policy effectively, such as workshops on time management, communication skills, or stress management techniques.
8. Monitor and evaluate the policy’s effectiveness regularly, using metrics such as absenteeism rates, employee engagement surveys, and feedback from staff and management to identify areas for improvement.

Stress at work policy template

[organization name]:
Stress at Work Policy

Introduction

[Organization name] is committed to providing a healthy and productive work environment for all employees. This policy aims to identify and manage stressors in the workplace, promoting well-being and reducing the risk of work-related stress.

Scope

This policy applies to all employees, contractors, and temporary workers engaged by [organization name]. It covers all work-related activities, including those performed on company premises, during working hours, or while traveling for business purposes.

Responsibilities

Employees are responsible for:

• Identifying and reporting any stress-related concerns or symptoms to their supervisor or HR representative.
• Taking proactive steps to manage stress, such as practicing self-care, seeking support from colleagues or professionals, and prioritizing tasks and deadlines.
• Participating in training and development programs aimed at preventing and mitigating stress.
• Supervisors are responsible for:
• Creating a positive work environment that supports employee well-being.
• Encouraging open communication about stress and related issues.
• Providing resources and support to help employees manage stress effectively.
• Reporting any stress-related concerns or incidents to HR for further action.
• HR representatives are responsible for:
• Developing and implementing this policy in consultation with employees and senior management.
• Providing guidance and support to employees and supervisors on managing stress.
• Monitoring and evaluating the effectiveness of this policy regularly, making adjustments as needed.

Identification and assessment of stressors

[Organization name] recognizes that work-related stress can arise from various sources, including heavy workloads, tight deadlines, lack of resources or support, conflicts with colleagues or management, and personal factors such as health problems or family responsibilities. To identify and assess potential stressors, we will:

• Conduct regular risk assessments of the workplace, taking into account individual jobs, work environments, and organizational factors.
• Consult with employees and employee representatives to gather their input and perspectives on stressors in the workplace.
• Review absenteeism rates, employee engagement surveys, and feedback from staff and management to identify areas for improvement.

Measures to prevent and mitigate stress

To promote a positive work environment and reduce the risk of work-related stress, [organization name] will implement the following measures:

• Provide training and development programs aimed at improving time management, communication skills, conflict resolution, and stress management techniques.
• Encourage regular breaks and physical activity during working hours.
• Offer access to counseling services or employee assistance programs (EAPs) for employees experiencing stress-related concerns or symptoms.
• Foster open communication between employees and management, encouraging constructive feedback and suggestions for improving work processes and practices.

Reporting and managing stress

Employees who experience stress-related concerns or symptoms should report them to their supervisor or HR representative promptly. We encourage employees to discuss any issues related to stress, including its impact on their work performance, attendance, or well-being. In response, we will:

• Provide appropriate support and accommodations to help employees manage stress effectively.
• Refer employees to relevant resources, such as counseling services, flexible work arrangements, or other forms of support.
• Monitor and review the effectiveness of these interventions regularly, making adjustments as needed.

Monitoring and evaluation

[Organization name] will monitor and evaluate this policy’s effectiveness regularly, using metrics such as absenteeism rates, employee engagement surveys, and feedback from staff and management to identify areas for improvement. We will update the policy periodically to reflect changes in the workplace or new research findings, ensuring that it remains relevant and effective in promoting a healthy and productive work environment.

Conclusion

By implementing this stress at work policy, [organization name] demonstrates its commitment to creating a positive work environment that supports employee well-being. We believe that by working together, we can reduce the risk of work-related stress and foster a culture of respect, trust, and open communication.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

The post Stress at work policy template appeared first on Recruiting Resources: How to Recruit and Hire Better.

It will help ensure that all necessary steps are taken, such as notifying affected employees and providing severance packages when appropriate. Additionally, it will help ensure that the organization complies with all relevant laws and regulations regarding position eliminations.

What is a position elimination policy?

A position elimination policy is a set of guidelines that outline the process for eliminating positions within an organization. It is designed to ensure that the process is carried out fairly, consistently, and in accordance with relevant laws and regulations. The policy should include information on the circumstances under which positions may be eliminated, the steps that will be taken to notify affected employees, and any severance packages or other support that will be provided.

A position elimination policy should include:

1. A clear explanation of the circumstances under which positions may be eliminated, such as restructuring, financial difficulties, or a change in business needs.
2. A description of the steps that will be taken to notify affected employees, including timelines and communication channels.
3. Information on any severance packages or other support that will be provided to affected employees.
4. A process for appealing position eliminations, including timelines and the person or people responsible for reviewing appeals.

Why is it important to have a position elimination policy?

A position elimination policy is important because it helps ensure that the process of eliminating positions is carried out fairly and consistently. It also helps ensure that affected employees are treated with respect and provided with the support they need during a difficult time. Additionally, a clear policy can help minimize the risk of legal disputes and reputational damage.

Step-by-step instructions for writing your own position elimination policy

1. Review relevant laws and regulations: Before you start writing your policy, it’s important to review relevant laws and regulations in your jurisdiction to ensure that your policy complies with them.
2. Identify the types of positions that may be eliminated: Consider the types of positions that may be eliminated within your organization and the circumstances under which they may be eliminated.
3. Determine the steps for notifying affected employees: Decide how you will notify affected employees, including the method of communication, the timeline for notification, and who will be responsible for delivering the news.
4. Decide on severance packages or other support: Consider what support you will offer affected employees, such as severance packages, outplacement services, or career counseling.
5. Establish an appeals process: Determine who will be responsible for reviewing appeals and the timeline for submitting an appeal.
6. Review and revise: Once you have a draft of your policy, review it carefully to ensure that it is clear, consistent, and compliant with relevant laws and regulations. Revise as necessary.

Position elimination policy template

[Organization name]

Position elimination policy

1. Purpose

The purpose of this policy is to outline the process for eliminating positions within [organization name].

2. Scope

This policy applies to all positions within [organization name].

3. Circumstances for position elimination