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HR MATTERS E-TIPS
THIS WEEK’S E-TIP: Why You Need Written Policies (Part 2 of 2)
Published by Personnel Policy Service, Inc.
"Your Policy and Compliance Experts Since 1972"
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THIS WEEK’S E-TIP: Why You Need Written Policies (Part 2 of 2)
Well-written policies are one of your best defenses against employment
law claims. Find out which policies should be in your handbooks and
manuals. |
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^^^^^^^^^^^^^^^^^ From Your HR Matters E-Tips Editors
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THIS WEEK’S E-TIP: Why You Need Written Policies (Part 2 of 2)
Last week’s E-Tips argued the case for why writing and updating your
employment policies should be a top priority. You learned why
written
policies are important, who needs to have them, and how to make sure
they do not create a contract that you must follow. This week,
you’ll find
out the difference between supervisory manuals and employee
handbooks and which policies every employer should have.
1. What is the difference between a supervisory policy manual and
an employee handbook? Which should we have?
A supervisory policy manual generally is intended as a guide for
managers and supervisors and contains information that they need to
implement the organization’s policies. Thus, a supervisory policy
usually
provides a general statement of policy followed by comments that
instruct managers how to apply that policy.
In contrast, an employee handbook is designed for broad distribution
to
all employees. It is typically intended to provide general
information
about the organization’s practices, benefits, hours of work, pay
policies,
and work rules. It usually does not include information about
supervisory
procedures.
At a minimum, you should have an employee handbook that explains
your policies to employees. Many organizations, especially as they
grow, also have a supervisory policy manual to ensure that their
managers understand how to implement the policies. As a practical
matter, having supervisory instructions may be especially prudent in
today’s legal climate where any inconsistent application of policy
can
result in a discrimination claim.
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2. What policies should we include?
In choosing policies to include, you should consider the following
points:
- The culture of your organization and its recurring issues or
problems;
- Any memos on policy topics (such as vacation and holiday
schedules) and past practices (i.e., what you have done in the past to
address a particular employee relations issue); and
- The HR practices followed by other organizations in your
industry or employment market (such as vacation lengths and leave
allowances).
Most employers develop policies on the following topics:
- at-will employment,
- equal employment opportunity,
- sexual and other forms of harassment,
- pay procedures,
- benefits (including any paid vacation, sick leave, and holidays,
and other forms of leave),
- meal and rest breaks,
- personal conduct (work rules),
- attendance and punctuality,
- use of communications systems (including the proper use of
telephones,
computers, e-mail, and Internet access),
- disciplinary procedures (free download), and
- termination (free download)
In addition, many employers include policies on performance
appraisals,
smoking, safety procedures, appropriate dress and appearance, and
drug and alcohol use.
Remember, your policies should be considered dynamic, not static. You
may need to add to them, revise them, and even delete them as your
organization grows and changes.
Is the Job Ever Done?
Even when you’re finished drafting or updating your policies, your job
is
not complete. Before your policies are finalized and distributed to
employees, you should have your legal counsel review them to ensure
that they comply with state and federal employment law. Further, you
should then review the policies on a regular basis to make sure they
continue to comply with applicable law and the needs of your
organization. New laws, regulations, and court cases can affect both
policy language and how you implement the policies.
Most experts suggest a thorough review of your policies at least once a
year and the use of a notification service or publication to keep you
posted during the interim. Finally, when policies are introduced or
revised, you should distribute and thoroughly explain them to all
employees.
Clearly written policies that are regularly reviewed can be both an
effective employee relations tool and a good defense against employee
lawsuits. In contrast, policies that are poorly drafted or applied can
have
exactly the opposite effect. They can lower morale and become
evidence against you in court. The key question, therefore, becomes not
whether to have written policies at all, but whether you are willing to
invest the necessary amount of time and effort to make sure they are
carefully drafted and properly applied. |
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Subscribers to the
Personnel Policy Manual (print/online) and HR Policy Answers on
CD can find more information about at-will employment in Employment-
At-Will, Chapter 106.
Not a subscriber? If you would like to order one of our policy
chapters,
go to:
http://www.hrpolicyanswers.com.
If you have any questions, please call us at 1-800-437-3735. We'll
be
happy to help you. |
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^^^^^^^^^^^^^^^^^^^^^^^^ HR Policy & Compliance Resources ^^^^^^^^^^^^^^^^ |
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Download individual HR Policies for
immediate use in your
organization. Get complete policy development kits: Model Policy
language, Management Rationale background information, and
References for Legal Counsel documentation. Get useful HR Resources.
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YOU CAN TRUST PPS
Information provided in HR Matters E-Tips is researched and reviewed
by the HR experts at Personnel Policy Service as well as employment
law attorneys. However, it is not intended as legal advice. Readers are
encouraged to seek appropriate legal or other professional advice.
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