HR Policy and Procedure Manual Template Part 2

Business Environment Guidance: In this section you should tailor the information based on the general customs and practices of your business. Below is an example to get you started. Work Areas As many employees work in an open plan area, it is important that your workstation and or desk remains clean and tidy and free of boxes, papers and magazines. Our expectation is that your workstation will be cleared and tidied at the end of every day. Any items that require storage should be put away, hard copy paper files should be kept to a minimum, with soft copies of files stored on the relevant shared drive electronically. Laptops should not be left on desks overnight unless you have your own lockable office. Security Entry to the {Business Name} premises during and / or outside of normal business hours will be by way of keys/security pass. It is the responsibility of every {Business Name} employee to ensure that this key/security pass is kept in safe custody. It must be returned on demand. If building access devices are lost or misplaced, you must notify your Manager immediately so that they can be cancelled. Employees must ensure that all confidential/sensitive documents are locked away at night. You should make sure that your personal belongings and valuables are locked away and secured. Personal property is not covered by Company insurance. Kitchen and Bathrooms Please keep the kitchen and bathroom areas clean at all times, cleaning up after use. You should be mindful that these are public areas and you should be respectful to others by always cleaning up after yourself. If you use dishes, wash them immediately after use. If there are any issues with these facilities, you should notify your Manager immediately. Meeting rooms If you need to book or use a meeting room, please ensure that you book through the receptionist/office manager/booking system. Please tidy up after meetings, take away your dirty cups, files papers etc. Place chairs back in position and clean all work away. Printing Save costs on printing wherever possible by printing on both sides of paper. Please pick up all printed matter off the printer and ensure that the printer is stocked with paper. Colour printing should be kept to a minimum. Waste Bins Most individuals will have these under their desk. These bins should be used for any items which are not recyclable e.g.; plastics, metal, a pen, food scraps etc. Please use your discretion and be mindful of disposing food scraps in the office. Liquids should not be poured/ placed into bins. Recycling Bins Please recycle where you can using the appropriate bins. Only paper and cardboard with NO company, client or candidate information is to be placed into these bins. NO general rubbish is to be placed in these bins. Security Disposal/Shredders Paperwork with any sensitive or confidential {Business Name} information needs to be disposed of by either being shredded or placed into the locked security disposal bin. The key for this bin will be the responsibility of the Practice Manager. Documents to be placed in the security bins include but are not limited to: Company Information Client information Forms Terms and conditions Policies The noise factor Try to avoid shouting at each other across the office or on site at a client and respect people’s busy periods or meeting times. Or if someone is engrossed in something at their computer or there are more than two people meeting with someone, it usually means they are busy. Try to talk quietly when you are on the telephone and respect others around you. Code of Conduct Policy Guidance: The following section outlines several key HR policies and procedures that have been developed to assist you manage people in your business. Some sections are governed by state and federal legislation and it is important that you continually keep up to date with legal changes. This is not an exhaustive list of policies and all policies that are not relevant within your business should be deleted. Purpose This policy affirms {Business Name}’s belief in responsible social and ethical behaviour from all employees. This policy clarifies the standards of behaviour that {Business Name} expects of all employees. Principles Our employees contribute to the success of our organisation and that of our Clients. {Business Name} fully endorse that all employees are not deprived of their basic human rights. Furthermore, our employees have an obligation to the Business, our Clients and themselves to observe high standards of integrity and fair dealing. Unlawful and unethical business practices undermine employee and Client trust. Policy Our Code of Conduct policy applies to all employees and provides the framework of principles for conducting business, dealing with other employees, Clients and suppliers. The Code of Conduct does not replace legislation and if any part of it is in conflict, then legislation takes precedence. This policy is based on the following: Act and maintain a high standard of integrity and professionalism Be responsible and scrupulous in the proper use of Company information, funds, equipment and facilities Be considerate and respectful of the environment and others Exercise fairness, equality, courtesy, consideration and sensitivity in dealing with other employees, clients and suppliers HR Policy and Procedure Manual Avoid apparent conflict of interests, promptly disclosing to a {Business Name} senior manager, any interest which may constitute a conflict of interest Promote the interests of {Business} Perform duties with skill, honesty, care and diligence Abide by policies, procedures and lawful directions that relate to your employment with {Business Name} and/or our Clients Avoid the perception that any business transaction may be influenced by offering or accepting gifts Under no circumstances may employees offer or accept money Any employee, who in good faith, raises a complaint or discloses an alleged breach of the Code, whilst following correct reporting procedures, will not be disadvantaged or prejudiced. All reports will be dealt with in a timely and confidential manner. {Business} expects co-operation from all employees in conducting themselves in a professional, ethical and socially acceptable manner of the highest standards. Any employee in breach of this policy may be subject to disciplinary action, including termination. Should an employee have doubts about any aspect of the Code of Conduct, they must seek clarification from the {Insert Manager Title}. This policy will be regularly reviewed by {Business Name} and any necessary changes will be implemented by the {Insert Manager Title}. Dress Code Policy Guidance: Dress code policies must not be implemented in a discriminatory way. {Business Name}’s objective in establishing a safe and comfortable environment includes setting some standards for workplace dress code. This is to enable all people to project a professional image that is in keeping with the needs of our clients and customers to trust us. Because our industry requires the appearance of trusted professionals a standard dress code is necessary for everyone. {Business Name}’s has a uniform that will be provided to everyone. Office Employees Office employees are expected to dress business casual during work hours. All office employees will be given an optional uniform consisting of {a polo and cardigan or sweater}. Bottoms may include neat jeans, slacks or skirt. Skirts must be knee length or longer. If not wearing the {Business Name}’s uniform, office employees must dress in a neat and well-presented manner at all times. When entering the {warehouse/workshop}, office employees should wear a high visibility safety vest. Warehouse/Factory Employees/Drivers All factory employees must wear high visibility clothing at all times. {Business Name} supplies options for high visibility uniform consisting of {e.g. polo and fleecy sweater}. All {warehouse/workshop} staff are required to wear {insert colour} shorts or pants. No other bottoms are permitted. Caps or beanies and jackets should be those offered by {Business Name}. Steel capped boots are to be worn and provided by employees. This is a safety requirement. General Sales/Management or other employees who attend meetings with clients or potential clients (valid only on meeting days) Clothing should consist of a {Business Name} shirt and black slacks or skirt. Jackets should be the same colour as bottoms and should have a collar. Management may request an employee to wear {Business Name} uniform on any particular day. This may be due to client visits, or any other reason. Prohibited Clothing Employees should not wear ripped clothing of any sort, low cut clothing such as jeans and shirts, track suits (pants or windcheaters) or thongs or open toed shoes. Supply and Purchasing Employees will be supplied with uniform when they commence employment. Uniforms may need to be ordered in, therefore, employees will dress as per instruction from management until a uniform is distributed. Employees may purchase additional uniforms at cost price. New uniforms will be issued to staff when required at management’s discretion. When an employee leaves the company they are required to give all issues uniforms back. Maintenance All clothing worn, including uniform, should be clean and neatly pressed at all times. Exceptions {Business Name} will allow employees to wear casual clothing on Fridays only. For occupational health and safety (OHS), {warehouse/workshop} staf f and drivers must still wear their high visibility clothing. Prohibited clothing as outlined above is still unacceptable on Fridays. IT, Internet, Email and Social Media Policies Guidance: Personal communications involve privacy issues. Spend some time talking with your staff to develop your policy to get their commitment and understanding. Internet Use The internet is provided by {Business Name} for business use. Limited private use is permitted if the private use does not interfere with a person’s work and that inappropriate sites are not accessed e.g. pornographic, gambling. Management has the right to access the system to check if private use is excessive or inappropriate. Failure to comply with these instructions is an offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal. Staff need to be aware that some forms of internet conduct may lead to criminal prosecution. Email Use 1. Email facilities are provided for formal business correspondence. 2. Take care to maintain the confidentiality of sensitive information. If emails need to be preserved, they should be backed up and stored offsite. 3. Limited private use of email is allowed if it doesn’t interfere with or distract from an employee’s work. However, management has the right to access incoming and outgoing email messages to check if an employee’s usage or involvement is excessive or inappropriate. 4. Non-essential email, including personal messages, should be deleted regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion. 5. All emails sent must include the approved business disclaimer. To protect {Business Name} from the potential effects of the misuse and abuse of email, the following instructions are for all users: 1. No material is to be sent as email that is defamatory, in breach of copyright or business confidentiality, or prejudicial to the good standing of {Business Name} in the community or to its relationship with staff, customers, suppliers and any other person or business with whom it has a relationship. 2. Email must not contain material that amounts to gossip about colleagues or that could be offensive, demeaning, persistently irritating, threatening, discriminatory, involves the harassment of others or concerns personal relationships. 3. The email records of other persons are not to be accessed except by management (or persons authorised by management) ensuring compliance with this policy, or by authorised staff who have been requested to attend to a fault, upgrade or similar situation. Access in each case will be limited to the minimum needed for the task. 4. When using email a person must not pretend to be another person or use another person’s computer without permission. 5. Excessive private use, including mass mailing, “reply to all” etc. that are not part of the person’s duties, is not permitted. 6. Failure to comply with these instructions is a performance improvement offence and will be investigated. In serious cases, the penalty for breach of policy, or repetition of an offence, may include dismissal. This policy also applies to all employees, contractors and sub-contractors of {Business Name} who: have an active profile on a social or business networking site such as LinkedIn, Facebook, Instagram, Twitter and Snapchat; write or maintain a personal or business’ blog; and/or post comments on public and/or private web-based forums or message boards or any other internet sites. This policy does not form part of an employee’s contract of employment. Nor does it form part of any contractor or sub-contractor’s contract for service. Professional Use of Social Media Guidance note (delete before publishing): The above list of duties is an optional checklist to include in your policy. Please retain or delete duties as applicable to your business. {Business Name} expects its employees to maintain a certain standard of behaviour when using Social Media for work or personal purposes. This policy applies to all employees, contractors and sub-contractors of {Business Name} who contribute to or perform duties such as: maintaining a profile page for {Business Name} on any social or business networking site (including, but not limited to, LinkedIn, Facebook, Instagram, Twitter and Snapchat); making comments on such networking sites for and on behalf of {Business Name}; writing or contributing to a blog and/or commenting on other people’s or business’ blog posts for and on behalf of {Business Name}; and/or posting comments for and on behalf of {Business Name} on any public and/or private web-based forums or message boards or other internet sites. Procedure Guidance note (delete before publishing): If any of your employees or contractors engage in the types of the behaviour listed above, you should initiate your performance improvement procedures. These are detailed in the Performance Improvement policy section. No employee, contractor or sub-contractor of {Business Name} is to engage in Social Media as a representative or on behalf of {Business Name} unless they first obtain {Business Name}’s written approval. If any employee, contractor or sub-contractor of {Business Name} is directed to contribute to or participate in any form of Social Media related work, they are to act in a professional manner at all times and in the best interests of {Business Name}. All employees, contractors and sub-contractors of {Business Name} must ensure they do not communicate any: Confidential Information relating to {Business Name} or its clients, business partners or suppliers; material that violates the privacy or publicity rights of another party; and/or information, (regardless of whether it is confidential or public knowledge), about clients, business partners or suppliers of {Business Name} without their prior authorisation or approval to do so; on any social or business networking sites, web-based forums or message boards, or other internet sites. Confidential Information includes any information in any form relating to {Business Name} and related bodies, clients or businesses, which is not in the public domain. This includes, but is not limited to information relating to {Insert examples}. Private / Personal Use of Social Media Procedure Guidance note (delete before publishing): If any of your employees or contractors engage in the types of behaviour listed above then you should initiate your performance improvement procedures. These are generally detailed in the Performance Improvement policy section. {Business Name} acknowledges its employees, contractors and sub-contractors have the right to contribute content to public communications on websites, blogs and business or social networking sites not operated by {Business Name}. However, inappropriate behaviour on such sites has the potential to cause damage to {Business Name}, as well as its employees, clients, business partners and/or suppliers. For this reason, all employees, contractors and sub-contractors of {Business Name} must agree to not publish any material, in any form, which identifies themselves as being associated with {Business Name} or its clients, business partners or suppliers. All employees, contractors and sub-contractors of {Business Name} must also refrain from posting, sending, forwarding or using, in any way, any inappropriate material including but not limited to material which: is intended to (or could possibly) cause insult, offence, intimidation or humiliation to {Business Name} or its clients, business partners or suppliers; is defamatory or could adversely affect the image, reputation, viability or profitability of {Business Name}, or its clients, business partners or suppliers; and/or contains any form of Confidential Information relating to {Business Name}, or its clients, business partners or suppliers. All employees, contractors and sub-contractors of {Business Name} must comply with this policy. Any breach of this policy will be treated as a serious matter and may result in disciplinary action including termination of employment or (for contractors and subcontractors) the termination or non-renewal of contractual arrangements. Other disciplinary action that may be taken includes, but is not limited to, issuing a formal warning, directing people to attend mandatory training, suspension from the workplace and/or permanently or temporarily denying access to all or part of {Business Name}’s computer network. For the purposes of this policy, the following definitions apply: Social Media includes all internet-based publishing technologies. Most forms of Social Media are interactive, allowing authors, readers and publishers to connect and interact with one another. The published material can often be accessed by anyone. Forms of Social Media include, but are not limited to, social or business networking sites (e.g. Facebook, LinkedIn), video and/or photo sharing websites (e.g.. YouTube, Instagram), business/corporate and personal blogs, micro-blogs (e.g. Twitter), chat rooms and forums and/or Social Media: