c



 
Employers are not required to publish employee handbooks with all the company human resources
policies. Rather, it is up to each employer to decide whether and when to create one. Typically, a
company will consider publishing a handbook by the time it has 25 or more employees. But regardless of
whether your organization has a formal handbook, there are certain HR policies that are required by law
and others that would be extremely wise to have in written form.

If a policy is well developed and clearly written, it will enhance communications with employees, clarify
expectations, and assist with consistency of application. These are all important factors in creating a
desirable culture for your company and minimizing legal risk.

So what are some of the policies that every employer should consider? To begin with, there are several
states (including California) that require employers to have a written policy prohibiting sexual harassment.
And the law goes so far as to include some of the required content of the policy, along with information
about how and when it must be distributed to employees.

From a legal perspective, it is important to comply with this sexual harassment law. But even in those
states where a written sexual harassment policy is not required, it is a good idea to have one anyway. If it
is written and distributed properly, the policy helps set expectations for professional behavior at work and
provides a process for the company to learn about conduct that may not be consistent with your conduct
standards. In the end, it will help you reduce legal risk.

It's also a good idea to have a written "at will" policy (if you claim to be an "at will" employer). Without a
written policy to that effect, it can be difficult to prove "at will" employment status if you are sued for
wrongful termination. If you are going to write an "at will" policy, be sure that the definition of "at will
employment" is very clear and unambiguous. There are thousands of court cases that resulted from
incomplete or inaccurate definitions.

Another policy you'll want to consider is an Equal Employment Opportunity (EEO) policy. This is where
you state your commitment not to discriminate against applicants, employees, and former employees in
the terms and conditions of employment on the basis of being a member of a legally protected group (i.e.,
race, sex, age, disability, etc.). A good EEO policy also includes a prohibition against harassment based
on any protected category. And you would also include information about how an employee can report
any suspected discrimination or harassment to the company. Finally, it is an appropriate place to include
your company's commitment to providing reasonable accommodations to employees and applicants
under the Americans with Disabilities Act. (To understand how valuable the wording and tone of these
policies can be, be sure to read EEO Policies: Walking the Razor's Edge.)

It's a good idea to have a policy that defines the employer's workweek and workday (for everyone or for
each job category). That's because the workweek and workday help determine an employer's obligations
to pay overtime wages.

With regard to termination of employment, it's wise to have a policy that, at the very least, reiterates that
the company can terminate employment with or without cause or notice (similar to the "at will" policy) and
provides for paying the employee any wages that are due. Termination policies usually include more but
generally shouldn't include any less.

You may also want to consider a policy that defines the various employee classifications. What is a full-
time employee, part-time employee, or temporary employee? What is a contractor? Is a worker's status
determined by the number of hours he or she is regularly scheduled to work? How is a temporary
employee different from an agency temporary? Once your definitions are in place, you can use them to
determine which classifications are eligible for different kinds of leaves of absence, employee benefits,
bonuses, stock options, etc.

If you give employees time off for vacation or sick time, those arrangements should be put in writing
(either in a policy or in each employee's offer letter). After you employ enough people, you'll probably find
that having one policy is easier to administer. And putting it in writing eliminates some of the risk of
employees claiming they were promised something different.

Policies addressing confidentiality and the protection of proprietary and trade secret information are
always a good idea. If an employee compromised your products or services by taking or disclosing
information inappropriately, your policy would be a part of your legal proof that you own the information
and considered it to be confidential. It also will help prove that you took steps to maintain its confidential
and proprietary nature.

The size and location of your workforce and the industry you are in will determine the laws to which you
are subject. And some of those laws may require written policies about a particular subject even in the
absence of a handbook. So it is very important that you work with your legal counsel and your human
resources department to identify those laws. Once you have that information, you can decide which other
policies it makes good sense to have so that your employees are aware of your expectations and you are
working efficiently to minimize risk.

?
Human resources policies provide the framework by which employees are expected to behave in the
workplace. These policies are written statements of the company's standards and objectives and
include all areas of employment, including recruitment, compensation, termination, benefits,
employee relations and leaves of absence. They contain rules on how employees must perform their
jobs and interact with each other. Managers, employees and the HR department all have roles in
ensuring that HR policies are effectively implemented.




1. HR policies ensure that a company complies with relevant legislation, employment

contracts and collective agreements. These policies reduce the risk of corporate
liability or employee lawsuits. Policies address various areas that are critical to the
company mission, thus ensuring operational efficiency. They clarify expectations of
performance and behavior and help create the desired culture. On the other hand,
HR policies protect employees from arbitrary and discriminatory actions by
management. Employees can refer to the policy manual in case of conflict or
disagreement.



2. Policies contain general guidelines for behavior, which employees are usually asked
to acknowledge in a written form. They also define consequences if the rules aren't
followed, such as various forms of disciplinary action, including termination. As
policies may not cover all situations, they should provide management with the
flexibility to make decisions based on individual circumstances. Organizations may
have varying sets of policies for different groups of employees. Senior management
has the authority to approve policies for implementation.

  

3. The human resources department develops policies and communicates them to all
employees. It provides all the forms and documents required for policy
implementation. This department is also responsible for reviewing, adding, deleting
or revising policies to ensure that they remain current with legislation or company
needs. HR staff help interpret policies, ensuring that they're applied fairly and
equitably throughout the organization. Staff members assist managers in applying
policies to work situations such as hiring new employees, conducting performance
appraisals or disciplining subordinates.


 


4. Employees are responsible for following the established norms of behavior. HR

policies often set standards for working hours, attendance, workplace conduct, and
health and safety. Policies on respect, anti-harassment and nondiscrimination
provide guidelines in resolving workplace conflicts and handling complaints. This
 promotes a positive work environment, enhances working relationships and
improves productivity. HR policies help employees better understand their benefits,
salaries and employment conditions, thus reducing the incidence of grievances.

s 

5. HR policies serve as a resource for dealing with various situations that occur in the
workplace. They encourage managers to treat employees fairly and consistently.
Policies on hiring, termination, performance evaluation and disciplinary action
provide managers with the framework to manage staff. For example, managers must
follow the procedures for progressive discipline when dealing with performance or
behavior problems.However, policies are often general in nature, thus allowing
managers to respond as specific situations demand.

v
  

By Elise Moore, eHow Contributor

updated: September 24, 2010

Formal human resource policies have many advantages for businesses.

Creating a human resource (HR) policy is one of the most important aspects of running a business.
A formal, written human resources policy can aid in communication with employees, assist
managers and help avoid litigation.

v

1. Human resource policy refers to formal rules and guidelines put in place by companies
concerning the hiring, training, assessment and reward of their employees. The purpose of
 creating and disseminating a formal human resource policy is to prevent misunderstandings
between employees and employers about the rights and obligations of a workplace,
according to US Legal.com.


 

2. The topics covered by human resource policies include: Equal Employment Opportunity
policies; employee classifications; workdays, paydays and pay advances; overtime
compensation; meal and break periods; payroll deductions; vacation policies; holidays; sick
days and personal leave; and termination policies. Depending on the nature of the business,
other issues can be addressed, such as medical/dental benefits, use of company
equipment, sexual harassment, substance abuse and/or drug testing, grievance procedures
and employee privacy, suggests US Legal.com.



3. Formal human resource policies can promote communication with employees, managers
and supervisors. If well-written and well-presented, a human resource policy establishes the
tone of a business and lets employees know what they can expect from the company and
what the expectations are for their performance and workplace behavior. It also helps
managers and supervisors make decisions about hiring, promotion and rewards. In addition,
a fair, comprehensive human resource policy can curb litigation from disgruntled current or
ex-employees.



4. Compliance of HR policies with changing federal laws and regulations, state laws and the
regulations of various governmental agencies, such as the Occupational Safety and Health
Administration (OSHA), is a major issue in human resources management. In addition,
employers should consider that when employee rights and company policy issues come
before federal and state courts, the company's human resource policies are usually taken as
a contract between the employee and the company, whether the policies are verbal or
written, which gives an advantage to companies with clearly written policies, according to
US Legal.com.




5. Templates for creating a human resource policy document are available from the National
Human Resources Association and the Society for Human Resource Managers, both of
which maintain websites with information on their services. These organizations provide
direction to other reputable service providers, according to US Legal.com
  
 
Most companies have hiring policies identifying an equitable process used to recruit, interview and
select the best candidate for any given opening. Such policies typically define the procedure for
requisitioning personnel. Hiring policies also identify who is responsible for interviewing candidates,
obtaining reference and background checks, and record-keeping. Departmental guidelines define
who is authorized to present an offer and negotiate a start date. Procedures relative to starting
salaries are also a vital part of the hiring process.

?
   
 
By Tara Duggan, eHow Contributor

updated: January 12, 2010

Human Resource policies ensure a safe, nondiscriminatory workplace. Required policies clearly
define official company codes of conduct. Written policies regarding dress codes, compliance with
local regulations and operational procedures establish organizational consistency. Before
implementing the policies throughout your company, be sure you have obtained all the appropriate
executive and legal approvals.
Difficulty: Moderately Challenging

c 
1. 1

Distribute your policy documents in an appropriate form, for example, by email, or

make them available on your company's intranet website. Ensure your employees
know where to find the policies in the event that they need to review them. Update
the documents regularly.

2. 2

Include policy training in new employee orientation programs so that new hires will
clearly understand what is expected of them.

3. 3

Schedule small group meetings to regularly review the policies with employees,
allowing them the opportunity to ask questions. Clearly define policies such as
Internet usage, email communication and cell phone usage. Similarly, changes to
health insurance eligibility or other employee benefits should also be communicated.
4. 4

Establish work standards to ensure compliance to safety rules or regulations.

Ensure employees understand the policies (particularly if there are legal or safety
ramifications if the policies are not adhered to consistently) by conducting follow-up
testing. For example, verify employees are using machinery appropriately.

5. 5

Provide a mechanism for employees to acknowledge receipt of the policies. For

example, provide a form stating "I acknowledge receipt of and understanding of
these policies, effective now until further notice" and ask that employees sign and
return it to you.

?
Wha h  

 
 
By Ruth Mayhew, eHow Contributor

updated: July 4, 2010

1.

Your human resources policies contain useful information that benefits the company and its
employees.

The human resources department of your company is the cornerstone of interaction with
and management of your workforce. The company policies your human resources
department create are essential to the organization and productivity of your business. That
said, there are numerous benefits to implementing human resources policies in your
business.

   

2. Policies pertaining to the recruitment and selection process are the foundation of building
any workforce. You must have a plan for creating applications, how to prequalify applicants,
how applicants move up to become a candidate and other employment procedures. This set
of policies also benefits current employees who refer applicants to your business.


v

3. Provisions for employee training and development are included in human resource policy
documents because it informs employees of the kind of professional development available
to them. In addition, policies related to training and development assistance in the
formulation of employee development plans or performance improvement plans. Training
and development policies serve as an outline of educational benefits available to current
employees.


 

4. Many companies have written procedures for handling employee complaints, whether they
are internal, informal complaints or allegations made about the employer to enforcement
agencies. The benefit of this policy is to document your company¶s commitment to
nondiscriminatory practices and how such complaints are resolved. These policies also
benefit employees because they provide important information about workplace
communication in the event an employee is unsure of who she contacts to discuss any
concerns or problems.


 

5. In a time when more than worker safety in the performance of her job is the primary issue
addressed in safety policies, employers distribute policies that address matters such as
workplace violence. These types of policies are generally discussed in detail with employee
groups; an emergency evacuation policy isn¶t effective if you don¶t discuss it until the
emergency happens. Another benefit to having a human resources safety policy is
adherence to federal and state guidelines for workplace safety.

  

6. An introduction to the human resources policy manual explains the organizational structure,
what departments fulfill which expectations and company leadership. In the introductory
section, many employers also explain the company philosophy as it is related to customer
service, co-workers, leadership and business ethics. Ethics statements are extremely
popular, especially in a world where social responsibility is observed by so much of the
population. This section of a human resources policy manual may also state the company's
compliance with federal, state and local anti-discrimination laws.


  

7. Employees are accustomed to learning specific workplace rules such as dress code,
discipline procedures, parking, attendance and working hours, holidays, employee benefits
and payroll dates. The human resources policy on these issues is easy accessed by
employees who have questions, or reviewed by new employees eager to learn more about
their new employer. The benefit is that you have a written commitment to employees about
the operation of the business.

Human resources policies are formal statements of principles or rules in the workplace that
employees are expected to follow. They are documented and approved by the appropriate authority.
HR policies cover areas such as employment, compensation, benefits, leaves and employee
relations.




1. HR policies address issues that are important to the organization's mission or

operations. They ensure the company complies with pertinent legislation and
adheres to terms of collective agreements. Thus, policies must be regularly
reviewed and updated to remain current.

?
?
 a  
 
By Francine Richards, eHow Contributor

updated: May 28, 2010

A company's human resources department develops policies that are applicable to all staff and may
include, vacation and time off, benefits eligibility, hiring, termination and performance management.
The Human Resources staff may meet with legal and management staff to determine what policies
are necessary, what they need to contain, and how they should be written to best meet company
goals. These policies can be formulated by a policy review team or committee and approved by
senior management. Other policies such as privacy, harassment and employee leave requirements
may be shaped by federal and state laws.
Difficulty: Moderately Challenging

c 
1. 1

Review government agency websites containing information on federal laws to

determine if they are applicable to your company (references below). For example,
for companies with more than 20 employees, the Consolidated Omnibus
Reconciliation Act states that companies must allow continuation of benefits for 18
months after employment ends. The Family Medical Leave Act applies to companies
with at least 50 employees and may allow an employee to up to 12 weeks of unpaid
leave.

2. 2

Begin drafting policies using a policy template. A template is a document that can be
customized but keeps basic structure across all similar types of documents. A policy
 template may include: policy title, list of who the policy pertains to, policy date, policy
summary, glossary or definitions, outline of procedures and signature section with
dates and title of signors. If you do not have a template, you can start from scratch
using the elements listed above.

3. 3

Complete writing first drafts of your human resources policies based on meetings
and requests from your company's attorneys and management. You should include
clear statements in your policy. An example would be, "Employees are eligible for
company sponsored health benefits after their first 60 days of employment". The
statement leaves little room for interpretation and less vulnerability to vague
interpretation and lawsuits.

4. 4

Send policies through your companies' internal policy review team who provide
policy feedback and formal approval. This team should include representation from
your company's legal, quality, operations, human resources and other pertinent
departments. After feedback and subsequent edits and approval by the policy review
team, or if there is no such team at your company, policies should be sent to the
company's senior leadership for final sign-off. Occasionally significant rewriting of
the policy is requested and should be completed, repeating the cycle until the policy
is approved.

5. 5

Implement policies through email and hard copy distribution to staff and intranet
posting. You should assure that managers are trained on policy concepts. Also, you
should review policies annually to assure they are still aligned with current laws and
company culture. It's important to keep on top of changes in company service and
structure, such as new product offerings that would necessitate a policy change or
new policy. You want to welcome feedback from all employees that may further
shape and dictate policy direction

?
?
a  
 
By Rowena Odina, eHow Contributor

updated: November 13, 2010

HR policies serve as a guide for behavior and performance in the workplace.

HR policies are formal rules that employees are expected to follow in the workplace. Policies
address issues critical to the organization's goals. They cover all areas of employment, such as
recruitment, compensation, benefits, hours of work, leaves of absence, performance management,
discipline and termination. Effective policies are organized, clear, relevant, fair and flexible enough to
apply to different situations. The human resources department usually takes the lead in developing,
reviewing and implementing HR policies.
Difficulty: Moderately Challenging

c 
!"#$%

` Applicable legislation
` HR policies from similar organizations
` Collective agreements

1. 1

Identify the HR policies that your organization considers important for its operations.
Discuss with the senior management team and key decision makers what issues
must be addressed by the policies. Take into consideration the company mission
and vision, organizational culture, values, needs and concerns, relevant legislation
and existing collective agreements.

2. 2

Collect information about each HR policy. Interview senior staff on past practices.
Find out how employment issues were handled in the past and how the organization
would like to manage them in the future. Gather feedback from the different
stakeholders, including managers, workers, HR staff and union officials. Conduct
research on best practices in HR and review HR policies from similar companies.
3. 3

Create a draft of the HR policy. The policy should contain the policy name, effective
date, purpose, main statement, definitions of key concepts, scope or eligibility,
exceptions, references and responsibilities. Select a format and use the same
template for all policies. Page numbers, section names, headers and footers will
help make the document easy to read.

4. 4

Get approvals for the HR policy. Provide a copy of the draft to all those involved in
policy development. Get their feedback and suggestions. It may be necessary to
conduct several discussions for critical policies, such as those concerning
compensation and disciplinary action. Once everyone agrees, prepare the final copy
and get approval from the approving authority.

 a a 

By Kenneth W. Michael Wills, eHow Contributor

updated: June 14, 2010

Creating an effective HR policy begins with aligning the policy with organizational goals.

Creating a good HR policy requires an immense amount of preparation, time and effort. The process
demands an analytical approach, involving focused thinking, researching, writing and rewriting.
Creating an HR policy should never take place in a vacuum. The process must involve others in the
organization who clearly understand the organization's goals, mission, priorities and objectives. The
best use of an HR policy is to assist management in making strategic decisions and aid in running
the organization. This involves using clear and concise language that clarifies the policy. The policy
must be effective and enforceable with acceptance from both management and employees.
Difficulty: Moderately Challenging

c 
1. 1

Identify the critical policy issues for your organization. Correspond with others in the
organization responsible for development or implementation of policies to determine
legal consequences; other agreements or policies that may influence the policy
under consideration; other issues that may affect the policy once implemented; and
any funding requirements to implement the policy.

2. 2

Collect information on the issue the policy under consideration addresses. Consider
the following: How has the organization handled the issue in the past? Does the size
of the organization warrant such a policy? What does the organization seek to
accomplish with the policy? What time and resource requirements will the policy
create? Does the policy align with the organization's mission and philosophy?

3. 3

Create a neat and organized layout for the HR policy. Each section requires
numbering with a title clearly defined in bold type. All pages need numbering, along
with the total page count for the policy. Define the name of the policy and the
corresponding section on each page as the header and footer. Use a clear, legible
font, such as Arial, when typing the policy. Use double spacing between paragraphs
and sections and include at least one-inch spacing around the margins.

4. 4

Draft the policy by beginning with the name of the policy at the top of the document.
Make sure the name reflects the issue the organization seeks to address.

5. 5

Record the date of effectiveness for the policy, or revision date if changing a current
policy, below the title.

6. 6

Record the approval status of the policy directly after the effective date. This status
reflects "DRAFT" until final approval.

7. 7
 List all references to other policies corresponding to this one.

8. 8

Write the purpose of the policy as the next section. The purpose should outline the
reason for the policy and what the organization aims to accomplish.

9. 9

Write the main policy statement as the next section. The main statement should
articulate the actual policy the organization seeks to set forth.

10. 10

Write the next section to set forth the scope of the policy, dictating who it applies to
in the organization.

11. 11

Write the next section to cover all exceptions to the policy.

12. 12

Write the next section to define the departments and specific individuals responsible
for the implementation of the policy and carrying out all enforcement procedures.

13. 13

Write the next section, in numbered steps, to include all procedures required to
implement and enforce the policy.

14. 14

Disseminate the policy to individuals identified in the organization who have the
ability to proofread and edit the document to ensure legal compliance; and that the
policy aligns with organizational missions, goals and objectives.

15. 15

Revise the HR policy according to the recommendations once the document

circulates through the organization.

16. 16

Seek approval from executive leadership or the board. Update the effective date to
show final approval date.
V
? ? 
?? ?

?
?? 
? ? ? ??
?? ?
???? ?

?? ?? ? 
? ???

???
? ?
???? 
?
?
 ??


??

? ? ? ??
?? ? ?
???
?
???


? ??? ?? ??? ? ?? ?? ?? ?

??? ??
? ? 
?

? ?
??


?
?

?
??? ????? 
???  ??????

???

??

?

?V? 
???
?? ???
??

? ? ?

??? ? ??
?
??
?? ???
 ? ??

? ??
? 
?
??
???
 ???? ??
? ? ?
?
? ? 
?  ?
??
??? ???


??? ?

?? ?
?
  ?

?? 
? ?
?????




?  ? 

? ?  ??????


?
?
? ??! ? 
? ?? 

?" ?

 ?V??
?
 ? 
??
?
? ??? 
??? ? ? ? ?? ?
? ?
??
 ? ?
 ?
? ? 
?

????
#  ?? ?? ?
? ? ? ? ?? ?
? ? ? 
?
??? ? ?
?? ?
??
 ?
?

??  ??

??


?# 
?? ?
?
?? ?   ?
 ?$??
?


? ?
??
? ? 
? ??

?
????
??

??

?

?
?
??

???

???

?

???

??

?

?? 
? ? ? 
?

? 
??
?
? ??
?
?
?

? ?


? ? ?  ??
???

???V%? 
?????  ? ? 
?
??
?

&'()*?*+,)%)-?'.?*+/0.?V%?/+1*)?



? ?? 
?
? ? ? ?? ?

??
? ?

 ? ? ? ? ? 
? 
2?

` 2
 2
O


  
` 2  
 
`       
` O
  

` s    b 
` „ 

 
` Ú 
  
` V
` ï        ( b
 j
 

 
  
.)
` „  

      
` „  

` ˜ 
  


? ?
?? ?????
? ? 
?
??

?
?

? ??  ? ? ?? 
???
???

???



? ?? ?0
?V
?% ??? ???V
?
% ??) ?
???? ?
?? ??? ??
?? ? 
?? ? ???? 
?
 233
 ??  233 
3?

?? 
?? ?????
? ? 

? ?? ?
 ?? ? ??# ?)"

??  ? ?
? 
? 
4?


3
?? ??

4? ??
?# 
3 ?5??
? 
? ??"?
 ??
 ?64? ?? 
4?" 
?

4? ? ?3? ?4?
4?
"
??


? 
4?
? ! ??
?
4?
 
??

?" ?5?
?
" ?? ?" ?? ? ?
? 64? 
??
?4?
 
?4??  4?

? 4??4? 4?

??
  4??   ??
??

-,07)?+$?$+%1?V&0?%)+&%*)?
/+1*)?



? ?? ? ?  ?? ?? 

?

? 
?
??
?
???  ? ? ?? ? ?? ? ?
?? ? ? ? ?? ?? 
?

?
?? ? ???

? ?? ? ?
? ? 
??
??
???
?' ?? ? ? ??
??
? ?V%? 
???

??
?
??? ??
?2?

¢

  

 ??

???   

? ?
? ?


?
 
??
 ? ?? ??? ? ? ??
? ? ??
? ?  ?? 
?
???
?
? ? ?

?
?
" ?
? ?
??

?? ? ?

?" ?
? ?

??
? 
?? ? 
?? ?8?

¢

  

 ?$

? 
??? 

??
??
 ? ? 
?? ? ? 
?????

? ?? ? 
?


?/ ??
 ?
? ?

? 

???

??
 ??

?
? ?? ?? ?? ? ?
?  ???  ?

?
?
?
?
??

¢  ?
?? ?


?? ?

?? ???
??
?? ??

? ?
? 
? ??"!

?

??
?
 ???
 ??? 
? 
?
907?*V07)?+?):07?V%?/+1*)?
*
? 

? ??
???

 ?V%? 
???
??? ?

???? ?
?? ?
??  ?? ?
?
 ?? ? ? 

?? ?V%? 
? ???
??


?
 ?? ?  
?$?"

???

?? ????


?
 ?? ?
 ?


?
? ? 
????? ??
?? ?
# ???
?

?  ??' ??
??? 
? 
?
? ?  ? ?"??? ?

?
? 
?? ?# ??
 ?

??? 
???
? 
?????

? ?

?
?? ?
?;?-? ?

?" ? ? ??? ?

??? ??
 ?


?  ??
?

?;?-? 
???
?
? ?

?5?

6???? ?????;?-? ?

??
 ????? ????# ;?? ? ?? ?

?
?
  ? ? ???

?? 
;?*? ?


? ?


??
?? ?;?




? ????? ? ??V%? 

? ? ? 
??
?
???? ?? ?? ?
? ? ??/ ? ?
 
??"
?

???
? ? ?? ?? ?
?
? 
? 

? ? ?
?? ? ?? 

?
? ?
??
?+?? ?? 
??
?? 
??
?
??
?? ?
? ? ? ???
? ?
?
? ? 
??

?
?

h



˜
 


 

  


 





˜

 






˜

 








˜
 












 






 









 






















!