HR POLICY
HR POLICY
HR Policies state the intent of
the organization and represent
specific guidelines on various
matter concerning employment.
Objectives of HR
Policy
• To provide fair, acceptable & efficient leadership;
• To provide facilities & conditions of work & creation of favorable
atmosphere for maintaining stability of employment;
• To attain an effective utilization of human resources in the
achievement of organizational goals.
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Importance of HR
Policy
HR policies serve as a guideline for dealing with various situations that
occur in the workplace.
• It encourages managers to treat employees fairly.
• It keeps the organization in compliance with legislation.
• It help management to make decisions that are consistent.
• It protects individuals and the organization.
The characteristics
of a good HR policy
While developing sound personnel policies management should pay
attention to the following things:
1. Related to Objectives: Policies must be capable of relating to
organizational objectives.
2. Easy to Understand: Policies should be stated in define, positive,
clear and understandable language.
3. Precise: Policies should be sufficiently precise.
4. Stable as well as Flexible: Personnel policies should be stable
enough assure people that there will not be drastic overnight
changes. They should be flexible enough to keep the organization in
tune with the times.
The characteristics
of a good HR policy
5. Based on Facts: Personnel policies should be built on the basis of
facts and sound judgment and not in personal feelings.
6. Just, Fair and Equitable: Personnel policies should be just, fair and
equitable to internal as well as external groups.
7. Reasonable: Personnel policies must be reasonable and capable of
being accomplished. To gain acceptance and commitment from
employees, the policy should be conditioned by the suggestions and
reactions of those who are affected by the policy.
8. Review: Periodic review of personnel policies is essential to keep in
tune with changing times, and to avoid organizational complacency or
managerial stagnation.
STEPS IN POLICY
FORMULATION
1) Setting Statement of Objectives;
2) Identifying the Needs;
3) Gathering Information;
(Information may be gathered from any of the following sources)
Past practice in the organization.
Prevailing practice among the companies in the community and
throughout the nation in the same industry.
The attitudes and philosophy of the top management.
The attitudes and philosophy of middle and lower management.
The knowledge and experience gained from handling countless problems
on a day-to-day basis.
STEPS IN POLICY
FORMULATION
4) Examining Policy Alternatives
5) Putting the Policy in Writing
6) Getting Approval
7) Communicating the Policy
8) Evaluating the Policy
Tips on Writing an
HR Policy
•Step 1: Establish Need for a Policy: In its simplest form, a policy is a written
record of a workplace rule.
•Step 2: Develop Policy Content: In developing the content of the policy it is good
practice to consult with stakeholders, management, staff, and/or members of
the board.
•Step 3: Draft The Policy: A policy should includes Purpose, Scope, Statement,
Responsibilities, Definitions, Questions, References, Effective Date, Review
Date, Approval
•Step 4: Write the Procedure: Policies often have a related procedure, which
may be a section of the policy or a separate document that the policy refers to. The
procedure gives step-by-step instructions for carrying out the policy.
•Step 5: Review Of The Policy By Key Parties: It is good practice to ask a
representative group of managers and employees to review the policy. For some
policies you may also want to involve stakeholders.
Tips on Writing an
HR Policy
•Step 6: Approve the Policy: If your board is responsible for giving the final approval on
policies, it is often done with a formal, recorded motion. Provide the board with information
on why the policy is needed and the steps you took in developing the content for the policy.
Consult with the board on the scheduled review date.
•Step 7: Implement the Policy: Employees, managers and key stakeholder must have
access to up-to-date copies of the policies and procedures that are relevant to their role in
the organization and be advised of and understand any new policies or changes to policies
coming into effect.
•Step 8: Policy Review And Update: Your policies should be scheduled to be reviewed and
updated regularly. A reasonable period for review is two to three years.
•Step 9: Communication Of Changes To The Policy: Some changes to policy may be so
fundamental that they could attract claims of constructive dismissal. It is critical to provide
employees with sufficient notice of any fundamental change in a term or condition of their
employment. If you are uncertain, it is prudent to seek legal advice.
Contents of HR Policy
1. Our Company
Introduction
Welcome Letter from the President
Company History
Company Vision /Mission/Objectives
Organization Chart
Statement of Growth, Profit, and Business
Plan
Statement of Commitment to Employees
Contents of HR
Policy (contd.)
2. Employment Policies
Recruitment
Announcement of New Positions
Employee Selection Process
Equal Opportunity
New Hire
Rehire
Contents of HR
Policy (contd.)
Relatives
Return to Work after Serious Injury or
Illness
Employee Orientation
Confidentiality of Company
Information
Medical Evaluations
Disability Accommodation
Grievance Procedure
Contents of HR
Policy (contd.)
3. Employment Status & Records
Anniversary Date
Reinstatement
Employment Classifications
Access to Personnel Files
Background Checks
Authorization to Provide Information
Contents of HR
Policy (contd.)
4. Employee Benefits
Vacation
Child Care
Holidays
Workers' Compensation Insurance
Contents of HR
Policy (contd.)
Sick or Personal Leave
Bereavement Leave
Relocation of Employees
Temporary Assignment Allowance
Health Insurance
Contents of HR
Policy (contd.)
Short-term Disability Insurance
Long-term Disability Insurance
Life Insurance
Employee Assistance Program
Employee-Incurred Expenses and
Reimbursement
Travel Reimbursement
Contents of HR
Policy (contd.)
Educational Assistance
5. Payroll
Compensation
Payroll Deductions
Shift Premium
Contents of HR
Policy (contd.)
Pay Advances
Overtime Compensation
6. Workplace Guidelines
Record Retention
Employer Security
Employee Safety
Contents of HR
Policy (contd.)
Injured On the Job
Emergency Instructions
Employee Privacy
Workday
Smoking
Meal and Rest Periods
Non-Business or Social Visits
Use of Company Vehicles
Use of Rental Car on Company Business
Flextime
Contents of HR
Policy (contd.)
Compressed Workweek
Cell Phone Policy
Telephone Use
Medical Leave of Absence
Parental Leave
Pregnant Employees
Visitors
Recreational Activities
Contents of HR
Policy (contd.)
Code of Conduct
Drug and Alcohol Policy
Drug Testing
Attendance
Dress Code
Sexual Harassment
Workplace Violence
Workplace Emergency Plan
Political Activities
Contents of HR
Policy (contd.)
7. E-Policies
Access to Information Technology
Resources
Abuse of Information Technology
Resources
Unauthorized Use and Sanctions
E-mail Policies
Contents of HR
Policy (contd.)
Spyware Policy
Internet Usage Policy
Virus Protection
Internet Security
Disaster Recovery Policy
End of Session
Thank You
