Checklist of policies for an Employee Handbook

Checklist of policies for an Employee Handbook

By: BlandsLaw

 Discrimination Policy
 Harassment Policy
 Bullying Policy
 Grievance Policy
 Whistle Blowing Policy
 Drugs & Alcohol Policy
 Workplace Surveillance
 Performance Review Process
 Incentive Bonus Schemes
 Superannuation Policy
 Mobile Phone / Equipment Policy
 Redundancy Policy
 Parental Policy
 Occupational Health & Safety Policy

Please see attached explanatory notes for more detail.

Checklist of policies for an Employee Handbook Explanatory Notes

1. Discrimination Policy

• Should include a statement of all types of discrimination that it covers
• Distinguish between direct and indirect discrimination

2. Harassment Policy

• A clear definition of what constitutes harassment will be needed
• Provide examples of what constitutes harassment. For example, jokes based on race, sexuality, age etc
• Sexual harassment should be separately and clearly defined
• Do not make the list exclusive

3. Bullying Policy

• Bullying definition must be clearly defined. Examples include verbal abuse, sending offensive emails, assigning meaningless tasks
• This should not be an exclusive list

 4. Grievance Policy

• It is important that there be a clear grievance policy which sets out the procedure for making such a claim
• There must be a clear timetable which is not prolonged but not rushed
• The process must ensure that confidentiality of the accused and the claimant are protected
• All parties must be given reasonable periods in which to make statements and answer allegations
• Outcomes of the procedure should be explained eg apology, counseling, termination

 5. Whistle Blowing Policy

• An internal reporting system for reporting of disclosures of matters such as corruption, illegality or substantial waste of company property
• Confidentiality is paramount and should be clearly explained
• The procedure needs to be clearly explained
• All policies must appoint a person who will receive the reports

6. Drugs and Alcohol Policy

• A statement that drugs and alcohol are not allowed in the workplace
• The workplace should be extended to work functions with a limitation on excessive alcohol
• A clear statement of what disciplinary action may be taken
• May offer counselling, rehabilitation and treatment
• Confidentiality must be maintained and this should be stated

7. Workplace Surveillance

• Must comply with the relevant State's Surveillance Act
• There should be a clear statement regarding use of internet and email policy and that usage may be monitored in accordance with legislation
• If there are cameras in the workplace employees must be notified of this in accordance with the legislation

8. Performance Review Process

• The process and timeline must be clearly stated
• Explain the reasons for appraisal
• Explain how the information shall be used

9. Incentive Bonus Schemes

• These must be clearly stated including timelines for bonus payments being made
• It is recommended that a statement that the policy is subject to change should be included

10. Superannuation Policy

• If not in the employment contract this should be included
• The default fund needs to be stated
• The process for choosing funds must be stated including statutory timelines

11. Mobile phone/Equipment Policy

• Define when and how company equipment can be used
• If phone calls are paid for explain what types of calls are covered
• Outline the procedure for the return of company property on termination
• Ownership of mobile phone numbers should be considered

12. Redundancy Policy

• This is optional and should be carefully considered before including
• Severance and Notice Payments should be clearly defined
• Other options such as redeployment and retraining may be referred to
• The process for exiting employment will be required to be included

13. Parental Policy

• Must comply with legislation as a minimum
• May provide a more generous policy
• Needs to include both maternity and paternity policy

14. Occupational Health and Safety

• Must comply with relevant state legislation
• Must be tailored to the business not just a generic statement
• A statement about the types of persons covered by the policy ie contractors, employees etc
• Workers compensation procedure for making claims should be included

This checklist has been prepared by Andrew Bland. It is intended as a guide only and does not replace specific legal advice.

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