Fair Employment Policies and Procedures
HR policies provide written guidance for employees and managers on how to handle a range of employment issues. They play an important role in practically and effectively implementing an organisation’s HR strategy. They also provide consistency and transparency for employees and managers, helping to enhance the psychological contract and create a positive organisational culture. Taken from the CIPD website
Young people may have little or no experience of the world of work and therefore may not understand the range of policies and procedures that they will be expected to adhere to in a workplace. It is recommended that time is given as part of the induction process to explain the policies and procedures, giving staff the time and support to understand them.
Organisations should give consideration to creating a young employee handbook that is specifically designed for new recruits to work through and keep. The types of documents that should be in the handbook could include:
- Job Description and lists of responsibilities and expectations specific to that role/recruit
- Employment contract (include hours of work, break entitlement etc)
- Key staff contact information (include photos of staff members where appropriate)
- Performance review process
- Equal opportunities policy
- Dignity at work including Harassment and bullying
- Discipline and grievance procedures including gross misconduct
- Health and Safety (where five or more staff are employed)
- Code of conduct – organisational ‘rules’ specific to your organisation
- IT policy
- Sickness absence including pay rates, reporting arrangements, monitoring absence, dealing with short/long term absence
- Annual leave including public holidays, carrying forward leave, requesting holiday, pro rata entitlement for part-time staff
- Rules regarding other types of absence including unauthorised absence
- Family policies including parental rights such as maternity, paternity, adoption, parental, dependent’s leave Maternity leave (Acas)
- Statutory flexible working arrangements
- Pay and pensions information including the treatment of deductions from pay
- Disclosure and Barring Service (where appropriate)
Some of these policies will be included in the contract of employment, for good practice ensure that the young employee is aware of them. Work through the handbook with young employees and ensure they understand their responsibilities and the responsibilities of the company.
It might be relevant to consider keeping all policy and staff procedures on your organisation’s intranet pages. Staff should be informed of changes to policies and procedures.