MEANING - HR POLICIES :
Human resource policies are systems of codified decisions, established by an organization, to support administrative personnel functions, performance management, employee relations and resource planning.
Each company has a different set of circumstances, and so develops an individual set of human resource policies.
PURPOSE:
1.The establishment of policies can help an organization demonstrate, both internally and externally, that it meets requirements for diversity, ethics and training as well as its commitments in relation to regulation and corporate governance of its employees.
For example, in order to dismiss an employee in accordance with employment law requirements, amongst other considerations, it will normally be necessary to meet provisions within employment contracts and collective bargaining agreements. The establishment of an HR Policy which sets out obligations, standards of behavior and document disciplinary procedures, is now the standard approach to meeting these obligations.
2. HR policies can also be very effective at supporting and building the desired organizational culture.
For example recruitment and retention policies might outline the way the organization values a flexible workforce, compensation policies might support this by offering a 48/52 pay option where employees can take an extra four weeks holidays per year and receive less pay across the year.
3. Supervision Guide
HR policies and procedures provide reference material for supervisors in relation to employment matters in the organization, which streamlines the workflow in an organization.For example, a supervisor knows the scope of his authority and can guide new and existing employees if any queries arise in the course of their employment. HR managers and specialists apply policies and procedures to maintain discipline in the workplace. The procedures prescribed for disciplinary actions prevent the administration from facing accusations of bias.
4. Consistency:
HR policies and procedures assist an organization in establishing and maintaining consistent practices in the workplace. Capricious changes in employee matters such as benefits, schedules and responsibilities create the risk of making employees dissatisfied and may lead to conflicts among the employees. Consistent application of the policies and procedures articulates the principles of the organization to the employees and other stakeholders.Areas where policies are commonly established:
Organizations commonly have written policies in the following areas:
- Code of Conduct Confidentiality Conflict of Interest
- Working conditions Attendance Hours of Operations
- Termination Recruitment Compensation
- Performance Management
- Learning and development
- Benefits and Eligibility
- Overtime Privacy
- Employee Information
- General policy on the review and update of organization policies.
- ETC
PROCEDURE OF HR POLICY FORMULATION :
STEP 1: ESTABLISH NEED FOR A POLICY :
The are several reasons of HR policy formulation :
- There is legislation that expressly requires an organization has a policy in place.
- There is legislation that does not expressly require an organization have a policy, but the regulations and steps to be followed are tightly defined and a policy will help to ensure the organization is in compliance.
- There is inconsistency employees behaviour or managers make decisions that is negatively impacting the work environment or accomplishment of business.
- There is significant confusion about certain areas of the business or how things are done and the organization would benefit from a policy.
STEP 2: DEVELOP POLICY CONTENT :
Developing the content of the policy in consultation with stakeholders, management, staff, and/or a member of the board.
Identify if policy can serve as benchmarks for best practice.
It is not feasible to review all the possible legislation. Therefore, you need to be aware of the legislation that applies in your jurisdiction and area of work.
The following factors need to be considered for content :
- Employment/Labour Standards.
- Privacy legislation.
- Occupational Health and Safety.
- Human Rights.
- Workers Compensation.
- Operating and Legal considerations .
STEP 3: DRAFT THE POLICY :
A policy should include the following sections:
Purpose :
The purpose sets out what the policy intends to accomplish, or the goal of the policy.
For example, a health and safety policy may have a purpose of ensuring a safe and healthy workplace for all workers in compliance with the relevant health and safety legislation.
Scope :
The scope outlines to whom the policy applies. It may apply to all staff and workers, or differentiate based on level, location, employment status, or department. If the policy also applies to volunteers, contract workers and consultants doing work on behalf of the company be sure to identify this. The scope should also identify exceptions to the policy.
Statement :
The statement is the actual rule or standard the policy needs to communicate.
Responsibilities :
Outline the responsibilities of the board, management and staff in regards to the policy as well as who is responsible for developing, maintaining, monitoring and implementing the policy.
If there are consequences for not complying with the policy (e.g., disciplinary), be sure to mention this. For example, “Failure to comply with this policy could result in disciplinary measure up to and including just cause for termination of your employment.”
Definitions
Clearly define any terms used within the policy. If the terms are included in legislation that underpin the policy be sure to use the definitions from the legislation (e.g., disability, prohibited grounds, discrimination, harassment, workplace violence).
Questions and References:
Identify the person or position employees can approach if they have questions.
Reference any other policies, documents or legislation that support the interpretation of this policy.
Dates
Indicate the date the policy came into effect and the date of any revisions and the date the policy is due to be reviewed.
Approval
Mention who approved the policy and the date of approval (e.g., the board, the human resources policy committee, the executive director).
STEP 4: WRITE THE PROCEDURE :
Policies 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.
Some legislation specifically requires procedures be developed so be aware of the legislative requirements that govern your organization.
Example:
- A vacation policy would say how much vacation employees are allowed. A related procedure would tell employees how to schedule their vacation time and get approval.
- A discrimination policy would communicate the organization’s stance on discrimination. A related procedure would tell an employee how they can raise a complaint and how it will be handled.
STEP 5: REVIEW :
The policies are reviewed by a representative group of managers employees , stakeholders and other concerned group of members of the organisation .STEP 6:APPROVAL
If the 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. After the company have the board approval, add the date of approval to the policy.
