COMPANY POLICIES

 

   POLICIES FOR EMPLOYEE

Company structure is build up on company policies. Policies for companies are well defined, they are Statutory, Material, Quality, Purchase & Sales, Health & Safety, Drug, Environmental, Piracy etc. These policies protects company and employee's rights & benefits, Prevent companies misdoings and defines protective and offensive act. Here are some details 

Employee company policies.1.         Workplace Health and Safety

Provisions for occupational safety are a necessity for everyone who owns or runs a business. It’s imperative that your employees work within a healthy and safe workplace. Accidents and unsafe conditions can land you in court. If you also count the damage to reputation and loss of faith from employees, complacency when it comes to safety may be the biggest mistake you’ll ever make. A written policy shows that you take the matter seriously. This is about more than a few fire extinguishers. A workplace safety policy will help you to think systematically.

 

Occupational / Workplace health and safety policy

This Occupational / Workplace Health and Safety Policy template is ready to be tailored to your company’s needs and is designed as a starting point for establishing employment policies on occupational health and safety, or OHS. A Workplace Health and Safety Policy may also be referred to as an Occupational Health and Safety (OHS) policy.

 

 Policy brief & purpose

 Our Occupational / Workplace Health and Safety Policy help us preserve the best possible work conditions for our employees. Every employee has a right to feel safe at work. Our company is committed to follow legal standards and create a hazard-free workplace.

Our Occupational / Workplace Health and Safety Policy help us preserve the best possible work conditions for our employees.

 Scope

This Occupational / Workplace Health and Safety Policy applies to all prospective and current employees of the company as well as volunteers, contractors and consultants.

 Policy elements

There are two aspects to consider when establishing an Occupational / Workplace Health and Safety Program: Preventative Action and Emergency Management.

 Preventative action

Preventative action is any action we take to avoid injuries or illness related to workplace conditions.

We’ll conduct periodical risk assessments and job hazard analysis to discover what is likely to harm employees. We’ll establish preventative measures accordingly.

Potential threats and dangerous situations include but are not limited to:

 

●     Performing tasks on heights, scaffolds, ladders and other unsteady structures

 

●     Chemical substances (toxic, flammable etc.)

 

●     Operating dangerous equipment

 

●     Slippery or uneven surfaces

 

●     Electrical infrastructure

 

●     Noise/temperature

 

●     Quality of air

 

We’ll take the following preventative measures:

 

●     When employees work in dangerous contexts or locations, we’ll make sure there are safety precautions like safety nets and ropes.

 

●     We’ll provide protective gear like gloves, protective uniforms, goggles etc. Using safety equipment is obligatory.

 

●     Inspectors and quality control employees will inspect equipment and infrastructure regularly

 

●     We’ll hold employee training sessions in health & safety standards and procedures.

 

●     All highly dangerous job tasks require at least two employees to be present

 

●     Exposure to chemicals and radiation will not exceed a certain time limit

 

●     Employees who do repairs or cleaning need to put up caution signs

 

●     We’ll prohibit smoking indoors

 

Also, we’ll enforce a substance abuse policy to protect employees from colleagues’ misconduct.

 Emergency Management

Emergency management refers to our plan to deal with sudden catastrophes like fire, flood, earthquake or explosion.  These depend on human error or natural forces.

Our emergency management involves the following provisions:

 

●     Functional smoke alarms and sprinklers that are regularly inspected by [maintenance supervisor]

 

●     Technicians (external or internal) available to repair leakages, damages and blackouts quickly

 

●     Fire extinguishers and other fire protection equipment that are easily accessible

 

●     An evacuation plan posted on the walls of each floor and online

 

●     Fire escapes and safety exits that are clearly indicated and safe

 

●     Fully-stocked first-aid kits at convenient locations

 

We’ll also schedule fire drills and emergency evacuations periodically. We will monitor performance of health and safety procedures and will revise them to ensure higher level of protection.

 

Additional measures

Our company will also keep abreast of changes and try to promote health & safety actively. We will:

 

●     Update our policy according to changes in occupational health and safety legislation.

 

●     Use incentive actions for health & safety (e.g., presenting safe employee awards.

●     Analyze past incidents to discover what went wrong.

 

●     Establish clear procedures for accident reporting.

 

●     Revise work procedures to make them safer.

 

Our company will also consult experts or insurance representatives to ensure it complies with local and international standards.

 

Disciplinary Consequences

Every team leader is responsible for implementing this health and safety policy. Employees should follow health and safety instructions and will be held accountable when they don’t. We’ll take disciplinary action that may extend to termination when employees consistently disregard health and safety rules.

It’s everyone’s responsibility to contribute to a healthy and safe workplace.

 

 Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.

 

2.         Equal Opportunity Policy

Being an equal opportunity employer is mandated by law in most countries. This equal opportunity policy prohibits any company from discriminating against employees or job applicants on the basis of a “protected characteristic” (gender, age, race etc.). It is fundamental for non-discrimination, anti-harassment, workplace violence and diversity policies. It can also help your business for two reasons: first, it expands the pool of people from which to choose the best applicant for any job and secondly, it creates a fair environment for employees to co-exist, work and thrive in. Putting it in writing will send the message to everyone that equal opportunity is a reality at your company.

 

EEO Policy brief & purpose

Our equal opportunity employer policy reflects our commitment to ensure equality and promote diversity in the workplace.

This equal employment opportunity policy is the pillar of a healthy and productive workplace. Everyone should feel supported and valued to work productively so we are invested in treating everyone with respect and consideration.

Scope

Our equal opportunity employer policy applies to all employees, job candidates, contractors, stakeholders, partners and visitors.

 

Equal opportunity is for everyone, but it mainly concerns members of underrepresented groups – they’re the ones who are traditionally disadvantaged in the workplace. We don’t guarantee employment or promotions for people in those groups, but we will treat them fairly and avoid discriminating against them either via conscious or unconscious biases.

 

Policy elements

Being an equal opportunity employer means that we provide the same opportunities for hiring, advancement and benefits to everyone without discriminating due to protected characteristics like:

 

Age

Sex / Gender

Sexual orientation

Ethnicity / Nationality

Religion

Disability

Medical history

EEO policy

We built our equal employment opportunity policy around preventive and affirmative actions to ensure fairness in all aspects of employment. These aspects include:

 

Hiring

Training

Evaluating performance

Administering compensation and benefits

Terminating employees

We also want to make sure that equal opportunity applies to other instances. For example, we don’t retaliate against employees and we are committed to prevent and resolve any kind of harassment against our employees, including sexual harassment.

Our HR department is responsible for assessing our company’s processes and ensuring they are bias-free. Whenever we find biases interfering, we will act immediately to refine our processes, train our people to combat their biases and protect possible victims of discrimination. We will give everyone the chance to work in an environment where their rights are respected.

Actions

To promote equal opportunity, we first ensure we follow EEOC regulations and EEO laws that apply to each part of our company.

We will also take additional actions to promote fairness and diversity as part of our equal employment opportunity policy. We will:

[Use inclusive language in all signs, documents and webpages.]

[Modify structures and facilities to accommodate people with disabilities.]

[Provide parental leave and flexible work arrangement policies.]

[Hire, train and evaluate employees through job-related criteria.]

[Allow employees to take religious or national holidays that aren’t included in our company’s official schedule.]

[Train employees on communication and diversity.]

[Implement open door practices so employees can report discrimination more easily.]

Grievance Procedure

All supervisors and managers are responsible to use equal opportunity practices and make decisions based on objective, non-discriminatory criteria. Everyone should comply with our policy at all times.

 If you see or suspect that our EEO policies are being violated, feel free to inform HR immediately. If you suspect that someone is behaving in a wrong way but doesn’t realize it, you could also talk to them directly.

 Disciplinary Consequences

When someone discriminates, they will be subject to disciplinary action depending on the severity of their actions. For example, unintentionally offending a coworker might warrant a reprimand, but harassing someone systematically might result in demotion or termination.

 

 

3.         Employee Code of Conduct Policy

All employers have expectations from their employees and a straightforward code of conduct can make this clear. Communicating these expectations clearly is a prerequisite for compliance. Even if an employee has the best of intentions and even if some things are simple enough to be expected (like completing job duties), misunderstandings may still occur. One way to keep them to a minimum is to have a written code of conduct that will include important elements like attendance or even use of social media. Rules must be clear and accessible. Employees can consult them whenever they are unsure of what constitutes acceptable behavior. It also means that when someone’s employment has to be terminated there’s a proper record in place.

 

A code of conduct policy outlines the appropriate behavior employees are expected to follow in the workplace towards their colleagues, supervisors and overall organization. This sample Employee Code of Conduct Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. An employee code of conduct policy may also be referred to as a Conduct in the Workplace Policy.

 

 Policy brief & purpose

Our Employee Code of Conduct company policy outlines our expectations regarding employees’ behavior towards their colleagues, supervisors and overall organization.

We promote freedom of expression and open communication. But we expect all employees to follow our code of conduct. They should avoid offending, participating in serious disputes and disrupting our workplace. We also expect them to foster a well-organized, respectful and collaborative environment.

Scope

This policy applies to all our employees regardless of employment agreement or rank.

 

Policy elements

 Company employees are bound by their contract to follow our Employee Code of Conduct while performing their duties. We outline the components of our Code of Conduct below:

Compliance with law

All employees must protect our company’s legality. They should comply with all environmental, safety and fair dealing laws. We expect employees to be ethical and responsible when dealing with our company’s finances, products, partnerships and public image.

Respect in the workplace

All employees should respect their colleagues. We won’t allow any kind of discriminatory behavior, harassment or victimization. Employees should conform with our equal opportunity policy in all aspects of their work, from recruitment and performance evaluation to interpersonal relations.

Protection of Company Property

All employees should treat our company’s property, whether material or intangible, with respect and care.

 

 Employees:

 Shouldn’t misuse company equipment or use it frivolously.

Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their job duties.

Employees should protect company facilities and other material property (e.g., company cars) from damage and vandalism, whenever possible.

 Professionalism

All employees must show integrity and professionalism in the workplace:

 Personal appearance

All employees must follow our dress code and personal appearance guidelines.

Corruption

We discourage employees from accepting gifts from clients or partners. We prohibit briberies for the benefit of any external or internal party.

 Job duties and authority

All employees should fulfil their job duties with integrity and respect toward customers, stakeholders and the community. Supervisors and managers mustn’t abuse their authority. We expect them to delegate duties to their team members taking into account their competences and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner.

 

We encourage mentoring throughout our company.

 Absenteeism and tardiness

Employees should follow their schedules. We can make exceptions for occasions that prevent employees from following standard working hours or days. But generally, we expect employees to be punctual when coming to and leaving from work.

 Conflict of interest

We expect employees to avoid any personal, financial or other interests that might hinder their capability or willingness to perform their job duties.

 Collaboration

Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.

 Communication

All employees must be open for communication with their colleagues, supervisors or team members.

 Benefits

We expect employees to not abuse their employment benefits. This can refer to time off, insurance, facilities, subscriptions or other benefits our company offers.

 Policies

All employees should read and follow our company policies. If they have any questions, they should ask their managers or Human Resources (HR) department.

 Disciplinary actions

Our company may have to take disciplinary action against employees who repeatedly or intentionally fail to follow our code of conduct. Disciplinary actions will vary depending on the violation.

 Possible consequences include:

 Demotion.

Reprimand.

Suspension or termination for more serious offenses.

Detraction of benefits for a definite or indefinite time.

We may take legal action in cases of corruption, theft, embezzlement or other unlawful behavior.

 

 4.         Leave of Absence Policy

For various reasons ranging from health issues to vacation plans, employees may occasionally require to be absent from work. Whether it is mandated by law or not, it is always advantageous to let your employees know beforehand what benefits you offer. Different kinds of leave (sick leave, Paid Time Off, maternity leave, parental leave etc.) are separate entities and may require different treatment. Having all this in writing, alongside rules that are necessary to regulate leave taking, is the only way to adequately inform employees.

5.         Employee Disciplinary Action Policy

Occasionally problems will arise at work and dealing with them is much easier with a clear disciplinary policy in place. Employees must know how and under what circumstances they will be disciplined. A standardized step-by-step process will help you ensure fair and appropriate treatment, even if you don’t formally disclose the entire procedure. It will also show that you are an employer who does not tolerate serious violations but also values remedial actions in the case of minor offences. Take care though to consult a lawyer to ensure that the procedures you have in place are lawful.

 

This Disciplinary Action company policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies.

 

 Policy brief & purpose

Our Disciplinary Action company policy explains how we address our employees’ misconduct or inadequate performance. Employees must be aware of the consequences of their actions. We use this policy to outline our disciplinary procedure.

 Scope

This policy applies to all our employees.

 Policy elements

The stages that may be followed when discipline is deemed necessary include the following:

1.  Verbal warning

 

2.  Corrective Actions/Counseling

 

3.  Official written reprimand

 

4.  Disciplinary meeting with appropriate supervisor or manager

 

5.  Final written warning

 

6.  Detraction of benefits

 

7.  Indefinite suspension or demotion

 

8.  Termination

 

The nature of the offense must be explained to the employee from the beginning of the procedure. The verbal warning may take the form of a simple oral reprimand but also a full discussion if that is necessary.

 The employee must read and sign the written reprimand and final written warning. These documents include the time limit in which an employee must correct their conduct before we take further disciplinary action.

 The following scenarios indicate where the disciplinary procedure starts depending on the violation:

 Performance issues. Disciplinary procedure starts at stage 1. It includes but is not limited to:

 Failure to meet performance objectives.

Attendance issues.

Failure to meet deadlines.

Misdemeanors/One-time minor offense. Disciplinary procedure starts at stage 1. It includes but is not limited to:

 

Rude behavior to customers or partners.

On-the-job minor mistakes.

Breach of dress code/open door policy etc.

Involuntary Discrimination.

Misconduct/Frequent offender. Disciplinary procedure starts at stage 5. It includes but is not limited to:

 

Lack of response to counseling and corrective actions.

Lost temper in front of customers or partners.

On-the-job major mistakes.

Unwillingness to follow health and safety standards.

Severe offensive behavior/Felony. Disciplinary procedure starts at stage 6. It includes but is not limited to:

 

Corruption/ Bribery.

Breach of employment agreement.

Harassment/ Voluntary discrimination.

Workplace Violence.

Embezzlement/Fraud.

Substance Abuse.

Managers or HR may choose to repeat stages of our disciplinary procedure as appropriate. This decision depends on employees’ reaction to our disciplinary procedure, whether they repent their behavior and the nature of their offense.

 Our disciplinary procedure begins when there is sufficient evidence to justify it. When there is suspicion or hints of misconduct, managers or HR must investigate the matter first.

 Appeals are allowed and must be filed to the next line of management as soon as possible.

 HR and managers should document every stage of our disciplinary procedure (except the verbal warning.) If appropriate, include necessary information like evidence, testimonies and employee’s progress or improvement.

 We are obliged to refrain from disciplinary actions that may constitute retaliatory behavior. A no retaliation company policy will be effective at all times to ensure there is no misuse of our disciplinary procedure.

 We have the right to modify this policy or act in any other legal or reasonable way as each case demands. But we will always enforce discipline in a fair and lawful manner.