MAUS HR Policies Manual · 2015. 4. 14. · add company specific details to your manual such as a logo, business name and more. Buy MAUS HR Policies Manual Now: ... 7 Dress Standards

MAUS HR Policies Manual

Copyright MAUS Business Systems www.maus.com.au

MAUS HR Policies Manual Based on Australian Legislation (Fair Work Act)

Overview: Access a complete set of HR policies that can be tailored for you own business. In minutes you will have an instant manual that follows the fair work act legislation. No matter the size of your business, MAUS HR Policies will save you an enormous amount of time and money in creating a tailored "HR policies" handbook. The program includes an easy to use document creation wizard and gives you the ability to add company specific details to your manual such as a logo, business name and more. Buy MAUS HR Policies Manual Now: Phone: 1300 300 586 Fax: 02 9907 1669 Email: [email protected] Online: www.maus.com.au

http://www.maus.com.au/



Table of Contents

1 Introduction 6 1.1 Welcome ........................................................................................................................................................... 7 1.2 Company Overview .......................................................................................................................................... 9

2 Standards of Conduct 12 2.1 Privacy ........................................................................................................................................................... 13 2.2 Data Security .................................................................................................................................................. 16 2.3 Complaints Procedure .................................................................................................................................... 18

3 Professional and Ethical Framework 20 3.1 Enforcement .................................................................................................................................................... 21 3.2 Compliance with the Professional and Ethical Framework ............................................................................ 23 3.3 Managing Breaches in the Professional and Ethical Framework .................................................................. 27

4 Confidential Company Information 32 4.1 Definition ......................................................................................................................................................... 33 4.2 Personal Use of Company Property ............................................................................................................... 35

5 Intellectual Property 36 5.1 Intellectual Property Definition ........................................................................................................................ 37

6 Confidentiality of Employee Information 39 6.1 Access to Employee Files .............................................................................................................................. 40 6.2 Employee request for Information to be supplied to others ........................................................................... 41

7 Dress Standards in the Workplace 42 7.1 Corporate Dress Standard .............................................................................................................................. 43 7.2 Smart Casual .................................................................................................................................................. 44

8 Recruitment and Induction 45 8.1 Recruitment of Staff ........................................................................................................................................ 46 8.2 Employment of Contractors ............................................................................................................................ 53

9 Minimum Employment Period 56 9.1 Process ........................................................................................................................................................... 57

10 Induction 59 10.1 Induction Process ......................................................................................................................................... 60

11 Conditions of Employment 64 11.1 Minimum Requirements ................................................................................................................................ 65 11.2 General Protection ........................................................................................................................................ 66 11.3 The National Employment Standards .......................................................................................................... 68 11.4 Wages and Salaries...................................................................................................................................... 71 11.5 Allowances .................................................................................................................................................... 73 11.6 Superannuation ............................................................................................................................................ 74 11.7 Personal Files ............................................................................................................................................... 76 11.8 Hours of Work ............................................................................................................................................... 78 11.9 Overtime........................................................................................................................................................ 80 11.10 Time Keeping Records ............................................................................................................................... 81 11.11 Lunch Meal Breaks ..................................................................................................................................... 82 11.12 Days in Lieu ................................................................................................................................................ 83 11.13 Flexible Working Arrangements ................................................................................................................. 84



11.14 Problem Resolution .................................................................................................................................... 86

12 Travel & Accommodation Expenses 87 12.1 Travel Expenditures ...................................................................................................................................... 88 12.2 Conferences and Training ............................................................................................................................ 94 12.3 Other Reimbursable Expenses .................................................................................................................... 96 12.4 Non-Reimbursable Expenses ....................................................................................................................... 98 12.5 Responsibilities ............................................................................................................................................. 99 12.6 Travel Related Enforcement ....................................................................................................................... 101

13 Email and Internet Usage 102 13.1 Definitions ................................................................................................................................................... 103 13.2 Use of Company Phones ............................................................................................................................ 104 13.3 Email, Ownership and Monitoring .............................................................................................................. 105 13.4 Security and Maintenance .......................................................................................................................... 106 13.5 Acceptable Use Policy ................................................................................................................................ 107 13.6 Prohibited Use ............................................................................................................................................ 109 13.7 Courtesy ...................................................................................................................................................... 110 13.8 Social Media ............................................................................................................................................... 111 13.9 Lawfulness .................................................................................................................................................. 112 13.10 Failure to Follow Policy ............................................................................................................................. 113 13.11 Discipline ................................................................................................................................................... 114

14 Leave 115 14.1 Annual Leave .............................................................................................................................................. 116 14.2 Personal Leave ........................................................................................................................................... 120 14.3 Compassionate Leave ................................................................................................................................ 123 14.4 Parental Leave ............................................................................................................................................ 124 14.5 Long Service Leave .................................................................................................................................... 132 14.6 Long Service Leave Payments ................................................................................................................... 133 14.7 Public Holidays ........................................................................................................................................... 134 14.8 Leave without Pay ...................................................................................................................................... 135 14.9 Community Service Leave .......................................................................................................................... 137 14.10 Armed Service Leave ............................................................................................................................... 138

15 Performance Management 140 15.1 Performance Review and Reporting .......................................................................................................... 141 15.2 Performance Feedback .............................................................................................................................. 143 15.3 Performance Counseling ............................................................................................................................ 145 15.4 Disciplinary Action ...................................................................................................................................... 147

16 Diversity Policies and Guidelines 149 16.1 Discrimination ............................................................................................................................................. 150 16.2 Harassment in the Workplace .................................................................................................................... 152 16.3 Workplace Bullying ..................................................................................................................................... 156 16.4 Confidentiality ............................................................................................................................................. 160

17 Security 162 17.1 Building Security ......................................................................................................................................... 163 17.2 Security - Data ............................................................................................................................................ 165 17.3 Physical Security - Keys ............................................................................................................................. 167 17.4 Visitors ........................................................................................................................................................ 168 17.5 Property Loss/Damage ............................................................................................................................... 172

18 Cessation of Employment 174 18.1 Retirement .................................................................................................................................................. 175



18.2 Resignation ................................................................................................................................................. 176 18.3 Notice of Termination.................................................................................................................................. 178 18.4 Redundancy/Retrenchment ........................................................................................................................ 180 18.5 Dismissal ..................................................................................................................................................... 183 18.6 Instant Dismissal ......................................................................................................................................... 186 18.7 Abandonment of Employment .................................................................................................................... 188 18.8 Exit Interviews ............................................................................................................................................. 189 18.9 References and Referees ........................................................................................................................... 190

19 Continuing Professional Development and Education 191 19.1 Continuing Professional Development and Education Policy .................................................................... 192

20 Health, Safety and Environment 196 20.1 Health, Safety and Environment Policies and Procedures ........................................................................ 197 20.2 Underlying Principles .................................................................................................................................. 198

21 Injury Management and Return to Work 202 21.1 Injury Management Underlying Principles.................................................................................................. 203 21.2 Responsibilities ........................................................................................................................................... 205 21.3 Claim Procedure ......................................................................................................................................... 208

22 Alcohol and Other Drugs 210 22.1 Alcohol and Other Drugs Policies and Procedures .................................................................................... 211 22.2 Prescription Drugs ...................................................................................................................................... 213 22.3 Alcohol and drug screening processes ...................................................................................................... 214 22.4 Consequences of Breaching this Policy ..................................................................................................... 216

23 Smoke Free Workplace 217 23.1 Smoke Free Responsibilities ...................................................................................................................... 218 23.2 Prohibited Areas ......................................................................................................................................... 220 23.3 Smoking Breaks .......................................................................................................................................... 221 23.4 Assistance to Quit Smoking........................................................................................................................ 222 23.5 Breaches of the Smoking Policy ................................................................................................................. 223

24 APPENDICES 224 24.1 Forms and Documents ............................................................................................................................... 225 On arrival ............................................................................................................................................................. 232 Workplace information ........................................................................................................................................ 232 Health and safety ................................................................................................................................................ 233 Wages and salaries ............................................................................................................................................ 233 Other conditions of service ................................................................................................................................. 233 Welfare and other benefits.................................................................................................................................. 233 Employee development ...................................................................................................................................... 233 The Organisation Itself ........................................................................................................................................ 234 Environmental standards .................................................................................................................................... 234 The industry sector ............................................................................................................................................. 234 Clarifying expectations of both parties ............................................................................................................... 234 Progress checks ................................................................................................................................................. 235 24.2 Other Forms ................................................................................................................................................ 237 Accident and Injury Form .................................................................................................................................... 237 Application for Employment ................................................................................................................................ 241 Assistance for Relocation ................................................................................................................................... 247 Bank Account Details .......................................................................................................................................... 250 Employee Exit-Termination Checklist ................................................................................................................. 251 Employee Roster ................................................................................................................................................ 253



Employee Training Record ................................................................................................................................. 254 Employee Warning.............................................................................................................................................. 256 Exit Interview ....................................................................................................................................................... 258 Interview Checklist .............................................................................................................................................. 262 Letter of Employment .......................................................................................................................................... 264 Notice of Employment Termination .................................................................................................................... 268 Permanent Accommodation ............................................................................................................................... 269 Policy Change Acknowledgement Form ............................................................................................................ 270 Relocation of Personal Belongings .................................................................................................................... 271 Resume Acknowledgement Letter...................................................................................................................... 272 Resume Rejection Letter .................................................................................................................................... 273 Sample Interview Questions ............................................................................................................................... 274 Suggestion Form ................................................................................................................................................. 276



MANUAL VERSION CONTROL

Version Number Created Date Created By Div / Dept Approved By 1.0 02 Oct 2013

HR Policies & Procedures reviewed and confirmed.

Signed: ........................... Date: .............................. Name: ............................. Position: .........................



Your Company Name & Logo

Example of Policy:

Standards of Conduct



1.1 Standards of Conduct

Version: 1.0.0.0 Created Date: 5/06/2013 1:14:10 PM

Created By: XYZ Modified Date: 5/06/2013 1:14:10 PM

Modified By: XYZ Status: In Progress

Tag: Approved By:

Policy Ref

PN0003

Policy

Privacy

Description

XYZ has guidelines for all employees regarding Privacy

Purpose

The following Standard of Conduct policies have been documented to ensure that practices are standardised and made consistent throughout our organisation. They have also been developed to ensure that legal areas are complied with at all times, especially those relating to the handling of confidential employer and employee information.

Managers take on additional responsibilities in relation to standards of conduct. The following sections outline areas that have significant legal ramifications. Managers must not only ensure they adhere to the following policies and procedures themselves but must recognise they are responsible for the enforcement of these for the staff whom they are responsible.

The following sections are also designed to assist in creating a culture within XYZ of professionalism to both our external customers and our fellow colleagues.

Scope

As with all policies and procedures these standards apply to any person operating within our working environment; this includes contractors and visitors to XYZ.

The outlined conditions form part of the contract of employment for all staff within XYZ.

Procedure The privacy policy implemented by XYZ extends to and covers all operations and function of the organisation. All partners, management, employees, contractors, sub-contractors, vendors, service providers, customers, agents or any other third parties that have access to and/or utilise personal information collected and/or held by XYZ must abide by this privacy policy.

The objective of the privacy policy is to ensure that a sound privacy foundation and framework is established and maintained by XYZ and the company complies with the relevant Privacy legislation – (Privacy Act 1988 (C’th), Privacy and Personal Information Protection Act 1998 (NSW), Privacy Amendment (Private Sector) Act 2000 (C’th) and others.

Further Privacy training is covered in XYZ Induction Training Program that all employees complete as part of induction.



Ownership

All personal information collected, held or shared by XYZ must be done so in accordance with its privacy policy. XYZ retains the right to take reasonable steps to ensure that its privacy policy is properly adhered to.

For every operation or function of XYZ where personal information is collected, the person to whom the application is addressed is responsible for ensuring compliance with this privacy policy.

It is the responsibility of all employees and other relevant parties to ensure that they understand and adhere to the privacy policy implemented by XYZ and that they maintain up-to-date knowledge of changes or any new privacy policies and procedures.

Ignorance of the existence of any privacy policies and procedures will not be an acceptable excuse for non-compliance.

Contractual Arrangements

XYZ will ensure that all contractual arrangements with third parties adequately address privacy issues.

Privacy Statements

XYZ will ensure that a copy of the privacy policy is available to all job applicants and customers.

Collection

Collection of personal information by XYZ will be reasonable, lawful and not intrusive. A person must be told:

our organisation’s name;

the purpose of collection;

that the person can get access to their personal information; and

what happens if the person does not give the information.

Use and Disclosure

XYZ will only use or disclose information for the purpose for which it was collected unless the person has consented, or the secondary purpose is related to the primary purpose and a person would reasonably expect such use or disclosure, or the use is for direct marketing in specified circumstances, or in circumstances related to public interest such as law enforcement and public or individual health and safety.



Your Company Name & Logo

Example of Policy:

Overtime



1.2 Overtime

Version: 1.0.0.0 Created Date: 5/06/2013 1:14:10 PM

Created By: XYZ Modified Date: 5/06/2013 1:14:10 PM

Modified By: XYZ Status: In Progress

Tag: Approved By:

Policy Ref PN0027

Policy Overtime

Description XYZ has guidelines for all employees regarding Overtime

Purpose

The employment conditions policies have been documented to ensure that practices are standardised and made consistent throughout the firm. They have also been developed to ensure that legal areas are complied with at all times, especially those relating to the health and safety and the duty of care that exists between employer and employee.

The documented employment conditions policies also assist in creating a culture within XYZ of professionalism to both our clients and our fellow colleagues.

Scope The outlined conditions form part of the contract of employment for all staff within XYZ.

Failure to adhere to company policy and procedures or failure to enforce company policy and procedures will

result in disciplinary action.

Procedure

The Fair Work Act stipulates that employers must keep records of overtime hours actually worked, the number of hours of overtime worked each day (if any), or when the employee started and finished working overtime.

Where overtime is to be worked outside of the normal hours of work, this is to be approved in advance

by your manager and recorded on your weekly timesheet. Payment for the overtime at the relevant

penalty rates will be made in your next monthly pay.



MAUS HR Polices Manual

Create an Instant HR Policies & Procedures Manual

Regularly updated to the latest legislation. MAUS HR Policies is a software Program that is based on the latest Australian HR legislation including the FairWork Act and could protect you and your business from expensive unnecessary litigation. Write an instant employee handbook or manual with sample pre-written HR policies.

MAUS HR Policies software comes complete with sample policies that you can use, in addition to all the important forms you may need. There are no copyright fees, so your company can have several different versions of their own HR Policies, without paying any royalties or licensing fees. This is ideal where you have offices in different states that are required to follow the same policies and procedures.

To update your HR Policies, simply open the document that needs changing and you can make the appropriate changes without having to retype the entire document! The flexibility of the software provides the user with full customisation options. This flexibility also allows the end product to be published in hardcopy, over the network or on the Intranet.

Features of the software include version control, automatic emails to your staff, auto numbering and formatting as well as instant publishing to the web.

At the click of a button, the MAUS HR Policies software will provide your company with:

The ability to develop unlimited policies and procedures. The ability to publish your HR Policies in hardcopy, on the network or on your Intranet. Documentation that may help protect your business against legal action such as unfair

dismissal claims and sexual harassment cases. Your own customised HR policies including procedures and forms. Sample forms ready to use at your finger tips. Protect your company the smart way!

Summary of Features 90+ customisable sample policies and procedures, resources library, resources tree, policy tree, policy wizard, start up wizard, import module, publishing module, reports module, administration module, password security, wide range of export formats.



Why Choose MAUS

MAUS is an award winning Australian owned company. Over the years, the MAUS range of business planning, human resource and business process resources have been shipped to over 55,000 businesses and been used in over 30 tertiary education institutions The brand was originally established by Peter Hickey CEO in February 1990. For over 20 years, MAUS has been a leading publisher of innovative management software and learning programs targeted to small to medium sized business sector and business advisors To maintain its market leadership, MAUS has demonstrated year after year the ability to continually deliver high quality, high featured practical software at a fraction of the price of our competitors.

Published by MAUS Business Systems - www.maus.com.au

Corprat Pty Ltd T/A MAUS Business Systems ABN: 55 084 644 208.

Address: Suite 209, 117 Old Pittwater Rd, Brookvale NSW Australia 2100

Tel: 1300 300 586 Fax: (02) 9939 5993

Email: [email protected]

http://www.maus.com.au/