Overview: It is important for employers to develop and institute a comprehensive set of HR policies and procedures to guide the conduct of both employees and supervisors in the workplace and protect both employers and employees. Standard policies and procedures also ensure that similar situations are dealt with in a consistent manner and the employer's business runs efficiently. The workplace policies and procedures should be memorialized and may be provided in the employee handbook or other document given to employees and/or supervisors.
An employer may want to develop different HR policies and procedures for different groups of employees depending on the department that they work in, whether or not the employee is part of a union, and whether or not the employee is an exempt or non-exempt employee. Workplace policies and procedures may cover such varied topics as discrimination and harassment, social media use, employee benefits, compensation, employee discipline, affirmative action, FMLA and employee leave. While workplace rules provide employees with standards of conduct that must be followed, policies and procedures are usually more formal and provide supervisors and management with a standard manner of handling frequent situations. Workplace policies and procedures should also carefully lay out the consequences and discipline that employees and supervisors may be subject to for violating a workplace policy.
Trends: Employers should be aware that changes in society, technology and the law may require employers to revise existing policies and create new ones. We live in a society in which our technology and the way we connect with others in changing rapidly. As a result, employers must constantly revisit their policies with respect to electronic communications and social media use. Employment policies on employee benefits and compensation also may need to be frequently updated based on changes in the law. Further, based on the fact that the amendments to the Americans with Disabilities Act significantly expanded the definition of an individual with a qualified disability, workplace policies regarding managing employees with disabilities should also be reviewed and revised on a frequently basis.
Author: Beth P. Zoller, JD, Legal Editor
Updated to reflect military leave law amendments, effective July 1, 2018.
South Carolina employers with 15 or more employees that seek to educate employees about the availability of reasonable accommodations for medical needs arising from pregnancy, childbirth or related medical conditions (including, but not limited to, lactation) and to demonstrate compliance with South Carolina law should consider including this model policy in their handbook.
Rhode Island employers with 18 or more employees in Rhode Island that seek to educate employees about the availability of paid sick and safe leave and to show their compliance with Rhode Island's Healthy and Safe Families and Workplaces Act should consider including this model policy statement in their handbook.
Rhode Island employers with fewer than 18 or more employees in Rhode Island that seek to educate employees about the availability of unpaid sick and safe leave and to show their compliance with Rhode Island's Healthy and Safe Families and Workplaces Act should consider including this model policy statement in their handbook.
Oregon retail, hospitality and food services establishments seeking to educate employees, including managers, about special rights and protections available to employees under Oregon's scheduling law should consider including this model policy statement in their handbook.
West Virginia employers seeking to prevent workplace violence, provide notice that weapons will not be permitted inside the workplace and show their compliance with the West Virginia law that gives employees the right to keep a lawfully possessed firearm inside a locked personal vehicle in a company parking lot should consider including this model policy statement in their handbook.
Updated to reflect law regarding safety accommodations, effective June 7, 2018.
Guidance on creating and implementing HR policies that provide employees and supervisors standards and procedures with which they should comply.