Employee Handbook Best Practices

1. Employee HandbookBest Practices

2. Course Objectives How an Employee Handbook should be used Recommended Handbook Sections Why we need to update our Handbooks Policy Best Practices Suggested Areas to Review - Now Communication / Training

3. What an Employee Handbookshould be used for Organizational Culture Welcome for New Hires Easy reference of policies and benefit programs Miscellaneous business practices Expectations of acceptable and unacceptable behavior

4. A typical Handbook usually includesthe following sections: Employers Employment Practices Company Benefits Equal Opportunity Commitments Attendance / Vacation Policy Guidelines Pay Practices Leave Policies Safety Issues Labor Relation Matters Sanctions for Misconduct

5. Not required, but recommended Disclaimers At will status Employer rights to change Controlling Documents Signatures Updates Online Versions

6. Case Example:Jeff Quon (worker the city of Ontario, CA) Distributed two-way pagers in 2001 Had a written policy limiting the use of all city-owned computers �and related� equipment to business use, with a warning that �email� was not confidential. No official policy regarding text messaging.

7. Case Example:Jeff Quon (continued) Additionally, Jeff�s manager carried out an informal policy The same manager told his employees he would not audit their text messages to see if they were work related or not, if they paid the overage difference. Jeff would go over every 3 or 4 months and would pay the difference.

8. Case Facts : Finalized in the Supreme CourtCity of Ontario v. Quon, June 18, 2010 Jeff sued the city for privacy reasons Courts had to weigh �the scope of the employee�s privacy expectation vs. a broadly written policy that was conveyed differently by a manager� The courts ruled in favor of the city.

9. Why do I need to update my policies? If you don�t use it � lose it Inconsistent enforcement of your policies Legislation or policies have changed EEOC � 2009/2010 all time high of discrimination/retaliation claims

10. Policy Best Practices Customized to your organization Periodically track the use of existing policies Communicate changes effectively - & Validate! When formulating policies, get buy-in Review your handbook annually (minimum!) Use �simplified language� and be specific Display the date when a policy was last updated Stay Current

11. A few areas you should review: Anti � Harassment / Discrimination Hiring Practices All Leave Policies Electronic Communication Classification Performance Management Programs Flexible Work Arrangements

12. Communicate & Train on Policies Management/Supervisory training is essential! Courts will review if the company adhered to the policy Reference state/federal laws that correlate to a policy Train Managers on writing disciplinary notices � utilizing/referencing policies

13. Policies, Practices and Procedures . . Must be in alignment! Thank You

14. Instructor Bio Name: Shannon Hensel, Principal Consultant Hensel HR Consulting Capella University, Mequon, MN MS in Organizational Management Focus On: Strategic Human Resource Management Concordia University, Wisconsin BA in Communications/Management *Experienced Human Resource Manager/Director for both multi-state and global companies. Specializing in small to mid size organizations. *PT Affiliate Professor for North Park University, ChicagoTeaching graduate HR course work online for their School of Business & Non-Profit Mgmt.- Compensation & Benefits- HR Strategy and Metrics