Employment Policies the Managers Should Include in the Employees Handbook - Essay Example

Introduction Every organization requires a communication tool for the employees such as employee manual or employee handbook that stipulates the relationship between the employers and the workers (Guerin, 2011). It specifies the expectations of employers from their employees and the worker’s expectations from their employers. Employees’ Handbook will help in minimizing conflicts at the workplace and ensuring a harmonious relationship between workers and their employers (Filipp, 2005). The aim of this study is to examine the employment policies the managers should include in the employees handbook. Brief history of the organization Employers should provide their employees with information about the organization’s background. This will include the mission, goals and objectives of the company, their core competencies, and their current position in the market and any other relevant information the employees must know about the company (Hudson, 2010). The managers should also share with their workers about the organization culture and their team of leaders to enable workers determines whom they are working for and what is expected of them. Harassment and Discrimination Policies The employer should specify that their company is intolerant to discrimination, harassment of any form such as harassment based on sex, religion, race, nationality, etc. (Hudson, 2010). They establish the procedure for handling any disputes in the organization. Furthermore, the manager declares their responsibilities and the responsibilities of the workers towards their colleagues and the organization. Managers must stipulate the specific procedure for reporting any issue of discrimination and how such issues can be handled. The Age Discrimination in Employment Act prohibits employers from discriminating the employees over the age of 40 years on the basis of their age either during hiring training, promotions, termination of employment, etc. (Pace University, 2011). The Act also prohibits employers against the mandatory retirement of employees. Companies must disclose any information regarding their criteria for giving benefits and allowances to the public to ensure the older workers are treated fairly. Managers should indicate the age limit for specific operations where such age is a qualification requirement for that occupation. Also, the employer has a right to prefer an older person to a younger one if such favoritism can be attributed to experience or competence of the employee over a younger employee (Guerin & Delpo, 2013). In case of violation of the Act, the employee can present the grievance to the Union to address the issue. The case can be settled through arbitration or by an industrial court. The American with Disability Act (ADA) provides civil rights protection to persons with a disability against discrimination in employment (Hudson, 2010). The managers operating organizations that have more than 15 workers should grant individuals with disabilities the opportunity to equal employment as long as they have all required qualifications. The employers should ensure ease of access to organizations facilities by removing all barriers that would hinder the effective performance of persons with disability (Pace University, 2011). Managers should avoid subjecting disabled workers to unnecessary hardships at the workplace. Furthermore, employers should ensure fairness for all workers or job applicants irrespective of their disabilities. Discrimination of persons with a disability occurs where the employer, a fellow employee of any other person mistreat or undermines the employee or a job applicant on the basis of their disabilities (Filipp, 2005). It can also occur where an employee is discriminated in the workplace because of their association with disabled persons. Discrimination may occur during hiring of workers, payment, termination of employment, allocation of tasks, training, promotions, fringe benefits, layoff, etc. (Guerin, 2011). Also, employers will be accountable for discrimination in the case of harassment of employees or job applicants on the basis of their physical, mental or health conditions (BBP, 2004). Therefore, managers must ensure that workers with a disability are free from discrimination or harassment during application of employment either by the managers, supervisors, colleagues or any other person. To avoid violation of these policy managers must embrace diversity in their organizations by employing workers from various backgrounds. In case, the employee feels s/he has been discriminated by the employer on the basis of their disability they can file a claim with Equal Employment Opportunity Commission (EEOC). It is the employers’ responsibility to give an account of what transpired at the workplace resulting to the present condition (Guerin, 2011). After EEOC is through with conducting an investigation of the issue they give the employee a letter to sue the employer. Payment Policy and Benefits The managers should inform the workers about the employment relationship by specifying permanent worker from casual workers, independent contractors and part-time workers and so on (Guerin & Delpo, 2013). The employer should indicate various benefits they give to their employers and specify the category of employees or qualification to be met to enjoy such benefits. The employer must state their mode of payment such as daily, weekly, monthly, quarterly, etc. The employer should specify the working hours. The Fair Labor Standards Act 1938 establishes the average 40 working hours weekly for all employees (Pace University, 2011). It sets the room for overtime and prohibits employment of minors exploitatively. Furthermore, the Act establishes minimum wage rate for all workers. Therefore, managers should comply with the legal requirements and pay their employees above the minimum wage requirements to avoid conflicts with the employees and the law. In case the employer fails to comply with the law, the employee can seek court intervention through representatives from the workers union (BBP, 2004). The employer will be compelled by the court to pay the workers the minimum wages as stipulated in by the law. The Equal Pay Act eliminates wages and salaries differential based on the gender. Therefore, employers should give their workers equal pay commensurate with the skills, responsibilities working conditions and other policies irrespective of their sex differentials (Filipp, 2005). However, the firm can offer different pay to the workers on the basis of the worker productivity, seniority, merit or other factors except gender differences. The managers should define the working week as seven –day period. This will enable workers to accept overtime work during the course of the week as opposed to stating working days as running from Monday to Friday (Guerin, 2011). The employer will state the holidays and various leaves the workers can enjoy. Under the Family and Medical Leave Act, Eligible employees covered by this Act can take unpaid, job-protected leave for specified reasons such as to take care of the new born child, take care of the ailing family member, for personal medical reasons, etc. (Hudson, 2010). Such employees can take a leave of up to twelve workweeks within a year. Employee Conducts The manager should specify how the employees are expected to behave towards the organization, their colleagues and other stakeholders (BBP, 2004). Also, they establish the procedure for dispute resolution. General Employment Policies and Procedures The employer should provide the workers with the basic code of conducts such as dressing code, use of equipment such as phone, etc. The employer will provide information about eligibility for various job opportunities, the procedure for recruiting and hiring employees, the procedure for termination of the employment relationship, involvement of the union, etc. (Guerin & Delpo, 2013). Health and Safety The organization policies should establish healthy and secure workplace and demonstrate their compliance with Occupational Safety and Health Act (OSHA). The Act establishes specific requirements the employers must meet to promote healthy and secure working environment. For example, they develop specific procedure for reporting injuries, identify potential hazards at the workplace and suggest approaches for dealing with various issues facing working in the organization, conduct health and safety inspection of the working environment and prepare a report on findings, etc. (BBP, 2004). The employer will be in violation of the Act if the employee sustains injuries at the workplace because of employers’ non-compliance with the law. The grievances can be settled through court proceedings. Media Relations and Non-Disclosure of Information Managers should set up rules to guide the employees on how to interact with media personalities. They should establish a centralized pint of contact by media and refrain others employees from sharing information with the media (Filipp, 2005). The policies should also define what information employees should not disclose about the organization to other persons. Therefore, employees must maintain a high level of confidentiality of the organization’s information. The organizations should reserve the right to monitor the use of electronic communication systems such as emails, phone calls, and the internet by the employees. Computers and Technology The organization policy should outline guidelines for computer and software use, the employees’ involvement in ensuring the security of electronic information, etc. (Hudson, 2010). Therefore, the organization should prohibit employees from making workplace commentaries on social media, safeguarding the image of the company, determine who should be represent the company on social media, how to protect the organization against cybercrime, harassment and ensure privacy (Guerin & Delpo, 2013). Conclusion The managers should prepare workers handbook that defines the relationship between employer and the employees. The manual should define the scope of their relationship including responsibilities of each party to the other. The manager should specify the minimum wage requirements, employees conduct, and procedure for addressing issues with the employees, address health and safety issues at the workplace, etc. Aggrieved employees parties can seek court intervention, arbitration procedure or any other laid down procedure for addressing the issues. Companies should hire workers from diversified background in accordance with employment legislations as long they meet the minimum requirements. Therefore, managers should provide their employees with workers handbook to ensure they understand the work environment they are going to operate in and ensure they follow the laid down procedure of operation. Reference List Filipp, M. (2005). The Practical Guide to Employment Law. USA: Aspen Publishers. BBP, (2004). Practical Guide to Employment Law, 2004 Edition. USA: Aspen Publishers Online. Guerin, L. & Delpo, A. (2013). Create Your Own Employee Handbook: A Legal & Practical Guide for Employers. Nolo. Guerin, L. (2011). Employment Law: The Essential HR Desk Reference. Nolo. Hudson, R. B. (ed). (2010). The New Politics of Old Age Policy, (2nd Ed). USA: JHU Press. Pace University, 2011, Employee Handbook & Policies. Available at http://www.pace.edu/human-resources/employee-handbook-policies. Revised April 1, 2015 Read More