Free Sample Employment Policy
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Sample Employment Policy


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Employment

Employment Policy

Employment Applications

Promotions

Transfers

Demotions

Trainee Appointments

Temporary Employment

Employing Minors

Nepotism

Orientation

Performance Appraisals

Physical Exams

Career Vacancies

POLICY

Permanent and temporary vacancies or anticipated vacancies shall be reported to Human Resources on appropriate forms and follow procedures that satisfy budgetary, payroll, personnel, and affirmative action requirements.

The Vice-President of Human Resources determines the recruitment needs for each vacancy and all candidates must meet the minimum training, experience, education, and skill requirements of the position.

PROCEDURE

The supervisor submits a Personnel Request Form to Human Resources.

Human Resources will review Affirmative Action reports to ensure parity exists between utilization and availability in the supervisor’s area.

Human Resources will post the position internally for at least  consecutive workdays.  Human Resources, in consultation with the supervisor, will place advertisements outside ABC in order to attract external applicants if additional recruitment is deemed necessary.

In certain circumstances, the Director of Affirmative Action can review the posting procedures prior to final approval.  The Vice-President of Human Resources will be notified when the Director conducts this review.

Employment Applications

APPLICATION

Employees must complete and sign an Application for Employment or Transfer or Transfer.  Falsifying information will render an employee ineligible for the position.

Applications will be accepted without regard to age, color, disability, national origin, race, religion, sex, sexual orientation, or handicap.

REFERRAL OF CANDIDATES

Human Resources will ensure that only applicants who meet the position’s minimum requirements are referred for interview.

The Vice-President of Human Resources, in consultation with the Director of Affirmative Action and the supervisor, can waive the minimum qualification requirements when qualified applicants are deemed to not be available by Human Resources.

An applicant will not be referred for interview if he or she:

·         Does not meet the minimum education, training, experience, and skill requirements, of the position.

·         Is mentally or physically unable to perform the job’s regular duties.

·         Has falsified or failed to complete the Application for Employment or Transfer.

·         Uses any substance (e.g., alcohol, and drugs) that prevents the applicant from performing the job’s regular duties in a satisfactory manner.

·         Has an unsatisfactory employment record.

EMPLOYMENT TESTS

Human Resources and the Affirmative Action Office shall approve employment tests.

The Office of Federal Contract Compliance Programs (OFCCP) and the Equal Employment Opportunity Commission (EEOC) define a test as any measure or measures of general intelligence, mental and learning ability, specific intellectual activities, dexterity and coordination, knowledge and proficiency, occupational and other interests, attitudes, personality, or temperament.  The term "test" also encompasses all formal or informal techniques to determine job suitability.  Examples are background requirements, specific educational or work history requirements, interviews, training programs, probationary periods, provisional employment period, and physical work requirements.

CRIMINAL BACKGROUND CHECKS

ABC requires that criminal background checks be conducted for all new applicants.  Applicants are responsible for having the appropriate law enforcement agency search police records for convictions and make the results known to Human Resource.  Applicants are responsible for the cost of any such check(s).

Promotions

POLICY

A promotion is when an employee moves to a different position in a higher pay grade.

ABC will make every effort to fill vacant positions internally and to offer promotional opportunities without regard to race, color, disability status, religion, sex, sexual orientation, age, handicap, or national origin.

All ABC employees can apply for promotional opportunities.  Promotions will be based upon the employee's knowledge, training, and demonstrated ability.

Employees will be considered before external applicants are considered, except where Affirmative Action concerns exist within a unit or in a job category that necessitates the consideration of outside applicants.

Employees who are promoted will serve a six-month probation period.  During this period, the employee is appraised every  calendar days.  Where an employee receives an unsatisfactory appraisal, he/she is appraised every 30 days for 90 calendar days or until the employee's performance is appraised as satisfactory or the employee is terminated or reassigned, whichever occurs first.

PROCEDURE

Employees must complete an Application for Employment or Transfer with Human Resources.  Human Resources will refer only the applications that best meet the qualifications of the vacancy to the supervisor for consideration.  If the department makes the request, all applicants who meet the qualifications will be referred for consideration.

Employees should notify their supervisor of interest in a specific promotional opportunity once referred to the employing department.  All applications are considered confidential by Human Resources.

The decision to accept or reject an applicant is made by the supervisor via the Staff Update Form.  The decision is reviewed by Human Resources to ensure Affirmative Action requirements are satisfied.

Human Resources will promptly notify applicants of the department’s decision.

Pay Increases Due To Promotion

·         The appointing supervisor can request a promotion increase of   percent over the employee's current salary or to the minimum of the new pay range, whichever is greater.

·         The increase can not be above the maximum of the new pay range.  A promoted employee is not considered for a salary increase until he/she has served a minimum of six months in the new position.

·         The department/Human Resources can recommend a larger promotion increase on the basis of training, education, and experience.

·         Promotion increases become effective the date of the promotion following appropriate approvals.

Transfers

POLICY

A transfer is a move between positions in the same class or between different jobs in the same pay grade.

Both affected supervisors must consent to transfers.  Employees who transfer will serve a six-month qualifying period.  During this period, employees are appraised every  calendar days for a six-month period.  Where an employee receives an unsatisfactory appraisal, he/she is appraised every 30 days for 90 calendar days or until the employee's performance is appraised as satisfactory or the employee is terminated or reassigned, whichever occurs first.

Transfers are normally to the same rate of pay, but not below the minimum rate of the new class.  Transfers to a higher rate of pay require the approval of the Vice-President of Human Resources.

PROCEDURE

Employees must complete an Application for Employment or Transfer.  Human Resources will refer only the applications that best meet the qualifications of the vacancy to the supervisor for consideration.  If the department makes the request, all applicants who meet the qualifications will be referred for consideration.

Employees should notify their supervisor of interest in a specific promotional opportunity once referred to the employing department.  All applications are considered confidential by Human Resources.

The decision to accept or reject an applicant is made by the supervisor via the Staff Update Form.  The decision is reviewed by Human Resources to ensure Affirmative Action requirements are satisfied.

Human Resources will promptly notify applicants of the department’s decision.

Demotions

POLICY

A demotion is a move from a position another position in a lower pay grade.  A demotion may occur either within a department or between two departments.

Demotions may be voluntary, involuntary, or disciplinary.

·         Voluntary: The employee initiates or requests the demotion.

·         Involuntary: Occurs when the position is reclassified to a lower level, or there is inadequate performance, or organizational necessity dictates such a move.

·         Disciplinary: The demotion is imposed on the employee as a disciplinary measure.

When demoted, the employee's salary is adjusted at least to the maximum of the new pay grade.  The Vice-President of Human Resources reviews the adjustment on an individual, without-prejudice basis.

PROCEDURE

Voluntary

Employees must complete an Application for Employment or Transfer.  Human Resources will refer only the applications that best meet the qualifications of the vacancy to the supervisor for consideration.  If the department makes the request, all applicants who meet the qualifications will be referred for consideration.

Employees should notify their supervisor of interest in a specific promotional opportunity once referred to the employing department.  All applications are considered confidential by Human Resources.

The decision to accept or reject an applicant is made by the supervisor via the Staff Update Form.  The decision is reviewed by Human Resources to ensure Affirmative Action requirements are satisfied.

Human Resources will promptly notify applicants of the department’s decision.

Involuntary

The Vice-President of Human Resources will, if requested, help employee transfer into a suitable position elsewhere in ABC.

Disciplinary

Disciplinary action may take the form of demotion of the staff member – see Disciplinary Action Policy.

Appeals

No appeal may be filed for a voluntary demotion.  In the case of an involuntary disciplinary demotion, an employee can appeal – see Disciplinary Action Policy, Appeals.

Trainee Appointments

POLICY

When qualified applicants are not available, the Vice-President of Human Resources may, in consultation with the supervisor, establish a specific trainee position.

Trainees are subject to the same rules and procedures and receive the same benefits as other staff employees, with the exception of their provisional employment period.

The hiring rate and pay grade must be approved by the Vice-President of Human Resources.

The provisional employment period for trainees will be in effect for the entire training period.  A training period shall not exceed  months.

PROCEDURE

The supervisor submits a recommendation to Human Resources for a trainee position or an appointment on a trainee basis.  The Vice-President of Human Resources will establish the pay rate and pay grade based on the job requirements and the skills and experience of the individual.

Temporary Employment

POLICY

A temporary appointment is normally no more than  calendar months but the Vice-President of Human Resources may approve an extension of an additional -months.

Temporary employees are not eligible to participate in employee benefit programs.

PROCEDURE

The supervisor submits Payroll Action Form to Payroll.  If recruiting assistance is needed, the supervisor should notify Human Resources.

Employing Minors

Minors between ages 16 and 18 can be employed on a temporary basis in those occupations not prohibited and for hours not to exceed those prescribed by the State and/or Federal Labor Statute/Law.

Proof of age will be required prior to employment.

Minors under 16 years of age will not be employed.

Nepotism

Applicant will not be rejected and employees will not be restricted or favored with respect to pay, promotion, assignment, etc.  due to a family relationship with any ABC employee.

If a family member could make decisions regarding employment, promotion, pay or assignment of another immediate family member, the decision is delegated to the next higher level of authority.

Orientation

POLICY

All new employees must attend orientation.  Orientation introduces new employees to ABC, and their job and role at ABC.  Human Resources and the individual’s supervisor share the responsibility for orientation.

PROCEDURE

Supervisor

The supervisor conducts the following orientation and evaluation activities on the employee's first day:

·         Direct the employee to Human Resources for payroll processing, and benefits enrollment.

·         Introduce the employee to co-workers.

·         Review the job description with the employee and job performance factors.

·         Give the employee any instructions that may be necessary.

·         Explain transportation and parking.

·         Discuss hours of work, rest periods and lunch breaks.

·         Review work record reporting procedures.

·         Describe safety procedures.

·         Explain procedures for reporting of accidents.

·         Discuss procedures for reporting of absences.

Human Resources

Human Resources will schedule the employee for orientation as follows:

Orientation is held every Monday in Human Resources, or on Tuesdays when the preceding Monday is a holiday.  New employees are required to spend their first day in orientation.

Human Resources will discuss the following with employees during orientation:

·         Employee Benefits

·         Health Benefits

·         Group Life, Accidental Death and Dismemberment Insurance Plan

·         Retirement Plan

·         U.S.  Savings Bond Plan

·         Vacations and Holidays

·         Personnel Policies and Procedures

·         Hours of Work

·         Pay Procedures

·         Distribution of paychecks

·         Deductions

·         Overtime calculations and rates

·         Grievance and Appeals Procedure

Performance Appraisal

POLICY

Performance appraisals should be used to:

·         Establish performance-based goals and objectives;

·         Inform employees of training needs/expected improvements, and suggested ways to improve;

·         Determine the employee's eligibility for performance pay increases; and

·         Serve as a basis for disciplinary action.

Job descriptions and job performance factors should be given to and discussed with the employee who is new to the position.  A written performance appraisal will be made each year.

PROCEDURE

All performance appraisals shall be made by the immediate supervisor and reviewed by the next higher level supervisor.  The immediate supervisor's evaluation is final.

Employees' performance shall be appraised 30 days before the end of their provisional employment period.  If performance is unsatisfactory, the employee should be terminated before the end of the provisional employment period.  Employees retained beyond the provisional employment period will be granted regular status.  Copies of the appraisal must be submitted to Human Resources.

All employees are to be evaluated between Month 1 and Month 31 each year.  Copies of the appraisal must be submitted to Human Resources.

After receiving an unsatisfactory appraisal, the employee is reevaluated once every 30 calendar days up to a maximum of 90 calendar days until:

·         The employee's performance is evaluated as satisfactory; or

·         The employee is terminated.

The immediate supervisor will discuss the appraisal results with the employee.  The employee can sign the evaluation form.  If the employee refuses to sign the appraisal, a notation shall be made on the form.  Employees can submit written statements of disagreement within  calendar week  A copy is given to the employee and the evaluation is forwarded to Human Resources for filing.

Physical Exams

POLICY

Applicants for certain positions must receive a physical exam after an offer of employment has been made.  A requirement for a physical is based on the work requirements of the position.

PROCEDURE

Exams will be given at no cost to the applicant.  Exams will be performed by Hospital ABC.  Human Resources will arrange exam appointments.

Career Vacancies

POLICY

Human Resources shall post a career vacancy bulletin each week.

PROCEDURE

Human Resources will list vacancies for a period of at least five workdays.

The bulletin is available at Human Resources and will be posted at enter location(s) here.


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