Think back to the times in your life when you have started a new job. Chances are, there was a huge amount of new information to take in and countless things to remember. From learning your way around the building to remembering the policies and procedures you were expected to follow, it might have all felt quite overwhelming.
This is why we suggest creating an Employee Handbook. This document can be given to new employees when they join your organisation, and is a handy resource for them to refer back to whenever they have a question.
Here is a checklist for what to include in your employee handbook.
1. Job description and responsibilities
This includes the full job description and a list of responsibilities or tasks assigned to that role. If your employee handbook is digital, you can simply create a new version for each individual and drop this in. If it is physical, you might include this as an insert with the booklet.
2. Employment contract
This should include the expected hours and times of work as well as any specifics such as break entitlement.
3. Key staff contact information
This should include key personnel such as senior leadership, human resources, IT support, and department heads. In other words, anyone an employee may need to contact but might not work with on a day to day basis.
If it is possible and all staff agree, you may include pictures of key individuals. This can help new employees to learn everyone’s names.
4. Performance review process
New employees will want to know how their performance will be assessed. What metrics will you use, what targets will they be expected to hit, and how often will they be assessed? Include details of your performance management processes including manager one-to-ones and formal performance reviews.
5. Equal opportunities policy
This should spell out your company’s commitment to diversity, equality, inclusion, and belonging (DEIB) and a zero tolerance policy for any kind of discrimination.
6. Discipline and grievance procedures including gross misconduct
How does your organisation handle disciplinary procedures in the event of problematic behaviour, misconduct, or gross misconduct? (Gross misconduct typically means offenses that can result in immediate dismissal such as theft or fraud, physical violence, or misuse of confidential information.) Conversely, how will it be handled if an employee raises a serious complaint against the company or organisation?
Ensure that any disciplinary and grievance policies adhere to relevant and current employment law in the UK.
7. Health and safety
If you have five or more employees, the law says you must have a written health and safety policy and share it (including any changes) with your employees.
Include information such as:
- The names and roles of the people who have specific responsibility for health and safety in the organisation (e.g. Health and Safety Officers, Fire Marshalls, or First Aiders.)
- Employee responsibilities to health and safety (e.g. moving around the building in a safe manner or using proper protective equipment where necessary)
- The location of fire exits, first aid kits, and other essential health and safety equipment
- Details of any health and safety training employees will be required to undergo.
8. Code of conduct
This covers any organisational “rules” specific to your organisation. This might cover things like professionalism, respect and inclusion, confidentiality or data protection, use of company resources, attendance and punctuality, dress code, and so on.
9. IT policy
This sets out how the organisation’s computer and IT resources are to be used. You might include things like types of content employees should refrain from accessing on work devices, document storage protocols, email policies, social media guidelines, rules around whether any personal business may be conducted on work machines (for example, checking personal email or online shopping during a break), and rules around whether and under what circumstances equipment may be taken off site.
10. Sickness absence policy
What should employees do and expect when they are too unwell to come to work? This section should include:
- Pay rates including statutory sick pay
- Reporting arrangements (e.g. who should they notify and by what time?)
- Information on when or if a doctor’s note is required (a common policy is to allow employees to self-certify for 7 days and require proof for longer absences.)
- Absence monitoring procedures
- Information on how long term absences will be dealt with
- Any information regarding return to work and infection control (for example, many workplaces have a policy that employees who have suffered diarrhea or vomiting should stay home for 48 hours even if they feel better.)
- A specific COVID-19 policy.
11. Annual leave and other time off
What time off are your employees entitled to? Set out their annual leave entitlement as well as how public holidays and bank holidays will be observed as well as information on how to request leave, whether leave can be carried forward, and pro-rata leave entitlements for part-time staff.
12. Rules regarding other types of absence
How will other types of absence, including unauthorised absence, be handled? What should employees do if they are unable to get to work for an unforeseen reason?
This section should cover:
- Personal or mental health days
- Jury duty
- Educational or volunteering leave, if relevant
- Religious leave
- Time off in lieu (TOIL) for overtime worked
- Sabbaticals
- Unpaid leaves of absence
- Unauthorised absence.
13. Family policies
What policies does your organisation have in place to support employees and their families? This should include your maternity, paternity, and adoption leave policies, parental or dependent leave for those with caring responsibilities, and compassionate or bereavement leave.
14. Statutory flexible working arrangements
Under UK law, any employee has the right to make a statutory request for flexible working arrangements from their first day of employment. This might include requesting part-time hours, staggered hours, remote or home working, flexitime, job sharing, reduced hours, and more.
Include in your handbook a policy on how employees should make these requests (they should usually be made in writing), how requests will be assessed, and whether there is any appeal process if a request is denied.
15. Pay and pensions information
This section should set out how much an employee will be paid, by what method, and on what date. It should also include information on the treatment of any deductions from pay such as tax and National Insurance, student loan repayments, repayment of a loan or wage advance, buying shares or options in the business, trade union subscriptions, and so on.
16. Disclosure and Barring Service (DBS)
If your organisation requires DBS checks, specify the process. Which employees need a DBS check and for what purpose? What type of check will be carried out and how often will it be repeated? What happens if a check reveals a conviction, caution, or other information about an individual’s record?
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