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| Creating Your Employee Handbook In large- scale production corporations and companies it is not uncommon to have standard operating procedures and employee handbooks written out in detail. Unfortunately, many small businesses do not invest the time needed into writing these important documents. You might know it as a staff handbook, with entire "how to" and "what to do if" instructions. Standard operating procedures (SOP) are the things done routinely at your facility, as well as standard ways of handling "routine" or often encountered problems. Employee manuals, which may include the SOP, are the policies and procedures that govern the staff. Who should have an employee handbook? Without written policies, the past and present actions become a policy. As soon as one person is hired, the business should have the most basic policies written down. By the time 5 employees have been hired, a formal handbook should be in place. In some states maternity and Fair Employment and Housing laws become effective with the fifth hire. At 15 employees, federal laws affect a business. These include, but are not limited to, federal rights, the Americans Disability Act (ADA), and pregnancy and leave acts. Therefore, it becomes important and necessary to have written policies governing these situations established for your hospital. What to include in an employee handbook The following items are all things that must be included in your staff manual. These items put forth to your employees what are the acceptable behaviors, what is expected of them, and what the company provides for them. Your handbook must document the company’s commitment to fair employment practices and equal employment opportunities as provided by the law for any work related issues. It should also provide the basic philosophy of the business, the mission statement and values and vision of the future.
Ideally, the policy manual should be given to them on the first day of employment. In fact, they should actually sit and read it the first day, or take it home and come in the next day with any questions. On your orientation checklist (you do use a check list to ensure all items have been covered during orientation don’t you?), reading and discussing the employee handbook should be listed. After all new items for orientation have been covered, including the handbook, safety and security procedures, OSHA related items (MSDS forms, your hazardous communication program book) and the organization’s philosophy and goals, the new employee should sign a statement acknowledging the receipt of a handbook and orientation training. This ensures that they have read, understand and agree to follow the handbook, and other outlined policies covered during training. This helps protect the veterinary hospital in the event of any legal issues in the future. There should also be a clause in the handbook, and even in the acceptance letter, stating that it is understood that the handbook does not imply a contract for employment. (See box detail) Legal Implications Your employee manual becomes a legal document, and can be used against you by an employee; as well as protect you in a legal action. Once an item is included in it as a policy, you must adhere to and follow it. For this reason, your business attorney should review the handbook for legal accuracy. Review your handbook at least once yearly. Remove or change any outdated policies. Reprint and distribute a new copy to all staff, who should once again, sign for receiving the document. Be sure the title page reflects the date of revision; keep old copies on file in case any legal issue arises in the future. Once your handbook is distributed, be sure all procedures are followed. For instance, if your handbook outlines a procedure of escalating oral and written disciplinary procedure, but then a manager fails to follow it, a discharged employee may be able to sue for wrongful termination. If your handbook outline a list of unacceptable actions, have a phrase reflecting that the list of disciplinary actions is not exclusive or will preclude a more drastic action (i.e. firing someone, rather than just issuing a written warning). Standard Operating Procedures The SOP manual may be included in your employee manual, or you may find it more convenient to strategically place several copies around the hospital. This manual will tell employees the "how to do" things. For example, it might include:
In Conclusion Both of these documents are living items; in other words they should be updated yearly, and revised as often as necessary to improve the hospital function and employee communication. A good handbook will not prevent an employee from suing or trying to collect unemployment, but it should be written well enough to discourage frivolous claims and protect the business from nuisance claims and suits. What not to include These words indicate an implied guaranteed continuation of employment at the end of the period, and work against the concept of employment at will. Often seen in a disciplinary section (as in fired for "just cause") – the term "cause " provides much greater protection for the employee, and is in conflict with "at will". A handbook in excess of 50 to 60 pages is probably including too much information and implications of contractual employment Change to "may" whenever possible Employment at will A concept based on the fact that an employee can be terminated at any time, with or without cause, as long as the firing is not illegal. Optional things to include
This handbook is not a contract, expressed or otherwise, guaranteeing employment for any specific duration. Either you or the company may terminate the relationship at any time, for any reason, with or without cause or notice. (Reinforces your at will clause) Additions and clarifications Mission statement: states the purpose of the business to both employees and customers; it creates a mental image of what the business is all about. Vision statement: indicates the direction of work and goals for the future; what the company wants to become. Most employee handbooks are not made public; however parts of them can be used during the interview process to clarify the company’s policies and work – using a job description for instance so a prospective employee knows what the job will entail. Safety and Security Practices OSHA, the Occupational Safety and Health Administration governs many safety issues in a hospital (or any other business). For instance:
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