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A staff handbook (also often called an employee handbook or an employee manual) is intended to keep all of an employer’s policies and procedures in one place. A staff handbook should be kept somewhere that’s accessible to all staff, and ideally staff should be given training on it from time to time.
An employer should have a number of written policies and procedures in place which set out rules and guidance on their employees’ employment rights and duties. They should be reviewed and updated regularly and shared with all staff each time this happens. In case of a disagreement later down the line, it’s important that an employer can show that the employee has had access to these policies.
Sometimes they can. However, it’s advisable that policies and procedures state that they’re non-contractual. This will make them easier to update and amend without a suggestion that an employer is breaching an employee’s contract.
It is a legal requirement that some information must be given to new employees in a written statement or in their employment contract, such as information about what types of leave and benefits are available to them and what the employer’s disciplinary and grievance procedures are. A staff handbook can fulfil this legal requirement if it is provided to new employees on or before day 1 of their employment. It is sensible to provide a copy of it, or access to it, during the induction process.
In addition, having written company policies and procedures in a staff handbook will also help set the boundaries of the employment relationship and make sure that all staff are clear on what their employment rights are and what rules they need to follow. This should help avoid workplace disputes further down the line.
It is a legal requirement that some information must be given to new employees in a written statement or in their employment contract, such as information about what types of leave and benefits are available to them and what the employer’s disciplinary and grievance procedures are. A staff handbook can fulfil this legal requirement if it is provided to new employees on or before day 1 of their employment. It is sensible to provide a copy of it, or access to it, during the induction process.
In addition, having written company policies and procedures in a staff handbook will also help set the boundaries of the employment relationship and make sure that all staff are clear on what their employment rights are and what rules they need to follow. This should help avoid workplace disputes further down the line.
There are also formal procedures that employers will sometimes need to follow with their employees. These become particularly important when a process might lead to the dismissal of an employee, or when a dispute arises. For example, if an Employment Tribunal claim is brought by an employee, an employer will be expected to show that it followed a proper procedure with its employee before making any decisions. It helps hugely if this procedure is set out in writing, because both the employer and employee will then know what they can and can’t do during the formal process.
Some employment policies are essential to protect an employer from legal liability if things go wrong. These include workplace policies dealing with:
As well as those which help an employer to comply with legal requirements, other types of policies are also strongly advisable in order to meet good HR practices and to help your business run smoothly. These include workplace policies covering:
Some HR processes need to be carried out formally and in accordance with a set procedure, in order to ensure compliance with employment law. The most important of these formal procedures are:
As long as a staff handbook doesn’t form part of the employment contract of its existing employees, the employer can make changes to it without needing to obtain its employees’ consent. However, contractual policies will require the employer to consult with employees and obtain their agreement to the changes, in order to avoid any breach of contract claim.
Whether the staff handbook is a contractual document or not, the employer should regularly inform employees of any changes to its policies to ensure that the employees understand them and are familiar with what employment policies the business has in place.
Our employment solicitors and HR specialists are experienced at drafting employee handbooks and individual policies or procedures, to ensure that they are legally compliant and reflect good practice in HR terms. We also regularly review existing policies or procedures in order to update them and are experienced in tailoring employee handbooks to reflect the needs of an organisation or business.
If you need further guidance on employee handbooks, policies and procedures, or if you would like your own employee handbook to be reviewed by an employment lawyer or HR professional, please contact a member of our employment law team in confidence here or on 02920 829 100 for a free initial call to see how they can help.
To speak to one of our experts today, please contact us on 02920 829 100 or by using our Contact Us form for a free initial chat to see how we can help.
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