HR Policy Forms - Guide
Pre-Hiring
Job Analysis and Design: Defining the role, responsibilities, and qualifications needed.
Recruitment Planning: Identifying the need for new hires and planning the recruitment process.
Talent Sourcing: Identifying potential candidates through various channels.
Screening and Shortlisting: Reviewing applications and resumes to shortlist candidates.
Forms used:
Job Descriptions - title, duties and responsibilities, term, compensation, etc.
Hiring Policy
Recruitment Services Agreement
Employment Equity Policy
Diversity, Equity, and Inclusion Policy
You must find ways to distribute your hiring needs: Online sources such as LinkedIn, Direct to schools - hiring students, Government websites, etc.
Hiring
Interviewing: Conducting interviews to assess candidate suitability.
Assessment: Administering tests or assessments if applicable.
Background and Reference Checks: Verifying candidate information and references.
Selection: Deciding on the right candidate for the position.
Forms used:
• Letter of Offer of Employment
• Employment Contracts
• Employment Agreement
Onboarding
Orientation: Introducing new employees to the company culture and policies.
Paperwork and Documentation: Completing employment contracts and other official documents.
Setup: Providing necessary tools and workspace for the new employee.
Introduction to Team and Key Contacts: Facilitating introductions to team members and other important contacts within the organization.
Forms used:
• Completion of Employment Probation Letter
• Employee Handbook
• Employee Onboarding Checklist
• Employment Verification Letter
• Workplace Social Media Policy
• Workplace Technology Security Policy
• Remote Work Policy
• Accessibility and Accommodation Policy
• Emergency Contact Information Form
• Employee Satisfaction Survey
The Employee Handbook might include:
Workplace hazardous materials information systems (WHMIS)
Listing Workplace Hazards
Demonstrating Workplace Safety
Provide Necessary Certificates
Providing Job-specific Safety Training
Conducting Regular Safety Checks
Providing Safety Equipment
Emergency Preparedness and Response Plan
Risk Assessment Report
Training Records
Incident Reports
Hazard Communication Plan
Personal Protective Equipment (PPE) Inventory and Maintenance Records
First Aid and Medical Action Plan
Safety Meeting Minutes
Corrective Action Plans
Lockout/Tagout Procedures
Training and Development
Skills Training: Providing job-specific training to new hires or existing employees.
Professional Development: Offering opportunities for career advancement and skill enhancement.
Performance Management: Setting goals, providing feedback, and conducting performance reviews.
Succession Planning: Identifying and developing future leaders within the organization.
Forms used:
• Employee Training Programs Documentation
• Management Training Programs Documentation
• Performance Review Forms
• Employee Self-Assessment Forms
Employee Relations
Conflict Resolution: Addressing and resolving workplace conflicts.
Employee Engagement: Fostering a positive work environment and employee satisfaction.
Policy Enforcement: Ensuring adherence to company policies and procedures.
Communication: Facilitating effective communication within the organization.
Forms used:
• Discrimination Policy
• Harassment Policy
• Conflict Resolution Policy
• Warning Letter of Workplace Harassment
• Progressive Disciplinary Policy
• Employee Written Warning
• Non-Discrimination, Harassment, and Retaliation Policy
• Corporate Social Responsibility (CSR) Guidelines
Compensation and Benefits
Salary and Wages Administration: Managing employee compensation structures.
Benefits Management: Overseeing employee benefits like health insurance, retirement plans, etc.
Payroll Processing: Ensuring accurate and timely payment of salaries.
Forms used:
Vacation Policy
Payroll Processing Documents
Benefits Enrollment Forms
Professional Expense Reimbursement Policy
Time-off Request Form
Legal Compliance
Regulatory Compliance: Ensuring compliance with labor laws and regulations.
Record Keeping: Maintaining employee records in compliance with legal requirements.
Data Privacy: Managing employee data securely and in compliance with privacy laws.
Forms used:
• Privacy Policy
• Employee Data Privacy Policy
• Conflict of Interest Policy
• Health and Safety Policy
• Whistleblower Policy
Off-Boarding
Exit Interviews: Conducting interviews with departing employees to gain feedback.
Termination Process: Managing the administrative and legal aspects of employment termination.
Asset Retrieval: Ensuring company property is returned.
Final Pay and Benefits Closure: Processing final paychecks and closing out benefits.
Forms used
• Termination Letter to Employee for Breach of Policies (With Cause Termination)
• Termination Letter to Employee for Cause
• Employee Exit Interview Form
• Attendance Records
Last updated on 14 January 2024
Legal information, legal templates and legal policies are not legal advice. Please read the disclaimer.