Staff handbook proposal


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Staff handbook proposal

  1. 1. STAFF HANDBOOK PROPOSAL (DRAFT)Personnel PoliciesThe Human resources policy of Loveworld Publishing books is based upon the beliefthat the success of the department is primarily dependent upon the quality of itshuman assets. This is due to the fact that it is only highly motivated, dedicated andtrained employees that can effectively mobilize other resources of the company toachieve the set targets.Consequently, the department aims at attracting, developing, motivating and retainingstaff with the capabilities of meeting set target at all times. In addition, the companystrives to create and maintain a work environment that is conducive and for jobsatisfaction and optimum productivity.Equal opportunity policy: Each staff is afforded equal opportunity on all mattersrelating to employment solely on the basis of qualification and merit. Failure todisclose correct information and/or the presentation of falsified documents will resultin immediate cessation of recruitment or termination of appointmentFidelity: the employee shall devote the whole of his/her time and attention to thefaithful and diligent discharge of his/her duties and shall in all respects observe andobey all lawful orders of the department or its appointed representatives orsupervisors in respect of the business or well being of the department and shall not atany time divulge to anyone any of the affairs of the department or secrets of thedepartment. Every employee must regard any specialized business knowledge orsecrets which may come into his/her possession as confidential and not to bedisclosed to the disadvantage of the department. No employee may engage in anyother employment or trade during working hours.Employment of relatives: the department is committed to hiring and retaining highlyqualified persons. At the same time the department recognizes that hiring andretaining close relatives of present personnel might raise serious questions regardingthe objectivity or appearance of objectivity of performance appraisals and personnelevaluations.Schedule of duties: the schedule of each member of staff shall be based on theprovision of the company’s schedule and shall include such other duties as thedepartment may from time to time assign to him/her.Office hours: 1. Hours of work are 8.00am to 6.00pm Mondays to Fridays. Employees are expected to work outside these hours if the requirements of the job so demands. 2. During working hours, no employee may leave his/her place of work without the permission of his/her direct supervisor.
  2. 2. 3. All members of staff must report punctually for work each morning and after lunch break. A register is provided at the reception which all members of staff must sign on arrival in the morning. 4. During working days, no employee shall absent himself/herself from work without the prior permission in writing of his/her direct boss. Appropriate disciplinary measure will be taken against any employee who is absent without written authority.Terms and conditions of serviceAppointment (eligibility): to be eligible for permanent appointment, a candidate musthave the requisite qualifications and experience for the job into which appointment issought.Appointment (point of entry): on first appointment, an employee shall enter theappropriate scale at a point commensurate with his/her qualification(s) andexperience. New appointees with relevant, previous experience or qualification abovethe minimum wage may, subject to the approval of the Head of Department or hisassignee, and subject to adequate financial provision, be given commensurateincremental credits on the recommendation of the interviewing panel and approved bythe Mission Support Network Center.Appointment (procedure)The relevant head of department shall notify the Managing Director of the vacancy tobe filled. Thereafter the Managing Director shall liaise with the AdministrativeManager to ascertain the financial implication and provision for the vacant post.Such vacancies can be filled throughPromotionInternal advertisementExternal advertisementUpon appointment, every new employee must submit for record purposes details ofhis full name, date and place of birth, next of kin, names and addresses of twoguarantors and any.Acknowledgement of terms and conditions of serviceEvery employee of the department shall be subject to these rules and conditions ofemployment and is required to serve the department faithfully and obey lawfulinstructions given to him/her. It is a condition of employment that each employeeshall be required to sign for an acknowledge receipt of a booklet setting out the termsand conditions of employment and agree that such will form the basis of theagreement or contract between him/herself and the company.Identity cardEach employee will be issued with an identity card bearing his/her name andphotograph (supplied by the employee). The card will be issued free and must not bedamaged or altered in any way. However a new card will be issued in the event of lossor damage of the original, but; there must be a sworn affidavit by the employee in acourt of law as to the loss that must be presented to the Human Resources unit. This isto protect the employee if the identity card gets into the wrong hands.
  3. 3. Any employee leaving the services of the department must submit his/her identitycard to the Admin/Human Resources Unit before final separation entitlements aremade.Sick leaveMembers of staff who are absent on account of illness are requested to ensure thattheir team leaders are informed by telephone or other means as soon as possible onthe first day of such absence.During absence from work, due to illness, payment of salary will be continued.However if the salary continues for over 3 months, the sick member of staff will bepaid 50% of monthly salary from the forth month of illness. The employee will alsobe required to submit to a company appointed medical practitioner to determine thecontinuity of his/her employment. However, after 6 months of illness, the payment ofany salary is at the sole discretion of the company.Examination leaveEmployees may be granted examination leave with pay for the examination days only.The company reserves the right to refuse such leave with pay if in its opinion theexamination is not for qualifications which will benefit the employees work with thecompany. Staffs are allowed up to a maximum of 5 days a year as examination leave.All examination leave request must be in writing (with a copy of the time-tableattached) and must be submitted to the employee’s team leader at least two weeks tothe examination date.Maternity leaveMaternity leave totaling twelve weeks will be granted to an expectant mother on thepresentation of a medical certificate from a medical practitioner indicating theexpected date of confinement. Such leave should be normally taken approximately sixweeks before the expected date of delivery and six weeks after delivery. Maternityleave attracts full salary.Post natal dutiesAfter the maternity leave, a nursing mother on her resumption of work is allowed toclose at 4.00p.m every working day for a period of three months.Casual/compassionate leaveCasual or compassionate leave of not more than 3 days a year may be granted onapplication in an event of an employee’s marriage, death in the immediate family.Promotion i. Promotion to higher grades of positions of higher responsility is based solely on merit. ii. A major yardstick for staff promotion will be through the annual evaluation of staff using Staff Appraisal form. iii. When vacancies occur, it is the company’s policy to fill them from within the department whenever possible, striving at all times to appoint to each post the personnel best suited and qualified for that job
  4. 4. iv. Judgment as to competence or efficiency, or scale lies entirely in the hands of the Management.Acting appointmentAn acting appointment can be made for a period up to six months. At the end of theacting period, the holder’s appointment is either confirmed with the commensuratesalary or reverted to his/her original grade.Training and developmentThe department undertakes to provide suitable means for the training of its employeeswhere such means will enable them to acquire competence in the performance of theirduties and make them fit for promotion within the company. The category of trainingavailable for all employees includes the ones offered by the following organizations:Nigeria Institute of ManagementInstitute of Personnel managementChartered Institute of MarketingCentre for Management DevelopmentLagos Business SchoolRelevant professional Workshops/ Training institutionsOverseas TrainingBonusChristmas Bonus: The Company pays Christmas bonus to employees. This payment isnot automatic and the decision to pay depends entirely on the profitability of thecompany’s business operations during the previous months. When payable, theamount is on the grade level basis of the employee.RedundancyRedundancy is caused by an excess of manpower resulting in an involuntary andpermanent loss of employment. The department will endeavor to avoid terminatingthe services of an employee on grounds of redundancy. However, where through forceof circumstances, it is necessary to reduce the workforce; the Management willconsider such factors as efficiency, diligence, reliability, fitness for work, loyalty andlength of service before deciding who to lay off. Such employees will be givenappropriate length of notice or salary in lieu.Exit procedureA contract of employment is at the pleasure of the company and the employee. Therelationship can be terminated by either party giving the required one month notice orpayment in lieu of the notice period.Resignation procedure: Resignation letters should always be addressed to the Team Leader in charge of the unit, with copy to the Manager, Human Resources. The acceptable notice period is one month.Burial subsidyThe department shall consider financial assistance to the family of a deceased staffwho loses his life in the course of the department’s business to help cushion the costof burial.
  5. 5. Changes in conditions of serviceThe department has the right to waive, add or cancel any part of the conditions ofservice as may be required. The Management shall notify all employees of thechanges through a circular or pasting such changes on the notice board.Code of conductStaff rules and regulations i. All employees are subject to the rules and regulations, which for the time being are in force in the department. ii. The department reserves the right to alter the rules and regulations herein contained from time to time after necessary consultations. iii. No person shall consume any alcoholic drink or smoke cigarette in the vicinity of the company. iv. A breach of the company’s secrecy undertaking by a staff shall attract disciplinary action. v. No company’s property shall be taken away without prior authorization. vi. Employees shall immediately notify the department Admin/ Human Resources Unit of any change(s) in their biodata such as address, marital status, change of name, etc. vii. Absence from duty without permission is a breach of contract that will be dealt with in accordance with the department’s Disciplinary Code. It is the policy of the department that any absence due to illness must be covered by a medical certificate issued from a recognized clinic/hospital.Professional EthicsProfessional practice must be conducted according to high ethical standards. Anemployee is expected to observe the company’s requirement for integrity, objectivityDress CodeTelephone CallsEligibility and Access to lineBill SettlementConfidential informationVisitorsDisciplinary ProcedurePurposeRules and regulations are necessary for the safety, security and efficient operations ofthe company. All employees of the company are therefore expected to maintain a highstandard of behavior during the course of their employment as members of aprofessional company. The company is an equal opportunity employer, anydisciplinary matter will be dealt with quickly, equitably and confidentially and willensure a fair and consistent treatment for all personnel.
  6. 6. PrincipleNo disciplinary action will be taken until a thorough investigation of the facts hasbeen undertaken. There will be no dismissal for a first breach of discipline unless it isdeemed to be a case of summary dismissal. The employee has the right of appealagainst the disciplinary action. Throughout the process, records should be made of allmeetings and the facts of the case documented. Individuals involved in the procedureare required to keep the matters discussed confidential.ProcedureThe company’s disciplinary process follows the progressive discipline system. Inother words, the more an employee’s conduct/behavior/performance becomes lesstolerable, the greater the consequences. Measures meted range from verbal correctionto termination of appointment or dismissal as the limit.Verbal Correction/ CautionThe first step in the disciplinary procedure is for the team Leader to invite the erringstaff and discuss the performance or behavior problem with the staff, explaining tohim/her the reason(s) for maintaining the rule that he/she violated and the changesthat the staff is expected to make. The team leader must also offer necessaryassistance to the employee and express optimism that the staff will yield to correctionand that no further action will be needed.Verbal correction however should be restricted to minor offences.Written Correction/ First WarningWhen an employee repeats two particular minor offences, this should constituteunsatisfactory behavior and will result in the employee being issued a written warningto that effect. Notwithstanding, a serious offence may warrant issuance of a writtenwarning without prior verbal warning.Validity of Written WarningThe validity period of a warning letter shall be one year, if the offender is ofsatisfactory conduct/performance from the date of the last warning. Thereafter thewarning letter shall be deemed to have expired and shall not count against theemployee involved.Final WarningWhere a staff persists in unsatisfactory conduct/performance following two writtenwarnings, the team leader must educate/sensitize the staff on the consequences of his/her action, that could be suspension or more serious action. The employee should becounseled and a final warning letter be written.DismissalThe final decision to dismiss at any stage can only be taken by the Chief Executiveafter all the facts have been carefully considered.In rare circumstances, the employee will be summarily dismissed without notice if itis established, after investigation and hearing the employees version of the matter, thatthere has been an action of gross misconduct, major breach of duty, or conduct thatbrings the company into disrepute. When a breach is discipline is to be so serious thatif proven, it will result in summary dismissal, then the employee will be advised ofthe alleged breach and in form of the disciplinary procedure. A disciplinary
  7. 7. committee will be convened with five (5) working days to look into the issues andmake appropriate recommendations to the Chief Executive. Prior to the disciplinarymeeting,, a thorough investigation must take place. Whilst the investigation is takingplace, the employee may be suspended on full pay. In complex cases, it may benecessary for the disciplinary meeting to be adjourned in order to check facts orinterview others connected with the case.Constitution of a Disciplinary CommitteeEmployees not lower than the level of Principal Manager (to act as chairperson)An employee on the same level as the staff facing the committeeAnother employee senior to the staffThe Manager, Human Resources to act as secretary.AppealUpon ratification that any form of disciplinary action is to be taken, an employee mayexercise their right of appeal within seven (7) days to the Chief Executive Officer.Examples of OffencesThis list is issued for guidance only to give examples: it is not an exhaustive list. Allthe examples cover incidents where the individual is acting as a member of thecompany.An individual is deemed to be acting as a member of the company whilst at work orthe premises of clients, or attending an event which has been organized by thecompany or where the individual is representing the company.Examples of offences requiring Verbal Caution • Poor attendance • Sub-standard work (where performance falls below pre-stated standard) • Standard of dress or personal hygiene • Smoking on the company’s premises • Causing avoidable wastage of materials • Using abusing languages or causing unnecessary noise • Selling merchandise on the company’s premisesExamples of matters for which First Warning will be given • Repetition of matters outlined above • Insubordination • Rudeness to clients, visitors to the company or company personnel • Unprofessional conduct • Unauthorized absence (not returning from leave of absence, vacation or not advising the appropriate team Leader for reason for absence on a timely basis) • Disorderly conduct (this can include conduct outside the office which has an effect on the individual and on the company) • A significant issue relating to sub-standard work, poor attendance or time keepingExamples of matters for which Final Warning will be given • Repetition of matters outlined above • Serious acts of insubordination
  8. 8. • Misuse of company or clients equipments, facilities or propertiesExamples of matters that will cause Termination of Appointment • Any repetition of matters contained in the immediate above will lead to termination of appointmentExamples of matters that will cause Summary Dismissal • theft or fraud • violence against any employee or its clients, suppliers or guests or anyone associated with the company • deliberate damage of the company property, its employees or clients • being under the influence of illegal drugs breach of duty regarding non-disclosure of confidential information • acts of incitement or actual acts of discrimination, harassment or victimization(including of sex or ethnic origin) • being charged with an offence that makes continued performance of the job inappropriate • possessing illegal drugs while at work, at client’s premises or company’s events • deliberate falsification of records or expenses. • Incapability through alcohol on company or clients premises or when representing the company. • Incapability through use of substancesIn all these, the circumstances and seriousness of the above examples will be taken toaccount to determine whether summary dismissal is appropriate.