POLICIES & PROCEDURES

WHAT ARE THEY

AND WHY DO WE NEED THEM?

POLICIES = CONTROL

What Is The Difference Between A Policy And A Procedure?

POLICY

Principles, Rules Or Guidelines Formulated Or Adopted By An Organization To Reach Its Long Term Goals

Should Tell Us What To Do And Why

PROCEDURE

Specific Methods Employed To Express Policies In The Day-to-day Operation Of The Organization.

Should Tell Us When, Where and How

Simply stated, a policy lays out what

management wants employees to do and a

procedure describes how it should be done.

why DO we need them?

Prevents Confusion And Misunderstandings

Regulates The Safety & Welfare Of Your Staff

Aids In Making Difficult DecisionsPromotes Efficiency & Equality

Provides An Excellent Training Tool

Establishes Accountability

A policy is necessary:

If employees are confused about the most appropriate way to behaveIf guidance is needed to determine the most suitable way to a handle a situationTo keep a company compliant with government regulations

To provide for fair treatment of all employeesTo establish a consistent standard of rules and regulations

General Guidelines to Writing Effective Policy

Simple, Clear,

Concise Language.

No Jargon or Technical

TermsMust

Represent Consistent,

Logical Framework For Action

Must Be Enforced

Across The Organization

Must Have An Internal

Control Method

Adaptable And

Updateable; Accessible to

All

Benefits of Well Written Policies & Procedures

Employees are provided with information that grants them the

freedom to perform their

jobs and make good decisions within defined boundaries.

Everyone clearly

understands their job and

what is expected of

them.

Allows managers to

exercise control by exception

rather than “micro

managing their staff.

Following policies and procedures reduces the risk of things going wrong,

ensures consistent results and

inspires professionalism

.

Standard Policies

Core Policieso Cobra

o Conflict of Interest Policy

o Dress Code Policy

o Drug Free Workplace Policy

o Electronic Communications Policy

o Employee Records Access Policy

o Smoking Policy

o Social Media Policy

o Worker’s Compensation Policy

o Wage & Performance Review Policy

Other Suggested Policieso Americans with Disabilities Act Statement

o At Will Employment Clause

o Benefits Policy

o Disciplinary Procedures

o Discrimination & Harassment Policy

o Equal Employment Opportunity Policy

o Ethics Policy

o Family & Medical Leave Policy

o Safety & Security (OSHA) Policy

o Paid Time Off

DEVELOPMENT OF A

PROCEDURE

IDENTIFY SPECIFIC

ACTIONS OR STEPS

EXPLAIN WHEN TO

TAKE THESE ACTIONS OR

STEPS

INCLUDE INSTRUCTIONS

FOR FORMS THAT ARE REQUIRED AS

PART OF THE PROCEDURE

DESCRIBE ALTERNATIVES

When is a procedure necessary

Extended Over Multiple Shifts

Needs Documented

Consequences If Not Completed Correctly

Routine but Requires Accuracy And Consistency

Complex

Significant changes

It is crucial that your policies and procedures be reviewed

and updated on a regular basis for regulation changes,

adoption of new policies, updates to existing ones, or

simply that the needs of your organization changes.

TRAINING AND IMPLEMENTATION

Training sessions should be held when a new policy or procedure

is enacted

All staff should be made aware of a change to an existing policy

or procedure prior to implementation

All new members of your organization whether it be staff, trustees or volunteers should be given a copy of all policies and procedures as a part of their

induction process.

Questions?