POLICIES AND PROCEDURES
The policies and procedures in this section are shown as Essential and Good Practice
Red= required by law (Essential) Green= form Blue= Good Practice
What’s required by law? - If an employer has five or more employees, a written health and safety policy is mandatory. This policy deals with a number of health and safety workplace issues, including accident reporting and what to do in case of a fire. The policy must set out the employer’s commitment to reduce risks and observe legal duties relevant to the workplace and its business. It will also set out what employees’ duties are in relation to health and safety and how they can meet these obligations.
- Anti bribery Policy- Since the Bribery Act 2010 came in to force, it is more important than ever to document what constitutes bribery, how your company deals with these issues and how you train your staff.
- Annual leave
- Application form(link to ACAS) http://www.acas.org.uk/index.aspx?articleid=1371 )
- Articles of Association(Link to .gov) https://www.gov.uk/government/organisations/charity-commission
- Bullying and Harassment Policy- Bullying and harassment is behaviour that makes someone feel intimidated or offended. Harassment is unlawful under the Equality Act 2010.
- Capability and Performance
- Code of Conduct- All employers have expectations from their employees and a straightforward code of conduct can make this clear.
- Communication and IT policy- We find it’s always best to let your staff know up front what they can and can’t do. Especially in this day and age with the lures of social media such as Twitter/ Facebook/ LinkedIn and the temptations of the Internet.
- Complaints Policy- a formal document agreed by the trustees that outlines the series of actions and the manner in which they will be conducted (including for example the steps and timescales involved), in the investigation of a complaint.
- Confidentiality Policy-
- Conflict of Interest Policy- Trustees have a legal duty to act only in the best interests of their charity. They must not put themselves in any position where their duties as trustee may conflict with any personal interest they may have.
- Constitution(Link to .gov) https://www.gov.uk/government/organisations/charity-commission
- Contracts of Employment- These are a must-have within two months of the start date containing the main Terms and Conditions of employment, and referencing the various policies collective agreements if applicable and directing your employee to other key documents they need to be aware of.
- GDPR/Data Protection Policy- This is one that is often missed – it’s assumed to be someone else’s remit. It’s not just about what you store, but how you store and safeguard it – both for your employees and also your customers. Failure to do so could lead to a huge loss of customer goodwill to say nothing of the potential fines.
- Disciplinary and Capability Policy- The Disciplinary policy is statutory and the Capability policy sits nicely alongside. These help ensure that all staff are treated fairly when they step out of line or their work falls below standard.
- Drugs & Alcohol Policy- Substance misuse is a sensitive issue, and when a problem appears, you have to handle it in a timely manner and with a proportionate (and fair), response. You need to know the ins and outs of your company disciplinary procedure and the signs of substance misuse at work.
- Environmental Policy- As the environmental impacts will vary from organisation to organisation, it will need to be adapted to your particular circumstances.
- Equality Policy- It is important for the success of any business that it treats all staff fairly and equally. The duty not to discriminate is constantly scrutinised and this policy will help demonstrate that you are complying with your obligations.
- Expenses Policy- the amounts you deal with each time may be mostly small, but the process is an important part of financial management. Misuse of charity funds for private benefit can amount to mismanagement or misconduct, which can severely damage public confidence in your organisation. .
- Expenses form
- Family (e.g.) Maternity Policy/ Paternity- From 1st December 2014 there were significant changes to parents rights to share maternity / adoption leave and pay. These changes relate to any baby born or child adopted after 5th April 2015.
- Finance Policy- it is a duty of the charity trustees to ensure that the charity’s resources are protected in order that the charity can fulfil its aims. It is important that all those working in the charity whether trustees, staff or volunteers take the issue of internal financial controls seriously.
- Flexible work hours and/ or the ability to work from home policy. If you trust your employees, you will give them as much flexibility as you can.
- Grievance Policy- Another statutory one. It is important that your staff feel that they can raise concerns and be treated fairly within the workplace. Your grievance policy will let them know how to raise an issue and how they can expect it to be handled.
- Health and Safety Policy- This is the basic information telling staff what you must do to make sure your business complies with health and safety law. It will help you decide who’s responsible for health and safety, guide on how to manage the risks, consult employees, provide the right workplace facilities, make first-aid arrangements and report accidents
- Induction Policy- The purpose an induction policy is to ensure that all employees have the benefit of a properly structured induction programme that will help them to integrate into their role in the organisation quickly and effectively.
- Job Specification and personal profiles- As with the contracts, this is about HAVING these documents – they need to be bespoke, relevant and up-to-date.
- Health & Wellbeing policy
- Leave Policy - For various reasons ranging from health issues to holiday plans, employees may occasionally require to be absent from work. Whether it is mandated by law or not, it is always advantageous to let your employees know beforehand what benefits you offer.
- Lone Worker Policy- Much of today’s charity work has an element of lone working whilst carrying out their duties, the majority of this time is spent with the general public or people in need. Working with vulnerable and potentially volatile people on a day-to-day basis, or working in unknown and different locationsor transporting people can pose an element of risk to the lone worker and they need to have the adequate level of protection in order to carry out their duties, whether that be as an employee or as a volunteer.
- Pay and Pensions Policy- Workplace pension rules changed in October 2012 and every employer, including charities, will have to act. If your charity employs staff, you will need to enrol all your eligible workers into a pension scheme and make a contribution towards it.
- Recruitment and Selection Policy- Most employers fully appreciate that the success of an organisation can hinge on its staff. But, finding the right number of employees with the necessary abilities and attitudes - and then keeping them - requires skills and knowledge which can sometimes be undervalued, overlooked or simply rushed.
- Redundancy Policy- Redundancies are a form of dismissal, and can happen when an employee's job no longer exists. This may be due to an employer needing to reduce their workforce, close the business, or certain work is no longer needed. If an employee is made redundant they may be eligible for certain rights such as time off to look for work, redundancy pay, a notice period and consultation with the employer.
- Reserves Policy- Keep money aside as a reserve to protect your charity against drops in income or allow it to take advantage of new opportunities. Your charity’s reserves can be spent on any of its aims. Write a reserves policy to explain to others why you are setting money aside rather than spending it on your charity’s aims.
- Retirement Policy-
- Return to work form-
- Right to work in the UK(Link to .gov) https://www.gov.uk/government/publications/right-to-work-checklist
- Risk Assessment form(Link to HSE) http://www.hse.gov.uk/risk/casestudies/
- Sickness / Absence Policy- A sickness policy helps you deal with sickness absence among your staff, including sickness reporting, prolonged absence and sick pay.
- Social Media Policy- As the fastest growing marketing tool is further ingrained into business and daily life, you cannot underestimate the importance of setting out a Social Media policy to protect your business.
- Staff Personal Record form
- Time off for Dependants Policy- employees are allowed time off to deal with an emergency involving a dependant. A dependant could be a spouse, partner, child, grandchild, parent, or someone who depends on you for care.
- Training Policy-
- Vetting & Barring (if appropriate) see below
- Whistleblowing Policy- Charity employees can report concerns about certain categories of serious wrongdoing at their charity to the Charity Commission.
- Banking procedure
- Complaints procedure
- Fire procedure
- Recruitment procedure
- Return to work procedure
- Sickness procedure
If you are working with vulnerable groups you should have the following policies:
Safeguarding Adults Policy- (link to Cambridgeshire County Council) https://www.cambridgeshire.gov.uk/residents/working-together-children-families-and-adults/how-we-work/adult-safeguarding-and-mental-capacity/adult-safeguarding/
- Safeguarding Children Policy- People a charity works with may be vulnerable to abuse because of their age, health or physical or mental abilities. By law, any charity working with children and vulnerable groups must safeguard them from harm.
- Vetting and barring Policy-
Volunteering policies/ documents:
Volunteer Expenses – download
Paid Staff Documents
- Hiring(Link to ACAS) http://www.acas.org.uk/index.aspx?articleid=1371
- Managing(Link to ACAS) http://www.acas.org.uk/index.aspx?articleid=1371
- Disciplining(Link to ACAS) http://www.acas.org.uk/index.aspx?articleid=1371
- Otherdocuments (Link to HR Dept) https://www.hrdept.co.uk/
Other useful websites:
The information on this page is correct at the time of editing (10 January 2019)