Most Common Procedures Manual and Policy Review Examples:
Procedure Manual Handbook
Procedure Manual Handbook or sometimes called a Company Procedures Handbook is typically a combination of a number of procedures. This can be a go to reference when a person is not sure about how to do something or what the rules are. An example would be a vacation policy or procedure that covers the process of how to book annual vacation time. This example may not need a formal review and sign off in all organizations. Another example that is often included in a Company Handbook is a Confidentiality Policy which would be more formal and in most cases require the employ to sign to indicate their acceptance of the company confidentiality policy.
The frequency for reviewing a procedure manual handbook is typically immediately on starting employment and annually for each employee. In lower risk situations some organizations can use a longer renewal period of every 2 years. It will really depend on the makeup of the individual policies and procedures, as well as how much change is made to the policies and procedures.
Accessibility for People with Disabilities
Many jurisdictions are implementing requirements for organizations to have a written policy in place on how their organization will ensure access for people with disabilities. As an example, the Province of Ontario (Canada) has the AODA or Accessibility for Ontarians with Disabilities Act, which requires businesses operating in Ontario to have a written policy in place and provide training for their staff. To meet AODA compliance a business must follow those guidelines and is an example of where and organization really needs to have that sign off for each employee.
The frequency for an Accessibility Policy and Training will vary with each jurisdiction and could range from a one-time event to an annual renewal. Proof of delivery and a policy sign off is typically required.
Acceptable Internet Usage Policy
Acceptable Internet Usage can be a blanket policy or set of procedures including safe computing practices, allowed and prohibited Internet sites, and use of social media on or off the job. With the rise of popularity of social media, the increase in the number of devices, some company owned and some employee owned business are developing policies and procedures to protect their
The frequency for employees to review an Acceptable Internet Usage Policy starts before or near the initial start date; with annual review and acceptance considering the rapid changes as internet usage evolves. A policy sign off is typically required.
Ethics Training and Ethical Behaviour Policy
Ethics are an essential part of business and can be seen as the boundaries in reasonable competitive actions. Much like rules in sports people need ethics training to ensure there is a common understanding of what is meant by ethics and what is considered ethical behaviour and what actions would be unethical.
The frequency for Ethics Training and Ethical Behaviour policy review ranges from one time before or near the initial hiring date; to annual review and retesting. Proof of training delivery and a policy sign off is typically required.
Harassment Prevention Training
Harassment Prevention is a compliance type program that is typically part of a requirement for workplace safety and health. It can also be part of a Respectful Workplace program. The definitions of harassment and terminology is a standard component of this type of course and can easily be set up in several pages of text, or as a PDF. Some organizations also use video and provide examples of harassing behaviour.
The frequency for Harassment Prevention Training ranges from one time before or near the initial hiring date; to annual review and retesting. A policy sign off is typically required.
Code of Conduct Training
Code of Conduct Training is more of a standards type program. The culture of an organization is really the collection of attitudes of the employees as seen in their habits and behaviours. A Code of Conduct establishes the norms of behaviour and defines what is acceptable and unacceptable. Expected Dress Code is an example of a standard component in Code of Conduct policy or training.
The frequency for Code of Conduct Training is often one time for new hires. The frequency increases where there are professional conduct aspects that are part of regulatory requirements which some organizations are required to meet, as frequently as quarterly.
New Employee Orientation Training
New Employee Orientation Training, also called “Onboarding” is a common practice by organizations as a way of helping to shape the culture of the organization. The first few days on the job are a critical learning time and left to an informal information channel employees can pick up a biased view of the organization and its priorities. Materials typically include welcome messages from the leadership team in audio or video.
The frequency of New Employee Orientation Training is one time, prior to the start date. The material tends to be more dynamic than most of the other courses listed here. Variations to this include New Supervisor or Manager training, Executive level and Board Member Orientation.
Violence Prevention Training
Violence Prevention Training is a compliance type program that is a requirement for many jurisdictions for workplace safety and health regulations. The process starts with a risk assessment to identify situations and the risk of violence to employees and third parties. Procedures for prevention of violence are established and training provided on how to follow the Violence Prevention procedures.
Violence Prevention Training is typically completed on an annual basis and commonly requires a formal sign off by the Trainee.
Supervisor and Manager Training
Supervisor and Managers have added responsibilities to the company and to their employees. As a representative of the company they need a higher understanding of company policies to be able to communicate with others and to perform their duties in monitoring and managing company policies. It is also important for Supervisors and Managers to understand worker’s rights.
The frequency for Supervisor and Manager training is typically when they are hired or promoted and then every two to three years or as significant updates are made to the training materials.
Safety Orientation and Safety Policy Training
Safety orientation training is typically directed at new employees and as a refresher to help establish and reinforce a culture where people are more conscious of safety in the workplace. It can include a clear description of what a hazard is and ways to prevent hazards from resulting in an accident or injury. These orientations can be even more effective when they are workspace specific and include images, materials and narrations from people on the job.
The frequency for Safety Orientation and Safety Policy Training is typically initially for new hires, every 2 years as a refresher, and when people are promoted to a supervisor or manager position
Safe Work Procedures Training
Safe Work Procedures and Standard Operating Procedures are a similar type of program focused on documenting a “best practices” set of steps for completing a task. Some procedures are regulated and may be unchanging; other procedures may be constantly evolving and needs frequent updating and review. There is often a need for a formal sign off with some of these procedures.
The frequency for Safe Work Procedures or Standard Operating Procedures Training is typically annually at a minimum and as frequently as quarterly for evolving procedures or highly regulated situations.
Executive and Board of Directors Training
Executive and Board of Directors Training is a high level summary of the organization and typically includes specific sections on code of conduct, intellectual property, and conflicts of interest. There is a formal acknowledgement of their understanding and agreement to adhere to the policies, with a sign off acceptance.
The frequency for Executive and Board of Directors Training is annually and more frequently for some industries where compliance or professional designations dictate a more frequent review.
Diversity In the Workplace Training
Diversity in the Workplace Training is typically educational aimed at increasing people’s awareness of the values that each person brings to the workplace, combining what we have in common and what we have as differences. The objective is to build on the team concept and be more accepting of other cultures, values and personal tastes.
The frequency for Diversity in the Workplace Training ranges from one time to annual.
Respectful Workplace Training
Respectful Workplace Training is similar in some ways to the Harassment Prevention and the Diversity in the Workplace. It is typically broader and has less emphasis on meeting the requirements of a safety and health regulation, and more emphasis on the internal practices the organization has to build a positive and supportive work environment based on mutual respect by all employees.
The frequency for Respectful Workplace Training is often one time and can be annually where there are ongoing efforts to create a more respectful workplace.