A staff handbook is a reference tool for managers and staff. It usually contains useful information about the organisation, the terms and conditions of employment, and outlines policies that the organisation has.
It should be written clearly so that staff can understand it, and a copy should be made available to all staff members.
Content of a staff handbook could include:
INTRODUCTION TO ORGANISATION
This section should give an overview of the organisation. It could include: history, logo, purpose and mission statement, basis of faith, values statement, details of the organisation’s long-term strategy, information about prayer within the organisation, chart of the organisation’s structure.
PERSONAL CONDUCT
This section should summarise the organisation’s personal conduct policy which outlines the behaviour and attitude expected from staff during and outside working hours.
TERMS AND CONDITIONS
This section should outline the policy and practice associated with a staff member’s terms and conditions. This should reflect the employment contract and include any detailed procedures necessary for the staff member to follow in order to receive their salary and benefits. It should also outline the procedures related to grievance and discipline, including the role and responsibilities of line managers in this process.
It could include information about: employment contracts, probationary period, job profiles, grading, salary, allowances, excess hours worked, expenses, working hours, notice periods, grievance/disciplinary procedures, equipment, confidentiality, changes to terms of employment, main benefits – insurance, provision for retirement, leave.
RECRUITMENT AND SELECTION
This section should outline the importance of a fair and transparent recruitment and selection process and refer to the organisation’s recruitment and selection policy. It could include: a summary of the 11 step process outlined in Section 4, and information about recruitment of Christians, child protection, data protection, personnel files, advertising, selection, briefing and induction.
HEALTH AND WELFARE
This section could include: health and safety policy, general health and safety guidelines, first aid procedures, security policy, pastoral care policy, HIV/AIDS workplace policy.
STAFF POLICIES
This section could include policies about personal conduct, equal opportunities, retirement, staff representation, child protection, use of the organisation’s facilities.
When developing or reviewing a Staff Handbook, the following tips may be useful:Ensure the handbook has taken into account the local legal context and common practice of the country. Always ask a local lawyer to check the final version.
Check that the handbook and contract of employment are aligned with each other.
Consider any new policy or practice that is under development.
Translate the handbook if necessary.
Communicate and train staff and managers in the use of the handbook.
Review the handbook each year to ensure that any changes to local law or common practice have been considered.
