Staff Handbook

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A staff handbook is an internal document which shares the employer's rules and policies which employees need to follow. A staff handbook is not a legal requirement but is a great way for an employer to clarify procedures for topics such as equality, smoking at work, expenses, absence and disciplinary and grievance procedures.

What should be in a staff handbook?

There are a number of clauses which should be included in a staff handbook such as:

  • Hours: when should the employee work and when can they take lunch breaks and annual leave?
  • Absence and sickness: how should an employee report their absences and keep their line manager informed on an expected return date?
  • Expenses: what can be expensed and how?
  • Conflict of Interest: what is a conflict of interest and how to report one?
  • Confidentiality: what are an employee's duties?
  • Appearance: is there a dress code?
  • Smoking and other substances At work: Legislation in the UK restricts smoking and the use of substances so these restrictions will apply during work time and over a period prior to work where effects carry over to the workplace.
  • Travel: what travel can be reimbursed by the employer and the process for approving travel expenses.
  • Training: Will the employee need to go through additional training?
  • Equal Opportunities, Bullying and Harassment: since the Equality Act 2010, Employers have obligations towards both job applicants and employees to offer equal opportunities and not discriminate against protected characteristics.
  • Computer, email and internet use: whether an employee accesses company material on a company or personal computer, procedures must be followed.
  • Receipt of gifts: when can an employee receive or give gifts?
  • Bribery And Other Corrupt Behaviour: protect against these practices by defining what a bribe is and how this type of gross misconduct will be investigated and punished.
  • Data Security: employers have data and IT security obligations to protect the company and its clients data.
  • Data Protection And Access To Information: Employers have a statutory requirement to comply with the Data Protection Act and must implement a formal Data Protection Policy for their staff.
  • Health and safety and duty of care: employers are legally bound to provide a workplace that is free from risks and hazards.
  • Termination of employment: this section of the staff handbook details the process the employer will follow prior to the cessation of employment of an employee.
  • Disciplinary procedure: an employee’s employment can be terminated by the employer for acts of gross misconduct.
  • Grievance procedure: a grievance procedure is a set of steps an employee can follow to make a complaint about a problem, which is then investigated and resolved.

Benefits of creating your staff handbook with Legislate

Legislate is an easy-to-use contract creation and management platform which allows you to create custom lawyer-approved contracts in minutes by answering simple questions. Creating your staff handbook with Legislate offers a number of benefits to both the employer and employees:

  • Legislate offers more than just a staff handbook. Centralise your employment, staff handbook and other documents in one place so that you can benefit from Legislate's ability to organise and search documents.
  • From the employee's perspective, they now have one place to find their key employment documents.
  • As an employer, know at any point in time what the aggregate statistics of your employment documents represent so that you can make key HR decisions
  • Save time and energy creating contracts so that you can focus on your core business activities
  • Legislate's library of contracts is growing every week. Build custom NDAs, employment and consultancy contracts in a couple of clicks and offer a professional contracting experience to your counter parties.

How to create a staff handbook with Legislate?

To create a staff handbook with Legislate, read our tutorial and then simply register an account to select the staff handbook from the list of available contracts!


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Staff Handbook

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