HR Manual Design in Uganda - Developing an Employee Handbook

Your organization should aim to Develop and implement a Legally Protected HR Manual, Policies, and Procedures. A well-written HR manual or employee handbook sets forth fundamental organizational rules and guidelines relating to the practices and behavior of the organization’s people. It also communicates what an employee can expect from the organization.

It is crucial that the documents clearly describe an employer’s legal obligation and all an employee’s rights.

The HR manual/employee handbook contains essential information for communicating and describing workplace policy because it is a reference in legal proceedings at the Labour Office and the Industrial Court. All this information should be well explained, correct, and accurate.

Houston Executive Consulting Will Help You Develop an HR Manual, Human Resources Handbook (HR Handbook), and other HR Policies in Uganda. We have Experts in Writing HR Manuals.

A good handbook combines the information your employees need about working with the organization. The HR manual will establish human resource policies, procedures, and service rules applicable to all categories of employees/staff and consultants.

In many organizations, an employee handbook is a primary source of crucial information on daily operations for the employer and the employee. It provides guidance and information and tells a story about the organization’s history, mission, values, policies, procedures, and benefits in a written format.

An HR handbook is also viewed as a means of protecting the employer against discrimination or unfair treatment claims. It is an easily accessible guide to the company’s policies and practices and an overview of management expectations. In contrast, a policy is a written statement that reflects the employer’s standards and objectives relating to various employee activities and employment-related matters.

Employers should require every employee to provide a written acknowledgment of receiving, reading, and understanding the handbook. The acknowledgment should be saved in an employee’s personnel file as a way for the organization to establish that the employee was made aware of the policies.

The handbook should not be construed as an employment agreement, which may affect the employment-at-will status. It is imperative to have the handbook reviewed by legal counsel.

Step 1: Review and Make Required Revisions to the Current Company Policies

Company policies and procedures are the source for writing the handbook. We work with employers to develop and implement new company policies and add to or modify existing ones.

We scan the work environment for standard practices that are currently in place; if there are no policies, they should be developed. Once the employer has updated the policies and formalized the standard practices, our legal counsel should review them, and HR should use these final policies to develop the employee handbook.

Employers should be mindful of avoiding overbroad confidentiality rules in handbooks that would prevent employees from discussing wages and other terms and conditions of employment (i.e., protected concerted activities).

For example, it would be unlawful to state, “Do not discuss customer or employee information outside of work, including phone numbers and addresses.” Instead, a handbook could state, “Misuse or unauthorized disclosure of confidential information not otherwise available to persons or firms outside [Company Name] is cause for disciplinary action, including termination.”

Conduct rules can also be overbroad. For example, it could be unlawful to state in a handbook to “be respectful of others and the company.” Employees could construe such a statement as placing restrictions on criticism toward the company (e.g., its working conditions), a protected concerted activity.

On the other hand, a handbook could state, “Being insubordinate, threatening, intimidating, disrespectful, or assaulting a manager, supervisor, co-worker, customer, or vendor will result in discipline.”

Step 2: Create an Outline of What to Include in the Employee Handbook

The topics included in the employee handbook should cover the employer’s mission statement, equal employment opportunity statement, contractual disclaimer, at-will employment statement, the purpose of the employee handbook, and background information on the company.

The decision to include additional topics is left to the employer. Essential factors to consider are legal mandates for the Ministry of Gender, Labour, and Social Development. If an employer fails to communicate these in the employee handbook, there may be confusion and noncompliance with the laws. A sample table of contents can be found at the end of this page.

Step 3: Create Summarized Versions of Each Policy and Procedure

The employee handbook should include a statement summarizing each policy and procedure. The statements should be easy to read and contain no legal vocabulary—in other words; they should speak to the employee audience and be formulated accordingly.

Step 4: Add Each Summary Statement in the Appropriate Sections According to the Outline

Once HR has completed the employee handbook outline, the next step is to write the organization’s position, rules, or policies under each outline topic.

Step 5: Review the Entire Handbook

The review process ensures that the information is accurate and easy to comprehend. HR, a project team, or both may review the handbook.

Step 6: Provide the Finalized Version to Legal Counsel for Review

Legal counsel will review the final version to ensure it does not contain statements that may create contractual agreements.

Step 7: Select a Means of Publication

The next step is to locate a vendor to produce the finished employee handbook. Organizations can request proposals from a few select vendors. Once the vendor is selected, the employer should work with the vendor through each step in the publishing process, including formatting the handbook to a specific size and style. Once the formatting is complete, a final review and approval should occur before sending the handbook to print.

Step 8: Distribute Handbooks

Once the vendor returns finished copies of the handbooks, the organization must establish a distribution method, such as during new-hire orientation or as a manual distribution to employees.

Some employers post the handbook electronically on their intranet or internal e-mail; however, physical copies need to be made available to employees without access to the Internet or at an employee’s request. Posting the employee handbook on the company intranet or via e-mail is also useful when policy changes are made and must be communicated to employees.

Step 9: Emphasis on Updating the Handbook as Necessary

An employee handbook is a living document that can’t be hidden in the files and cabinets.

Every employer should establish a point person responsible for updating the employee handbook. This is because employment laws or internal policies may change.

It is also beneficial to conduct a full handbook review periodically, usually every one to two years, to ensure that no laws or policy changes have been overlooked. This ensures that all policies are still relevant and upheld consistently within the organization.

Examples

Below is a sample outline, or Table of Contents, for items typically included in an employee handbook. Examples of an Acknowledgment: Handbook Receipt and a sample employee handbook can also be found on the SHRM website.

1. Welcome and Introduction

1.1 Welcome Message: A message to new employees to introduce them to the company, its culture, and its values. This section also recognizes current employees for their ongoing contributions.

1.2 Company Mission Statement: The company’s core purpose, guiding principles, and aspirations.

1.3 Equal Opportunity Statement: A statement affirming the company’s commitment to providing equal employment opportunities without discrimination.

1.4 Contractual Disclaimer and At-Will Statement: An explanation that the handbook is not a contract and that employment is at-will, meaning either party can end it at any time.

1.5 Purpose of the Employee Handbook: Describes the handbook’s purpose as a guide to company policies, procedures, and expectations.

1.6 Company Background: Provides information on the company’s history, growth, and achievements.

1.7 Orientation: This section details the initial onboarding process and how new employees are introduced to the company’s policies and culture.

2. Policies and Procedures

2.1 Workplace Health and Safety: Company policies on maintaining a safe work environment, including health and safety standards.

2.2 Sexual Harassment Policy: Defines sexual harassment and outlines the company’s stance and procedures for reporting and addressing it.

2.3 Drug and Alcohol Policy: Describes workplace substance use rules and the consequences of policy violations.

2.4 Violence and Weapons Policy: Company rules concerning workplace violence and the possession of weapons.

2.5 Time and Attendance: Guidelines on attendance expectations, punctuality, and reporting absences.

2.6 Hours of Work: Details standard working hours and any flexible work arrangements that may be available.

2.7 Meal and Rest Periods: Describes employee entitlement to meal breaks and rest periods.

2.8 Overtime: Rules and eligibility for working overtime, including compensation information.

2.9 Time Management and Prioritization: Best practices for managing workload efficiently and prioritizing tasks.

2.10 Personnel Records: Policies regarding maintaining and accessing employee records.

2.11 Paydays: Information on payroll schedules and when employees can expect to be paid.

2.12 Payroll Deductions: Explanation of allowable and statutory deductions from employee pay.

2.13 Performance Management and Appraisal: Describes the performance evaluation process and goal-setting discussions.

• 2.14 Promotions: Criteria and processes for internal promotions.
• 2.15 Transfers: Guidelines for transferring to different roles or locations within the company.
• 2.16 Termination, Reduction in Rank, and Recall: Describes the process for employment termination, demotions, and possible rehiring.
• 2.17 Telephone, Email, and Internet Use: Rules for using company communication tools, including phone, email, and the Internet.
• 2.18 Social Media Policy: Company guidelines on the appropriate use of social media at work and regarding work-related content.

3. Benefits

3.1 Holidays: Information on paid holidays observed by the company.

3.2 Vacation: Details regarding accrual, eligibility, and approval processes.

3.3 Sick Leave: Company policy on taking leave due to illness.

3.4 Disability Leave Procedures for requesting disability-related leave options, including short-term and long-term ones.

3.5 Personal Leave: Guidelines for taking unpaid personal leave.

3.6 Bereavement Leave: Policy for taking time off following the death of a family member.

3.7 Family and Medical Leave: Information on the company’s compliance with family and medical leave regulations.

3.8 Paid Time Off (PTO): Explanation of the company’s PTO policy and how it can be used.

3.9 Health Insurance: Details about available health insurance plans and eligibility.

3.10 Life Insurance: Information on the company’s life insurance offerings.

3.11 Retirement and Pension Plans: An overview of retirement savings and pension plans.

3.12 Training and Development: Opportunities for professional growth and skill development through company-sponsored programs.

3.13 Workers’ Compensation: Details about benefits provided in the event of a work-related injury or illness.

3.14 Unemployment Insurance: Information on eligibility for unemployment benefits if employment ends.

4. Safety Responsibilities

4.1 Company Commitment to Safety: Statement on creating a safe workplace for all employees.

4.2 Emergency Procedures: Guidelines on responding to workplace emergencies, such as fires or natural disasters.

4.3 Medical Services: Information on access to medical services and first aid in the workplace.

4.4 Personal Protective Equipment (PPE): Requirements for using PPE in relevant job roles.

4.5 HSSE Requirements and Safety Rules: Health, safety, security, and environmental requirements, including procedures for reporting incidents.

5. Conduct and Discipline

5.1 Standards of Conduct: Expectations regarding employee behavior, dress code, and general workplace etiquette.

5.2 Progressive Discipline: Procedures for addressing performance or behavioral issues, including verbal warnings, written warnings, and further action if needed.

5.3 Exit Process: Steps for resigning from the company, including notice periods, exit interviews, and returning company property.

6. Summary and Acknowledgment

6.1 Importance of Policies and Procedures: Explain why adherence to policies and procedures is essential for the employee and the company.

6.2 Acknowledgement of Receipt: This is a space for employees to acknowledge that they have received, read, and understood the handbook.

Disclaimer: The company reserves the right to change any policies or procedures without prior notice. Employment is at-will and does not create a contractual obligation.