Welcome
Dear new member of Vesalius College
On behalf of other employees, I take this opportunity to welcome you to Vesalius College. We wish you success here as you advance your career. We firmly believe that the employees of this college contribute to the school’s success and continued growth. As the employees of this organization we hope that you will proudly accept the duties assigned to you. As a staff member, you are a team member of individuals who are proud of the accomplishments and the heritage of an outstanding college. As an employee, you should be committed to provide a conducive environment that makes it easy to carry out the mission of the college. For all our esteemed employees, we administer fair policies and compensation and benefit programs in an understandable manner. This handbook aims at communicating the terms and conditions that apply to employment in our institution. The handbook also helps employees to become responsible of their actions. The benefits, services, and policies detailed here reflect concern in personal growth, well-being, and development of employees of Vesalius College.
The fact that this manual provides information regarding different aspects of employment does not mean that it is applicable to all decision making processes. Due to that, it is advisable to consult supervisors, department heads, or the Human Resource staff. It is important to note that the Human Resources department provides different services such as compensation, recruiting, placement, benefits administration, and employee relations among others. Vesalius College focuses on employee development, institutional diversity, students’ development, and staff assistance. Please go through this manual carefully and contact the dean in case you have any concerns.
Internal and External Candidate Selection
The organization has the duty to fill relevant positions by drawing employees from both internal and external candidates possessing the qualifications needed. Whenever possible, employees will be promoted from within. This procedure and scope shall apply to all employees and different departments of the organization. Department heads are accountable for determining the needs of staff and also identifying the qualification of employees at each position. The Human Resource department is accountable for recruiting qualified candidates for various positions.
The transfer will involve moving an employee to a new location, position, or department within the company as long as it’s the same level. Promotion involves moving an employing to a new location, position, or department, which is higher than his/her previous one. Demotion will stand in for moving an employee to a new location, position, or department which is lower than his/her previous one. The forms used will be the job available notice and employee requisition.
If a position is available, the manager and supervisor in charge of the position shall decide whether to obtain an internal or external candidate. The supervisor shall complete a requisition form if a new candidate is required. The form shall be signed by the manager and then submitted to the Human Resource department to request for a new candidate. The Human Resource department shall then obtain qualified candidates who are then referred to the supervisor who requested for a new candidate. It is the duty of the Human Resource department to select candidates, schedule interviews, and to check references. The supervisor shall obtain application forms of the preferred candidates from the Human Resource department. When the supervisor approves, the Human Resource shall schedule for an interview. The selection of candidates is done with the assistance of the human resources and the supervisor’s manager. If an employee qualifies, they spend the first seven hours signing all the relevant forms. After sixty days, the employee will get an explanation of different dental and health programs. The employee may decline the offer before 90 days are over. Internal and external selection procedure and policy will be used as references.
Compensation and benefits
The organization shall communicate and establish clear principles and policies by which all the employees are paid. The organization ensures that the compensation policy is in accordance to employment legislation. To establish a consistent method that ensures benefits and compensation are given fairly to all employees. The Human Resources director shall ensure that the compensation and benefit plan is administered accordingly. Compensation refers to payment received by workers in form of salaries, commissions, wages, and bonuses provided and consistent and regular intervals. Benefits are not compulsory and non-wage compensation that are provided to all employees in addition to their regular salaries or wages. They include group insurance, sick leave, tuition reimbursement, funding of education, and vacations among others. The forms used include: retirement form, leave form, payroll form, and employment form.
The employee shall sign the relevant forms. The forms shall be submitted to the Human Resource department for approval and clarification. The approval from the Human Resource department is then submitted to the finance department for calculations. After calculations are done they are then signed by the relevant managers and passed. The compensation and benefit procedure and policy will act as the references.
Terms of Employment
The Human Resource department ensures that terms of employment are fair to all employees and that they are followed accordingly. This procedure and scope shall apply to all employees and different departments of the organization. The Human Resource department is accountable for ensuring that the terms of employment are followed accordingly. The departments heads are supports manage relevant departments on the basis of the terms of employment outlined.
Employment refers to the relationship between the employee and employer, where work is paid for. The relevant application forms include the application for employment, CV, banking details, terms of employment notice, and employment contract. The Human Resource department appoints candidates on the basis of merit.Candidates then fills all the relevant forms, which as submitted to the human resource department. The terms of employment procedure and policies will act as references.
Time Away from Work
Both unpaid and paid time off from work shall be granted to employees according to the set leave guidelines. This procedure and scope shall apply to all employees and different departments of the organization. The Human Resource department is accountable for ensuring that eligible employees get both paid and unpaid leave accordingly. The department heads shall be notified before application for a leave. Both the human resource department and the department heads shall decide whether the time off will be granted or not.
Sick time represents the time off given to an employee when they are sick. The leave time will represent time off entitled to employees after continued working for an organization. A public holiday is a day off due to a special national or worldwide occasion. A bereavement leave is a special type of paid leave where the employee who meets certain qualifications get a paid time off when someone very close to them passes on. Finally, a parental leave is a paid time off given to an eligible employee to take care of his/her newborn.
Employees will have to fill the time off request form. Time off should be documented in the time off request off. It is important to note that the request form should be prepared early enough to give ample time for approval. Before a request is made, employees are required to make a confirmation about the availability of the time off through the staff self-service system or checking the available leave balances. To assist with different operational and scheduling requirements, all the foreseeable time off forms should be filled two weeks before the date requested for the time off. If the time off is unforeseeable, the request form should be filled and submitted to the relevant supervisor when the employee returns. The employee shall complete the request form by indicating which type of time off they wish to take, the total number of hours and days to be taken should also be indicated. After the time off request form is filled, the employees shall submit the form to his /her department supervisor for it to be approved. The supervisor shall independently verify the time off request form before approving it for a paid time off. After the request form has been approved, a copy of it shall be submitted to the employee for personal records. If the supervisor does not approve the leave, the supervisor gives a copy of a form to the employee stating why the leave was not approved. The reference will be the time away from work policy and procedure.
Attendance
Employees are expected to be punctual on the day they are on duty and to maintain a good record of attendance. Employees who are not able to report to work are expected to let their supervisors know thirty minutes before start time. Regular attendance and punctuality are quite essential to insure customer service and optimal productivity. In order to meet all the operational commitments and needs, departments or management centers may modify or adapt the university policy. They may also establish an attendance policy. Management departments or centers that establish policies which are not similar to the university policy are supposed to consult the Employee Relations Office while drafting the policy. Supervisors have the responsibility of making communication of the attendance policies to the employees. They are also supposed to do consistent application of the relevant policies related to attendance. This procedure and scope shall apply to all employees and different departments of the organization. The department supervisor shall ensure that the employees keep time. The human resource department is responsible for ensuring that the attendance policies are adhered to accordingly.
Attendance is the availability of an employee at work to perform assigned duties and roles. Thus, the attendance and time forms will be needed. Employees are supposed to report daily when they arrive at work and when they leave work. The supervisors will monitor the attendance form very day to ensure that they are filled accordingly. Every week, the attendance forms are signed by the department heads. Employees who miss three consecutive days should see their supervisor to give a clear explanation of the incidence. Monthly meetings are held between the department heads, supervisors, and the head of the human resource department to monitor the attendance forms. The attendance policy and procedure will serve as reference.
Performance Evaluation and Performance Improvement
The organization aim is to establish a perform review and performance process that is regular and uniform to all members within the organization. We will also ensure that there is fairness, and that the performance improvement and evaluation process is transparent to everyone. The objective of the human resource department is to ensure continued performance of all employees at all levels. The supervisors are expected to understand the evaluation and the performance process so that they may give it ample time. This procedure and scope shall apply to all employees and different departments of the organization. The supervisors are expected to ensure that the employs perform their duties as expected. The supervisors should evaluate the performance of employees. The supervisors should ensure that guidance and help is provided to employs to ensure that they improve in their work places. The human resource departments shall ensure that the reports prepared about employee evaluation and performance are submitted by the department heads on time.
Performance evaluation refers to the systematic determination of employee performance, significance, worth, and merit using a criterion that is governed by particular standards. Performance improvement refers to better performance of employees in their places of work. A regular employee is an individual holding a position in an organization where they are funded and given a position identification number.
The main forms used are the performance evaluation form and performance evaluation score. A performance evaluation form shall be completed yearly where the employee works. The form is completed as the year ends to encourage employees to get the opportunity to understand their position in the organization. The rater assigns a rating to employee performance. All categories of rating have a comment section that is filled to understand the real situation. Each rating is assigned a certain value. The totals score from all the categories is added and then divided depending on the number of available categories to get the average score. The average gotten is the performance evaluation score of the employee. The score should be agreed upon by entire management team. The evaluation form is then signed by the management team for approval. The supervisor shall meet the employee to review the evaluation form. The supervisor is free to make changes after keenly considering the comments section about the overall score and the individuality of the employee. Before any changes are made, the administrative officer is notified. If the employee gets the performance evaluation score he/she cannot make an appeal of the annual performance evaluation. A grievance may be filed by an employee if by any chance they got a less score than they are truly worth. The grievance form is submitted to the human resource department. After evaluation is done, the final score is given to the employee. The main reference will be the performance evaluation and performance improvement policy and procedure.
Employee Grievance Resolution
An employee shall be given the chance to file grievance on situations associated with employee-employer relationship so that they may resolve and to facilitate a good working relationship between them. If an employee’s rights which considered in this policy are violated, the employee is subject to review. This procedure and scope shall apply to all employees and different departments of the organization.The employee are responsible for seeking grievance counseling and starting the grievance process. The employee is required to inform the supervisor of the process. The human resource department shall advice the employee regarding practices and policies as well as university protective regulations and laws. The department shall also ensure that it works to resolve the grievance. The supervisor should orally reply to the employee after discussing with the employee. The department head is supposed to inform the human resource department through submitting a grievance form. The department head should also schedule for meetings regarding the grievance case.
A grievance represents either an imagined or a wrong complaint made after unfair treatment of an individual and shall depend on a grievance form. The grievance procedure will be in a three-step procedure. First, the employee discusses with his or her supervisor about the grievances. If the issues are not resolved at that stage, the grievances are presented in form of writing. Finally, the human resource department reviews the grievances presented with the help of the supervisor and the department head. The reference used will be the employee grievance resolution policy and procedure.
Organization Structure
The focus will be to have a structure that enables the organization to run effectively. This procedure and scope shall apply to all employees and different departments of the organization. Supervisors shall be accountable of the employees under them. The department head is supposed to ensure that things run well in their respective department.
Organization structure represents the arrangement of relationships between all employees. The duty form will be needed in meeting the objectives of the structure. The procedure in this case will start with the junior employees, who are answerable to their supervisors; the supervisor is answerable to the department head; the department head receives feedback from the supervisor; and the feedback received by the department head is then passed to the human resource department. The organization structure policy and procedure will serve as the reference.
Termination
The organization shall apply a strict procedure to ensure that termination of jobs is conducted according to the set regulations. This procedure and scope shall apply to all employees and different departments of the organization. The supervisor should report any cases. The department head has to approve the relevant concerns, which should be forwarded to the HR department to consider the issues brought forward. The supervisor is supposed to report unsatisfactory performance from employees; the department head approves that the employee’s services should be terminated; the human resource department is then notified; discussions are held among the supervisor; and the department head and the supervisor determine whether the employee’s services should be terminated.
Termination is bringing the services offered by an employee to an end and will be instituted using a termination form. The process will depend on the employee termination policy and procedure
Training and Development
To provide a framework on providing training and development to employees through application of an individual approach. The human resource department shall provide details on where to get information. This procedure and scope shall apply to all employees and different departments of the organization. The human resource department shall ensure that training and development of employees is offered regularly. The HR department shall organize for training and development programs.
Training refers to the process of teaching employees a particular skill.
Development on the other hand refers to the process of making significant progress in an employee’s skill. Training form shall be filled during the process. The human resource department shall set dates for training and development programs. The employees will be invited to attend the programs and training sessions. The training and development policy and procedure shall apply.
Code of Business Conduct
The organization shall set a code of business conduct that is fair and applicable to all employees. This procedure and scope shall apply to all employees and different departments of the organization. The human resource professionals should ensure that the code of business conduct is followed accordingly. Integrity refers to adhering to the code of ethics among all employee interactions. Fairness is treating everyone equally regardless of their differences.
The forms of business ethics and code of conduct shall be filled with utmost sincerity.
The supervisors shall ensure that the employees read and understand the code of business conduct. They shall also ensure that the employee follows the code of business conduct. The human resource department shall handle any complaints regarding the code of conduct. The code of business conduct procedure and policy shall be applicable.
Health and Safety
The organization shall establish laws and regulations that ensure high health and safety standards are maintained. This procedure and scope shall apply to all employees and different departments of the organization. The human resource department shall ensure that safety and health standards are maintained. The supervisor shall also closely investigate to ensure that health and safety standards are maintained. Safety refers to being protected from injury, danger or risks of certain events. Hazard means a likely cause of harm or risk. Health and safety form shall be applied by all employees.
The employees are made aware of present health risks and safety measures by the human resource department. The supervisors ensure that the set terms and conditions are available and that they are practiced. The human resource department shall ensure that employs get the relevant training. The supervisor shall monitor operations. The supervisor shall record health incidences and report them to the human resource department. The health and safety procedure and policy will be used as a reference.
Communication Policy
The organization shall put a well-structured communication procedure that can easily be followed by stakeholders, outsiders and students. This procedure and scope shall apply to all employees and different departments of the organization. The human resource department, supervisors, and the department heads shall be accountable of communication between different levels. Communication is the act of passing information from one employee to another across different levels.
The communication form shall be filled by all employees. Communication on important decisions shall be made from the senior managers to the junior employees then to the subordinate employees. Complaints and other issues of concern should be made to the supervisors, then to the department heads and then to the human resource department. The Communication policy and procedure will be used as a reference.
Free Human Resources Policy Manual. (2016). Human-resource-solutions.co.uk. Retrieved from http://www.human-resource-solutions.co.uk/HR-Policy-Pages/HR-Policy-Manual/HR-Policy-Manual.htm
Werner, J. M., & DeSimone, R. L. (2011). Human resource development. Cengage Learning.
