HR Policies & Procedures

HR Policies & Procedures guide the behaviour of Employees in the workplace.  It should be written in a manner that is easy to understand and apply, but at the same time regulate behaviour in the workplace to ensure that the organisation can function effectively.

Why are HR Policies & Procedures important?

  • It communicates the values and expectations of how things should be done within the organisation.
  • It ensures legal compliance and provides protection against employee claims for unfair labour practices.
  • It supports the consistent treatment of employees, especially in fast growing organisations.

The Policy & Procedures (often displayed in the form of a Manual) should:

  • Reflect the legal structures of the South African laws; and
  • Be aligned to best practice in the industry.

We have templates available for commonly used HR Policies & Procedures which you can make use of to eliminate the time and hassle required in drafting these documents.

We recommend that you communicate your HR Policies & Procedures clearly to all Employees. Please contact us should you require assistance with training employees on your HR Policies & Procedures.

Click on the topics below to obtain more information on each specific policy.

Absenteeism Policy

Purpose Statement:

The purpose of this policy is to ensure procedural correctness in addressing the issue of absenteeism and desertion from work.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Notice to return to work
Final notice to return to work.

Cost (Excl. VAT):

R450

 

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Affirmative Action & Employment Equity Policy

Purpose Statement:

The purpose of the policy is to set out management’s intention to ensure that a fair and equitable workplace is created and maintained as well as the implementation of affirmative action measures.

The policy has the aim to assist employees at all level to actively contribute to the transformation of the organisation to become more reflective of the population at large and specifically in the geographical areas in which the company operates.

Number of Pages: 6

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Mandating
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Appointment Letter: Employment Equity Manager

Cost (Excl. VAT):

R450

 

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Alcohol & Substance Abuse Policy

Purpose Statement:

  • As the use of alcohol and drugs in the workplace cannot be allowed or condoned, the purpose of this policy is to promote a zero tolerance policy for alcohol and substance abuse within the organisation.
  • The purpose of the policy is further to eliminate the abuse and dependence on alcohol and/or drugs amongst employees and to assist, where possible, in the rehabilitation of those who have an alcohol and/or drugs problem.
  • The objective of the policy is to promote and ensure employee wellness and ensure a safe environment for all.
  • The policy applies to all Employees of the organisation.

Number of Pages: 7

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Assistance to Employees
  • Authorisation
  • Related documents
  • Related forms

Related Documents/ Forms:

Behavioural and physical characteristics checklist: suspected alcohol and/or substance abuse.

Cost (Excl. VAT):

R450

 

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Appeal to Disciplinary hearing Policy

Purpose Statement:

The purpose of this policy is to ensure a standardized appeal procedure, that all employees are aware of, when involved in a disciplinary proceeding. . Appeals function both as a process for error correction as well as a process of clarifying and interpreting law.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Notice of Appeal Hearing
Outcome of Appeal Hearing

Cost (Excl. VAT):

R450

 

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Business Ethics Policy

Purpose Statement:

The purpose of this policy is to ensure that the Company is committed to being a good corporate citizen, considering the economic, social and environmental impact of our business and aiming to maximise the benefits and minimise any negative impact of the companies operations.

Number of Pages: 6

Headings:

  • Scope/objective of policy
  • Standards
  • Approach
  • Our Commitment
  • Our employees’ commitments
  • General

Related Documents/ Forms:

N/A.

Cost (Excl. VAT):

R450

 

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Code of Conduct

Purpose Statement:

The purpose of the policy is to provide guidelines to Employees in terms of desirable behaviour whilst in the employment of The Company.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy & Practice
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

N/A.

Cost (Excl. VAT):

R450

 

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Company Telephone & Computer Use Policy

Purpose Statement:

The purpose of the policy s to guide Employees and Management in terms of the responsible use of the company’s telephones and internet facilities that are intended for business use. In addition to that and owing to the increasing incidence of the use of personal cell phones during working hours, it has become necessary to establish a guiding policy in this regard. This policy is applicable to all Employees.

Number of Pages: 3

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

Complaint Form.

Cost (Excl. VAT):

R450

 

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Confidentiality Policy

Purpose Statement:

The purpose of this policy is to ensure all employees are aware of The Company  confidential business interests and materials and understand the importance of ensuring they remain confidential during and after employment with the Organisation.

Number of Pages: 3

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

N/A.

Cost (Excl. VAT):

R450

 

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Disciplinary Policy & Procedure

Purpose Statement:

The purpose of the policy is to ensure that all staff complies with the company’s expected behaviour, which is in line with the requirements of the relevant labour legislation.

Number of Pages: 12

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Complaint Form
  • Record  of Verbal Warning
  • Written Warning
  • Final Written Warning
  • Notice of a Disciplinary Enquiry
  • Record of a Disciplinary Enquiry
  • Appeal Form
  • Notice of Grievance Meeting
  • Outcome of Appeal Hearing
  • Notice of Counselling Session
  • Record of Counselling Session
  • Guidelines on Disciplinary Action
  • Notice of Suspension Form.

Cost (Excl. VAT):

R975

 

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Drug and Substance Abuse Policy

Purpose Statement:

The purpose of the policy is further to eliminate the abuse and dependence on alcohol and/or drugs amongst Employees and to assist, where possible, in the rehabilitation of those who have an alcohol and/or drugs problem.

Number of Pages: 5

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Behavioural and Physical
Characteristics Checklist.

Cost (Excl. VAT):

R450

 

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Emergency Exit Policy

Purpose Statement:

The purpose of the policy is to ensure the efficient and safe use of exit facilities available in case of an emergency and to ensure orderly/ controlled emergency exits so as to reduce prospective injuries during evacuations. This policy is applicable to all Employees..

Number of Pages: 6

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Authorization
  • Related Policies and Procedures

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Environmental Policy

Purpose Statement:

The purpose of the policy has been implemented to:

  1. Highlight the organisation’s commitment to sound environmental management principles;
  2. Ensure compliance with all relevant environmental legislation and regulations and to protect the organisation against any relational, operational and legal risks associated with environmental mismanagement;
  3. Promote awareness of the environment and the impact of the organisation’s operations on the environment; and
  4. Promote dialogue and awareness with and amongst employees.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Eligibility
  • Revision of the policy
  • Policy

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Evacuation Policy

Purpose Statement:

The purpose of this policy and procedure is to ensure to the safety of all employees of Ball Straathof (Pty) Ltd as well as the safety of all people who visit the premises of the organisation for whatsoever reason.

Number of Pages: 10

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Formulation of HR Policies and Procedures

Purpose Statement:

The purpose of this policy is to establish the process for development, approval, review, revision and termination of the Organisation’s HR policies and procedures.

Number of Pages: 3

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Change of Document Request

Cost (Excl. VAT):

R450

 

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Fraud Prevention Policy

Purpose Statement:

The purpose of the policy is to outline the organisation’s focus and commitment to the reduction and possible eradication of incidences of fraud and misconduct. Additionally, this policy makes provision for the protection of Whistle-blower and the procedure which may be followed in such a case.

Number of Pages: 13

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Disciplinary Policy
  • Code of Conduct
  • Grievance Policy

Cost (Excl. VAT):

R450

 

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Grievance Policy & Procedure

Purpose Statement:

The purpose of the policy is to outline the process that will need to be taken by employees as well as management should an employee have a grievance.

The objective of the policy is to give guidance and to provide a framework for all employees and management of the company to effectively deal with grievances. This policy applies to all employees of the company.

Number of Pages: 13

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Grievance Form
  • Grievance Agreement Letter

Cost (Excl. VAT):

R450

 

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Harassment Policy

Purpose Statement:

The purpose of the policy is to set norms and guidelines for Organisations in terms of desirable practices within the workplace.

Number of Pages: 10

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Authorization
  • Related Policies and Procedures

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Health & Safety Policy

Purpose Statement:

The purpose of the policy is to ensure that the company’s business functions are in line with the relevant Health and Safety legislation and to ensure that the organisation is a safe working place of employees, independent contractors and other stakeholders.

Number of Pages: 7

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Health and Safety Representative
  • Appointment Form
  • Report of an accident

Cost (Excl. VAT):

R450

 

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HIV & Aids Policy

Purpose Statement:

The purpose of the policy is to ensure that people with HIV/AIDS are not discriminated against and that HIV/AIDS is effectively managed within the workplace.

The objectives of the policy is to: create a safe working environment for all employees and employers; develop procedures to manage occupational incidents and claims for compensation; introduce measures to prevent the spread of HIV; develop strategies to assess and reduce the impact of the pandemic upon the workplace; support those individuals who are infected or affected by HIV/AIDS so that they may continue to work productively for as long as possible; and to create a non-discriminatory environment for those living with HIV/Aida in the workplace to allow them to be open about their HIV/Aids status without the fear of being rejected or unfairly discriminated against.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Induction Policy

Purpose Statement:

The purpose of the policy is to facilitate the introduction of new employees into the company environment and familiarize new employees with the activities, goals, objectives and culture of the organisation.

Number of Pages: 2

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Injuries on Duty Policy

Purpose Statement:

The purpose of the Occupational Injuries and Diseases Act is to provide for compensation in the case of injuries, disablement or death sustained or contracted by employees while on duty.

Number of Pages: 10

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Authorisation
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Compensation for occupational injuries and diseases

Cost (Excl. VAT):

R450

 

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Leave Policy

Purpose Statement:

The purpose of the policy is to outline the organisation’s practices when it comes to employees and management taking any form of leave.

The objective is to guide management and employees of the organisation in terms of the practices and procedures relating to leave (annual leave, sick leave, family responsibility leave, study leave, maternity leave and unpaid leave).

Number of Pages: 8

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Leave Form

Cost (Excl. VAT):

R450

 

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Medical Incapacity Policy

Purpose Statement:

The purpose of the policy is to guide the company and employees on the process to be foloowed if there are dismissals based on Medical Incapacity.

Number of Pages: 3

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Performance Management Policy

Purpose Statement:

The Performance Management policy is the process used to evaluate the performance of employees within the organisation.  It is the process used to determine the standard of employee’s performance in relation to the duties, tasks and responsibilities associated with their position.

Number of Pages: 6

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Performance Appraisal Form

Cost (Excl. VAT):

R450

 

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POPI Policy

Purpose Statement:

The purpose of this policy is to ensure the legitimate concerns of individuals/companies about the ways in which their data may be used. The policy further aims to promote the protection of personal information of Company/Individual and provide for minimum conditions that should be followed in the lawful processing of information.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Probation

Purpose Statement:

The purpose of this policy is to provide guidance on the induction of all staff new to the Company and for their support, training and assessment within the probationary period.

Number of Pages: 3

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Procedure
  • Related policies and procedures
  • Related documents

Related Documents/ Forms:

Counselling letter for Employee on Probation.
Letter of final demand for Employee on Probation.

Cost (Excl. VAT):

R450

 

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Recruitment and Selection Policy

Purpose Statement:

The purpose of the policy is to ensure that the Company is a fair, equitable employer that will  comply with all statutory requirements in all employment strategies in line with the company’s Employment Equity and Affirmative Action measures.

Number of Pages: 8

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal principles
  • Policy
  • Functions of Recruitment Team Members
  • Authorisation
  • Related policies and Procedures
  • Related Forms

Related Documents/ Forms:

Motivation for a job vacancy to be filled
Input required for independent contractor contract
Input required for employee contract (Permanent & Fixed Term)

Cost (Excl. VAT):

R450

 

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Retirement Policy

Purpose Statement:

The purpose of the policy is to guide the company and the employees with regards to the retirement age of employees. Some people prefer to retire at an early age whereas others prefer to work for as long as reasonably possible. Good management practices dictate that an employee’s contract of employment will stipulate the “normal” retirement age.

Number of Pages: 2

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Smoking Policy

Purpose Statement:

The purpose of the policy is to ensure that employees, who do not want to be exposed to tobacco smoke in the workplace are protected from tobacco smoke. The company should also provide a safe working environment and protect the health of all employees from illness and injury, arising from smoking in the workplace. Consequently, in the interest of the health and safety of all employees, the company should ensure a smoke- free environment.

Number of Pages: 5

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Institutions/ Stop smoking programmes

Cost (Excl. VAT):

R450

 

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Social Media Policy

Purpose Statement:

The purpose of the policy is to offer practical guidance for communications via social media channels for employees.

Number of Pages: 5

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Authorization
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

N/A

Cost (Excl. VAT):

R450

 

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Suspension Policy

Purpose Statement:

The purpose of this policy is to help regulate the management of suspensions in the Company, by ensuring that all precautionary suspensions are conducted in a fair and ethical manner, and by making sure that precautionary suspensions do not hinder service delivery.

Number of Pages: 4

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Suspension Reason/Checklist
  • Procedure
  • Related policies and procedures
  • Related forms

Related Documents/ Forms:

Notice of Suspension Form

Cost (Excl. VAT):

R450

 

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Training & Development Policy

Purpose Statement:

The purpose of the policy is to guide the company in terms of training activities within the organisation in such a manner that he skills of the employees are developed in line with the organisational strategy and business objectives. The company should strive to promote an organisational culture that encourages and promotes learning and development of all employees. This policy provides for financial assistance for permanent staff members who wish to advance themselves academically. This applies courses which will directly benefit the employees as well as the company through improved productivity and enhanced competencies.

Number of Pages: 11

Headings:

  • Scope/objective of policy
  • Definitions
  • Legal Principles
  • Policy
  • Procedure
  • Related Policies and Procedures
  • Related Documents

Related Documents/ Forms:

  • Application for study assistance
  • Addendum to contract of employment: Training
  • Training Requirements Form

Cost (Excl. VAT):

R450

 

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