New employee orientation program

We take pride in our business. Our workplace will benefit from your enthusiasm and willingness to do your job well. This Employee Induction Manual and our induction process will assist you to understand our policies and procedures and in working with your fellow employees.

We will describe in detail what you can expect from us and what we will expect from you. However, if you have any queries, please ask your supervisor.

We extend a sincere welcome to you and wish you every success in your new position.

Our business

[enter-your-company-name-here] started <HOW AND WHEN>. <WHAT HAVE WE ACCOMPLISHED SINCE>.

The business is owned by <WHO AND WHAT IS THE CONTEXT OF THE BUSINESS EG WE ARE A FRANCHISE FOR XYZ GROUP OF COMPANY HOWEVER WE OPERATE AUTONOMOUSLY>.

Our attitude to quality

[enter-your-company-name-here] provides a quality [WHAT] business.

Our activities include:

[WHAT]

In providing a quality service, we look for ways to:

This content is a good example of how developing a new employee orientation program can greatly assist with onboarding new employees

ensure we have information and resources to support our operations
understand the needs of our industry, our clients and customers
design and develop services to meet those needs
select and train our staff and contractors to maintain high standards
continuously ensure quality
ensure regulatory compliance
monitor our clients and customers to determine the level of satisfaction after completion of work
ensure that, not only our immediate clients and customers, but everyone involved benefits from the quality of our work
set and review measurable business objectives
commit to continuous improvement

This statement demonstrates the relationship and attitude that we maintain towards our customers and our standards of service. We request your wholehearted support and participation in this quest for quality.

Our attitude to Health & Safety

Our policy is to provide a controlled work environment that protects the health, safety and welfare of all employees and other people at our [WORK SITE EG OFFICE, WAREHOUSE, ETC].

The company accepts its responsibility as an employer, to train and assist all employees in safe work practices, and seeks the full support and co-operation of all employees.

Our commitment to Health and Safety:

Management will meet its obligations to the Act, Regulations, Codes and Standards, by identifying all issues appropriate to the management of health and safety in all areas of operation.
Staff are committed to implementing and monitoring good health and safety practices in their specific areas of operation.
All employees have a personal responsibility to their employer, their fellow workers, themselves and the general public to adopt and maintain appropriate health and safety standards in all their work activities.
At all times the business maintains health and safety as a priority, and will not knowingly demand or expect any person to participate in any activities that are likely to be detrimental to their health or safety.

Our attitude to customers

We make a formal promise, in our policy statements to our customers, that represents our commitment to their satisfaction. The philosophy that underpins our business is the belief that, if we participate in this industry for the sole purpose of making money, we will not achieve true success. Success is not, in our view, measured by our asset worth, it is instead measured by our personal worth and attributes.

Our business purpose is [WHAT].

Our order of priorities will always be:

Our customers
Ourselves.

Our customers may not always be right, but they always come first in our considerations.

Our policy is to deliver a quality service that is superior to that of other providors in our industry and focussed on delivering effective service that is responsive to the needs of our clients and customers and ensures robust relationships with them.

We seek to provide a service that is based on trust and mutual respect. We prefer to conduct business with people that we have a relationship with. Without a relationship carefully constructed between our customers and ourselves, trust and mutual respect cannot exist.

We commit to ensuring that all our employees fully understand our customer relations policy and protocols and implement all requirements of these.

Vision

[enter-your-company-name-here] will be [WHAT].

Mission

[enter-your-company-name-here] is committed to providing <WHAT WHERE>.

We will work towards achieving this vision by:

[WHAT EG, OBTAINING FEEDBACK FROM OUR CUSTOMERS AND ENSURING THAT WE ALWAYS MEET OR EXCEED THEIR EXPECTATIONS ETC]

Overview of our personel management system

Position Descriptions

You will be provided with a Position Description that identifies your required tasks. Carefully review this document and make enquires with your supervisor if you do not understand any elements of the document.

Letter of appointment

You will be given a Letter of Appointment, outlining your conditions of employment. It will contain:

your position
your salary / wage
probation period
hours of work
entitlements
confidentiality requirements

Training

On-the-job training commences with induction, and continues until you are deemed competent by your Supervisor.

From time to time, training sessions are conducted internally, to help you acquire or improve skills in safety operations, compliance and other professional skills.

You may also be invited or encouraged to attend external courses to improve your professional and operational skills. You are expected to make yourself available for these except in extenuating circumstances.

Induction

All new staff receive an induction into the business and you will receive this Employee Manual.

There is a document, called the Operations Manual. You will be trained using relevant procedures and forms relating to the Operations Manual.

Resignation or Termination

We hope your employment with us will be long and mutually rewarding. We recognise, however, that you are free to resign at any time just as you must recognise that your employer is free, should the need arise, to terminate employment.

Other than for disciplinary action, your employment may be terminated by being given the required notice described in your employment agreement. When resigning, you are required to give the same notice. If this is not given, you may forfeit some payment.

Prior to termination of your employment, you must return all items issued to you by us, such as name tags, uniforms, identification cards, keys, Employee Manual, and the like.

Performance reviews

Performance reviews are held regularly, usually <WHEN>. This review is so that both parties have an opportunity to assess work performance, and the job environment, and set goals for future development. At the end of your initial probation period, there will be a performance review to identify your progress during your probation. This will be additional to the normal regular annual review.

Your responsibilities

Follow reasonable and lawful instructions given by your employer.
A reasonable instruction is one that:
- an employee is competent and capable of doing;
- is not an illegal act; and
- is not a threat to health and safety.
Arrive on time and be punctual.
Advise your supervisor of any intended absences as soon as possible.
Work to the best of your ability during the hours of work in your employment contract.
Obey safety rules.
Follow quality system procedures.
Dress appropriately for the job.
Show respect to your supervisors, colleagues and clients and customers.
As best you can, contain your personal problems to your domestic area.
Treat business property with care.

Your rights

To be paid the appropriate rate for the work that you do.
To be advised of your rate of pay – you must receive a pay slip every time you are paid.
To work in a safe environment.
To receive training in your duties.
To work in a discrimination-free workplace.
To join a union or association of your choice, if you wish.

Disciplinary action

Disciplinary action will be carried out in cases of:

Poor work performance
Not maintaining satisfactory standards of work, once trained
Not working in accordance with the task description
Not following supervisors/management instructions
Dishonest or illegal behaviour
Not following safe work practices.

Disciplinary procedure

In order to maintain a fair, consistent and logical work discipline, all employees regardless of position are subject to disciplinary procedures detailed below.

Stage 1 – Verbal Warning:

The normal action in the first instance of a failure to meet business standards will be a verbal warning by a supervisor or manager. In more serious cases, Stage 1 will be omitted and a first or second written warning will be issued.

Stage 2 – First Written Warning:

Continued failure to reach business standards or a more serious breach of discipline will justify a First Written Warning.

Stage 3 – Second (Final) Written Warning:

Continued failure to reach standards or a more serious breach of discipline will justify a second (final) written warning.

Stage 4 – Dismissal:

An employee may be dismissed with or without notice according to the circumstances if, in spite of verbal and written warnings, he/she fails to reach the business’s required standards.

Instant dismissal

Regardless of the above, instant dismissal, without notice, can occur where an employee is involved in:

Deliberately breaking the law
Theft
Damage to property
Immoral or indecent behaviour
Sexual harassment
Gross insubordination
Falsifying work records
Malicious or slanderous acts, which may cause the business damage or disrepute
Gross breach of security, trust or confidentiality
Gross breach of compliance requirements.

Harassment and Grievances Policy

Policy with respect to Harassment – Legislation

Intimidation, hostility, offensiveness, sexual harassment, and unfair discrimination in the workplace are examples of unacceptable behaviour and will not be tolerated under any circumstances.

Sexual harassment is recognised as a form of sex discrimination, and is illegal under the State Anti-Discrimination Acts, and the Commonwealth Sex Discrimination Act 1984.

It is also considered by the business to be inappropriate workplace behaviour.

Harassment is intimidation, hostility, offensiveness or sexual harassment. Harassment also includes unfair discrimination. Personality clashes between staff does not constitute harassment.

Definitions of Harassment

Intimidation: Any form of behaviour by a person that inspires fear in another person in order to influence conduct.
Hostility: Opposition of thought, unfriendly behaviour or active dislike of another person, which causes that person to feel great discomfort in the offending person’s presence and which consequently affects work performance and satisfaction.
Offensiveness: An aggressive, physical act in the form of an attack; or insulting language that is intended to cause anger, outrage, feelings of annoyance, hurt or humiliation.
Sexual Harassment: Sexual harassment is any form of sexual attention that is unwelcome and unsolicited. It may be unwelcome touching or other physical contact, remarks with sexual connotations in relation to a person’s body, smutty jokes, offensive telephone calls, unwelcome and uncalled for remarks or insinuations about a person’s sex or private life, indecent exposure, demands or requests for sexual favours, leering, the display of offensive material, indecent molestation or sexual assault/rape.

Sexual harassment can be a single incident or a series of repeated incidents; it depends upon the circumstances. Obviously, some actions or remarks are so offensive that they constitute sexual harassment in themselves, even if they are not repeated.

Other single incidents, such as an unwanted invitation, compliment or a trivial joke may not constitute sexual harassment if they are not repeated.

Preventing Harassment

An important aspect of good working relationships is that everyone must be able to work in an environment free from harassment that is:

Sexual or sex-based
Racial
Relates to a person’s
- Marital Status
- Disability
- Age
- Pregnancy
- Homosexuality (Real or Assumed)

Prevention of harassment is a key goal of the business. (Please remember this Employee Induction Manual is not the definitive guide)

Role of staff

All employees have a responsibility to prevent harassment from occurring in the workplace. You should become familiar with the definitions of behaviour constituting harassment.

Complaints of Harassment

Employees are encouraged to discuss a complaint of harassment with management who will endeavour to resolve the situation quickly, confidentially and fairly.

In the event that an employee is dissatisfied with the outcome of an internal process, or they do not wish to follow the internal procedures, they have a right to use external procedures. They may lodge a complaint under the Anti-Discrimination Legislation with the (State) Anti-Discrimination Commission.

Disciplinary action will be taken against any one who is found to have harassed a co-worker, sub-contractor, client or customer. Depending on the circumstances, discipline may involve a warning, counselling, or dismissal.

All employees have an important role in the implementation of this Policy and shall be committed to the achievement of a safe and productive work culture.

Grievances

Should you, as an employee, have a grievance or believe that a certain procedure or practice can be modified or changed to the benefit of your work output and the business, you are encouraged to contact management to resolve the matter.

If the matter is not resolved satisfactorily or it is inappropriate for the employee to discuss the problem with their supervisor, a Grievance/Complaint form should be completed. You will then be advised of a plan of action to resolve the matter.

Work related violence

Violence in the context of a workplace is defined as; any incident in which another employee perceives that they have been unacceptably abused, threatened or assaulted by a fellow worker, client, customer or another person with whom they come into contact in the course of their work. This would include physical attack, whether injury occurs or not and serious verbal and non-verbal abuse, when an unacceptable threat has been made.

Violence also includes an attack on property, theft and deliberate damage to company property or personal property.

In providing a safe working environment the company has an obligation to eliminate danger from violence at work by:

minimising the risks; for example, employees are not left alone at a potentially dangerous worksite, if at all possible
developing safety procedures and emergency plans for employees who are working alone
providing training in handling difficult or threatening situations
not tolerating any form of violence on the company’s premises
recording and investigating all violent incidents and taking remedial action
providing personal support for anyone who is a victim of violent behaviour

Employee responsibilities include:

to take reasonable care for their own safety and that of others
to report any violent incidents to their supervisor, even if they do not wish further action to be taken
to follow the guidelines below.

Employees should:

report any potentially violent situations
attempt to ensure the presence of a second person where you are concerned that a difficult situation might arise
treat threats of violence seriously
be alert to early signs of aggression such as being sensitive to body language
avoid arguments; never provoke a situation
react in a calm manner to anger and control your own emotions and body language

Wages and Conditions Policy

Pay rate

Subject to this employee induction manual guide, remuneration is paid at the rate described in the Letter of Appointment.

Income Tax

Income Tax will be debited from wages in accordance with the [your contries tax office Australian Tax Office (ATO)] requirements. The tax scale is based on [ATO] income tax schedules and determined by the data contained in the taxation form lodged by the employee on commencement of employment.

Group Certificates will be issued within 30 working days of the end of the financial year.

[Your countries savings scheme e.g Superannuation]

The company will contribute a percentage of the employee’s income, as prescribed by the ATO, to a superannuation fund that has been nominated by the employee. Superannuation fund details are provided upon commencement of employment.

Hours of work

Hours of work are detailed in the Letter of Appointment.

Rest breaks

Rest breaks are detailed in the Letter of Appointment.

The Award

If applicable, the relevant employment award is detailed in the Letter of Appointment.

Reimbursable expenses

All reasonable work-related expenses are reimbursed to authorised employees, subject to approval by management. Receipts must be produced for all expenses incurred. Management will provide guidelines to determine what constitutes a reasonable expense.

Leave policy

Annual Leave

Application for Annual Leave must be made on the appropriate application form and must be approved by management before it is taken. We require at least 2 weeks notice, in writing, prior to the the commencement of annual leave.

Sick Leave

Please refer to the employment agreement, which details sick leave entitlements.

Application for Sick Leave must be made on the appropriate application form and approved by management. All sick leave is recorded by Payroll.

If employees are absent for any more than two consecutive working days, they are required to produce a medical certificate covering the period of the absence. Medical certificates and applications for sick leave should be forwarded to the Manager for processing in the current pay period. Failure to submit a medical certificate may result in the absence being unpaid.

Should sick leave become regular or excessive, the company may request a medical certificate be produced for single day absences.

When sick leave entitlements are exhausted, sick leave may be taken either:

without pay, or
in lieu of annual leave

Unpaid Leave

Application for Unpaid Leave must be made on the appropriate application form, stating the reason and submitted to management for approval or otherwise. Staff requiring leave beyond entitlements cannot be guaranteed approval. The following procedure will apply:

Short Term Absences – Leave without pay for any period of time requires approval from management.
Extended Sick Leave – Leave without pay is subject to satisfactory medical evidence of sickness.
Other Leave without Pay – All other leave requests must be submitted in writing and will be referred to management for consideration.

Long Service Leave

Refer to the Award and to the Letter of Appointment. (This employee induction manual can only be used as a guide)

Special Leave

For Maternity, Bereavement, Marriage and other special leave entitlements, please refer to specific policies, the Award and to the Letter of Appointment.

Public Holidays

Public Holidays will be observed according to the gazetted holidays in [YOUR STATE] unless otherwise specified in an employment agreement.

Training policy

On-the-job training commences with induction, and continues until new staff are deemed competent by their Supervisor.

From time to time, training sessions are conducted internally in order to assist staff to acquire or improve skills in safety operations, compliance and other professional skills.

Staff may also be invited or encouraged to attend external courses to improve their professional and operational skills. Staff are expected to make themselves available for these, except in extenuating circumstances.

This is a program for continuous improvement, and may include:

refresher courses on use of in-house software
training on new equipment and processes
use of new forms.

Ongoing training not only includes in-house training, but also includes attendance or enrolment in external courses.

Attendance at and recognition of internal training and competency gained is recorded in the Training Register.

Attendance, Qualifications and Certificates of Attainment are recorded in the Employee Record.

The business has a policy of assisting staff who are undertaking studies relevant to their position within the organisation. Staff are expected to make themselves available for all training, except in extenuating situations.

Employee code of counduct

Introduction

We aim to secure the future of [enter-your-company-name-here] by operating:

profitably and ethically
by guarding the interests of our clients and customers

We should be conscious of the impact of our actions at all times. We must understand the need to observe, and be seen to observe, the laws as they apply to our business and people who use our services.

Everyone is responsible for ensuring that the professional and ethical standards that are outlined in this document are maintained. Furthermore, it is vital that all employees are conscious of the fact that departure from these standards, or non-observance of company procedures, will have an adverse impact on our ability to maintain the confidence of our clients and customers.

In fact, non-observance of these principles may result in dismissal of an individual or individuals.

Confidentiality

All discussions, transfers of information etc, within [enter-your-company-name-here] are highly confidential. Under no circumstances should any employee allow privileged business information to be accessed by outside parties.

The information, both written and verbal provided to us by our clients and customers is the exclusive property of our clients and customers.

Any breach of confidentiality on behalf of the company or its clients and customers will result in dismissal and no warnings will be given.

Legislation – Federal and State

Our industry is regulated by several acts of Parliament, both Federal and State.

At present your position is directly affected by the provisions of the following Acts, Regulations and Guidelines:

[LIST ALL RELEVANT LEGISLATION EG PRIVACY, CORPORATIONS, POSSIBLY FINANCIAL REGULATIONS ETC]
All employees must familiarize themselves with these Acts and Industry Standards, copies of which are available in our offices. The provisions of these Acts should be strictly adhered to at all times.

Telephone requests for employee personal contact details

No personal details of other employees; such as home telephone numbers may be given. In the case of an emergency, refer to your Supervisor.

Computers

If you have access to a computer, you are responsible for the security of computer data within your area of our business. Computer software or hardware shall not be taken from the company premises.

You are not permitted to install any software, including games, on company owned personal computers or notebooks.

Computers are not to be used for downloading pornographic or any other material that could be considered offensive or distasteful.

In addition, the electronic mail system is not to be used to send offensive, insulting or hurtful material.

Any breach of these requirements may result in dismissal.

Incoming Phone Calls

If you are required to answer the office telephone; on all occasions when you are required to do so, please answer all incoming calls in a courteous and pleasant tone.

Petty Cash

Petty Cash is not a personal loan facility.

Petty Cash is controlled by the <WHO> and can be accessed by authorised employees only.

Reliability and Punctuality

We all rely on each other and lateness causes inefficiency in all areas. If you are delayed, please let other parties know as soon as possible.

Repeated lateness will be examined during the review process and may affect your ongoing promotion or employment.

Outside Employment Policy

When an person accepts employment with [enter-your-company-name-here], such employment carries with it the obligation to devote full attention and best effort to the job. The company has no desire to interfere with outside interests or activities, which clearly do not affect job performance, or do not in any way conflict with the company’s best interest. It is the employee’s responsibility however, to advise their supervisor of any outside employment, if there is the possibility of a conflict of interest.

A conflict of interest may include;

working for a competitor
working long hours
using the resources of the company for non-company activities
being unable to attend to work for [enter-your-company-name-here] due to other activities during business hours

Failure to advise of any such outside employment may result in dismissal.

Company property

Upon resignation, redundancy or dismissal, company property must be returned.

Every effort shall be made to protect, service and maintain company property. Any damage to or loss of company property shall be reported to management.

No company property or cash shall be loaned to employees without the express permission of a senior manager.

Intellectual Property

All systems, designs, know-how, drawings and documents are the property of the business.

Keys for premises

Employees are issued with keys at the discretion of management
Keys must not be loaned to unauthorized employees
Lost keys must be reported immediately. Failure to do so will put our security at risk.
Keys must not be copied under any circumstances.

Company owned motor vehicle policy

Vehicle usage

For certain positions, employees are supplied with a fully maintained motor vehicle.

Management must be notified of any changes to the status of an employee’s driver’s licence.

Additional drivers

Company employees who meet the requirements for age, driving history, licence etc, may drive the motor vehicle with the permission of the person assigned to that vehicle and manager as appropriate. Additional drivers must complete the vehicle log book and record the date and times that the vehicle was under their control.

Any damage or problems with the vehicle must also be recorded in the log book before the vehicle is returned to the assigned driver.

Vehicle maintenance

Vehicle maintenance will be carried out only by the vehicle dealer or by an authorised service repairer. Management must be notified prior to the commencement of any work. Receipts for any motor vehicle related purchase must be handed to management at the end of each month.

Cleaning of the company owned motor vehicle is the responsibility of the person assigned to that vehicle.

Fuelling

Purchasing of fuel for a company owned motor vehicle is the responsibility of the person assigned to that vehicle or the driver, as appropriate.

Receipts

Receipts for vehicle expenses are to be given to [WHO].

Receipts must show the GST component.

Accidents or damage

Accidents and damage to vehicles must be reported to management immediately.

Management together with the assigned driver will complete all necessary reports and claims.

Communication of policies and procedures

Employee Manual, Operations Manual

These are made available to all employees, and remain the property of the company. During induction training, we will refer to relevant procedures and forms contained in these manuals. Employees are free to access and read them at any time.

The quality of our services depends on our employees following our business requirements. These Manuals and instructions are not to be removed from business premises.

When employees have read the Employee Manual, discussed its contents with their supervisor and understood its contents, they are required to sign an acknowledgment form.

Document control

Our procedures, master forms, letter templates, etc., are “controlled documents”, and can only be changed by management. This is to ensure that all employees are working from the same, current versions.

If employees can suggest a change or improvement, they should contact their manager to discuss the change. Do not make any changes without authority.

Staff meetings

Meetings are held as required. All employees are required to attend.

Keeping us informed

To assist us in developing and maintaining good communications, please keep us informed of changes in address, phone number and other details.

Staff Health and Safety Policy

Our responsibilities

All employees, clients and customers, visitors and contractors have a responsibility for safety, health and welfare. It should be understood that any non-compliance with the company’ safety policy may result in disciplinary action.

Our objectives

To establish a safe and healthy environment in all areas of operation
To establish and maintain safe working procedures among employees, clients and customers.
To create awareness, involvement and participation so as to develop safety consciousness and self-responsibility.

Facilitation

To facilitate the above, the company seeks to:

involve all employees in the establishment and compliance with good safety practice
train all employees, so that safe working methods will be followed
review the OHS policy annually
endeavour to eliminate hazards and ensure the reporting of hazards. If hazards occur; to investigate any reports of unsafe practices or conditions
make adequate provision for fire prevention, fire fighting and evacuation procedures in consultation with the Fire Services (including servicing of fire extinguishers) and with property owners and managers, as appropriate.
endeavour at all times to comply with safety legislation.
give special consideration to visitors who may be unfamiliar with the site.

Responsibilities

Management:

has overall responsibility for workplace health and safety and will direct personnel to cease work if they fail to meet their obligations for working safely
will instigate an annual review of OH&S including a review of policies and plans

Management is responsible for monitoring Workplace Health and Safety requirements and will:

carry out risk assessments whenever new tasks are introduced; new equipment is purchased or a hazard has become apparent
ensure that personnel are kept informed of any new developments or requirements in health and safety
organise induction training for new staff
organise training whenever new equipment or procedures are introduced, or when a hazard becomes apparent
organise ongoing training in safe work procedures and ensure staff are trained in emergency procedures
act as a focal point for day to day reference on OH&S, giving advice or indicating sources of advice
carry out regular safety audits
liaise with [..enter your insurance authority or Division of Workplace Health and Safety, and Emergency Services}, where appropriate
ensure that clear instructions and warnings are given to people under their supervision
encourage safety participation and hazard reporting by personnel under their supervision
ensure personnel under their supervision meet their obligations regarding safety

Employees will:

report to management on issues affecting safety
ensure equipment is checked before use
work in a manner that does not jeopardise the safety of themselves or others
ensure that the health and safety of visitors is not put at risk
follow safe working procedures
ensure that they do not interfere with or misuse anything provided for workplace health and safety

Stress at work

Management recognises that undue stress may have a negative effect on individuals and on the service provided. Stress in the workplace should be minimised for both human welfare and operational reasons.

Some stress factors may be beyond the control of the company but it accepts the responsibility to recognise and alleviate avoidable stress in the workplace.

To do this, the company will endeavour to ensure that systems and practices are designed and operated in a manner that minimises the risk of stress to employees. The company will conduct risk assessment in order to prevent stress whenever possible.

Management is responsible for the provision of working environments and practices that are designed to minimise stress, in particular:

the promotion of a supportive culture
providing staff training in stress management
providing an external counselling service for employees when appropriate
raising awareness of the nature of stress and information on coping strategies

Alcohol

The consumption of alcohol on company premises is permitted only at official functions and only with the approval of management.

The company’s policy objectives on alcohol are;

To promote the sensible use of alcohol.
To encourage people with a problem to seek help at an early stage.

Other considerations

Drinking alcohol can affect work performance.
The smell of alcohol on the breath can be offensive to others and can give a bad impression.
Employees must not drink alcohol when on duty.
Employees who are off duty must recognise that it takes time for alcohol to be cleared from the body, and that they need to be fit for their next spell of duty.
Employees have a professional responsibility to ensure that alcohol does not affect their ability to do their job.

Smoking

There is overwhelming evidence of the dangers of passive smoking to our health. In order to ensure a safe and healthy workplace, [enter-your-company-name-here] have adopted a “non-smoking policy” for all employees.

Smoking is not allowed inside any company building, in company vehicles or in the presence of customers.
Smokers may only smoke during rostered breaks.

Other Drugs

The use or consumption of drugs of abuse is not permitted.

Persons affected by them are not allowed at the workplace.

This may also apply to prescription drugs where there is a warning from the manufacturer, pharmacist or doctor about using the drug when driving. If you are taking prescription drugs that may affect your mental or physical faculties, please check with your supervisor.

Emergencies, Accidents & Threats

Accident procedure

DO NOT PANIC
Send for the First Aid Officer, OR call “000” – Make sure medical help is on the way.
Assess the danger to yourself and others; do not rush in if another life is threatened.
DO NOT move the injured person unless a life-threatening situation exists. Look for a response – Check circulation and pulse – if conscious, reassure the injured person.
Ensure their airway passage is clear and if necessary, administer mouth-to-mouth resuscitation and send urgently for help if you are unable to do emergency first aid.
Reassure the injured person and make them comfortable while help arrives.
Follow this procedure if you are trained in first aid:

D	Look for Danger
R	Check for Response (conscious)
A	Clear Airway
B	Check breathing
C	Check for Circulation

If You Are Not Trained In First Aid:
- Reassure
- Get help quickly

Report all injuries, illness and adverse health and safety occurrences to your supervisor as soon as possible.

Emergency evacuation

DON’T PANIC.
Exit the premises by the route practiced in the fire and emergency evacuation drills.
Assemble at the designated evacuation assembly area so as you can be accounted for.

Damage to property or equipment

Report any damage to your supervisor so that other workers will not be injured, particularly when they try to operate damaged equipment.

Fire

Prompt action by you can save lives and property
Preventing fires is the first and best course of action
Always report faulty electrical switches or exposed wiring
Do not block electrical motors in electrical equipment
Do not use faulty electrical appliances
Be alert for cigarette butts dropped into flammable materials; especially pot plants and waste bins
Know the quickest and safest exit route and where any fire fighting equipment is located

Burglary

If you suspect a burglary:

[IMMEDIATE ACTION EG DIAL 99 ON SECURITY PAD]
Do not touch anything – do not add your fingerprints
Call your supervisor or Management
Do not go into dark areas or closed rooms; the offender may still be on the premises. If you are at all concerned, leave the premises immediately and wait for help to arrive.

Hold-ups

In the case of hold ups:

Do not be a hero. Protect yourself at all costs
Do not argue with the offender. Give them what they ask for
Try to remember points about them without being obvious about doing so:
- Gender
- Height
- Weight
- Colouring
- Accent
- Features
- Odors
Do not make too much eye contact as this may cause antagonism
Move calmly and slowly when requested.

Bomb threats

Regardless of our industry or location, bomb threats may be experienced. A bomb threat may take one of the following forms:

Written threat such as a Facsimile, hand or typewritten note
Oral threat over the telephone, face to face, electronic recording or relayed verbal message
By mail as a letter or suspicious article.

If the threat is written:

Place the document into a transparent folder or envelope to preserve its condition and prevent contamination
Restrict access to the document as it is physical evidence and will be surrendered to the police

If the threat is received by telephone:

Remain calm and attempt to extract as much information as possible
Do not hang up as it may be possible to trace the call
Write down as much information as possible regarding the details of the bomb
Try to find out:
- Where is the bomb
- What time will it go off
- What does it look like
- What kind of bomb is it
- Why are you doing this
Try to attract the attention of another person to listen in; it may assist with critical information later
Try to assess:
- The caller – gender
- Speech – educated, rambling, rational, accented, impediments
- Distractions to the caller – public or private phone
- Background noises

Suspicious articles

If you find a suspicious article:

Do not touch it
Clear people from the surrounding area
Secure the area
Inform your manager or supervisor
Inform police

Threats

Take threats seriously until they are proven otherwise
If a threat is received, evacuate the area until advice is received from emergency response personnel that it is safe to return.

Attitude to safety in the workplace

3 points to remember:

Most incidents can be avoided; be aware of conditions around you. If you see that something is wrong, fix it or report it.
Do not have the attitude that health and safety is someone else’s problem.
You have a legal obligation to work safely; breaches can result in heavy fines for you and the company

Stick to the rules

Be aware of your obligations under the legislation
Be aware of company rules and regulations
Co-operate with directions to maintain and improve safe conditions

Know your way around

Become familiar with the workplace in all respects, so that you know where to go and who to turn to in an emergency.
Locate all exit points.
Know who is responsible for Health and Safety and First Aid.
Locate First Aid stations.
Know the evacuation procedures.
Find out where the fire fighting equipment is and how to use it.
Locate communication points such as phones and intercoms, etc.

Share what you know

Tactfully alert a fellow worker if he/she is engaged in unsafe practices.

Housekeeping – Amenities

A clean workplace is a safer workplace and you have a personal responsibility to clean up after yourself.
Keep amenities clean; such as showers, change rooms, fridges, urns, microwaves, jugs, appliances, sink and bench tops and meal rooms.
Put rubbish, scraps, waste etc. in bins.
Put perishable foodstuffs in the refrigerator.
Replace lids and caps on containers.
Wipe up spills

Keep your eyes open

Be alert to potential hazards and risks; if you observe any then do something about them.
Report potentially dangerous situations or practices to management.
Remove, cover, signpost or barricade hazards whenever practical.

Office Workplace Safety

If you detect a safety issue:

discuss the issue with your supervisor or manager
together with your supervisor or manager, identify the source or the nature of the hazard
management will then act to eliminate or minimise the hazard.

Postures and Positions

Adopt a ‘low stress’ posture. To do this:

Do not overload any part of the body (neck, lower back, etc)
Ensure that your posture is comfortable
Use a chair that suits the person and the task
Ensure that desks used for reading and writing are just above elbow height. Alternatively, use a desk top slope board, to promote better neck and back posture, and use of the back rest
Ensure that the computer keyboard is at elbow height
Ensure that desks or benches, used for collating and stapling, are just above elbow height.
Ensure that staff are trained in the correct use of equipment and furniture.
Ensure that adequate space is provided for activities such as collating, which usually requires a larger space than writing
Ensure that related work tasks are located near to each other.
To maintain a low stress posture, avoid:
- Holding the body in one position for a long periods
- Tilting the body or head for an extended period
- Placing strain on joints
- Holding loads in static positions
- Repetitive movements.

Individual Working Techniques

People vary in the amount and type of work that they are able to perform. To allow for these differences, the employee should be able to:

shift or move around to avoid physical strain
vary tasks being done to relieve mental stress
make some decisions with respect to varying activities according to personal needs, work habits and the circumstances in the workplace
talk and be with other employees; productive work is still possible when employees can pass comments to each other
Take rest breaks; these do not have to be breaks from productive work. A change of task for a few minutes is a very effective rest break for the body. Check, however, that the ‘different’ task really is different for the parts of the body that are under stress.

Housekeeping

To ensure a safe work environment, regular maintenance is essential. These include:

Maintaining floors, furnishings and equipment in good condition.
Keeping aisles, exits and stairs free of clutter, clearly marked and well lit.
Controlling minor spills and responding quickly when they occur.
Use of non-slippery cleaning agents for floors and use signs to warn of slippery areas and restricted access.
Correct installation and regular maintenance programs for equipment such as photocopiers.
Ensuring adequate, safe and appropriate storage areas.
Handling and disposal of waste, such as unwanted scrap paper.
Ensuring that the workplace is clean, hygienic and free of vermin.
Flexible leads, either electrical or telephone, should not be placed across traffic areas. If such leads cannot be moved, a special cover strap anchored to the floor should be used, or the lead should be supported from a structural ceiling member.

Computing

Ensure:

Keyboards are just above elbow height
Keyboards are 60-70mm from the edge of the bench
Documents are placed in a level position, either beside the screen or directly below the screen
The top of the screen is at eye level and screen luminance and contrast is adjusted to prevent eye strain
Screens are positioned so glare from windows, etc does not cause discomfort and reflections on screen are minimised
Laptop or notebook computers are plugged into a regular screen and keyboard when used for a prolonged period
The mouse is located so the elbow can be held close to the side of the body and shoulders are relaxed and comfortable
Tasks are varied to avoid prolonged keyboarding.

Storage

Ensure:

Requirements for storage are regularly assessed
Space for storage allows for the use of manual handling equipment such as trolleys
Storage space allows for personnel to adopt an upright, forward facing posture
Storage facilities are provided according to the needs of personnel
Storage facilities are easily accessed
Cabinets above eye level are not used as storage space
Materials are not stacked excessively on low cabinets
Personnel are instructed to have only one drawer open on filing cabinets at any one time
Filing cabinets do not open onto walk ways
Shelves, etc are firmly fixed, braced and adequate for the intended load
Heavy or awkward objects are stored no lower than waist height
Trolleys and stepladders are provided, where necessary.
Ensure all areas are neat, tidy and well organised, with no articles stored in corridors or in front of shelves.

Lifting and Moving Materials

DO NOT lift any object that you feel may be too heavy and avoid prolonged lifting and carrying of any heavy load.

Be aware that repeated lifting of, even moderately, heavy loads can injure muscles, joints and ligaments over a period of time.
Use a trolley to carry heavy loads, whenever possible.
Avoid over-reaching in order to pick up a load.
Plan your movements and ensure that the path and storage area is clear and free from obstructions.
Assess the weight, size and shape of the load before lifting it. Small, compact loads may be easier to handle than bulky loads of the same weight.
Use team lifting. An individual making a single lift is restricted to no more than 20 kg.
Wherever possible, lifting operations should be conducted between mid-thigh and shoulder height – loads over 10 kg should not be stored above waist height.

Making the lift:

assess the load for size and weight
position yourself close to the load and balance the body
spread your feet for balance and relax your knees
get a firm palm grip
bend your knees slightly
bend forward at a 45° angle, let your back bend slightly if it wants to and drop your chin to your chest
Raise your head and straighten your legs
let your leg and buttock muscles do the work
lift smoothly without jerking or twisting
turn your feet in the direction you wish to go before you start to walk; do not twist your body first.

Carton and Crate Handling

Try to vary tasks in order to allow various postures.

Avoid double or multiple handling by placing incoming cartons on a trolley, mark and place straight onto shelves.
Store heavy cartons and articles between mid-thigh and waist heights, with only small and light articles above shoulder height.
Crates or containers should have easy-to-grip handles. For large cartons, strapping can assist grip as do gloves with rubber grip pads.
Use steps and platforms.
Keep space in front of display stands clear, to enable heavy items to be lifted close to the body.

Repeated Bending or Twisting

Ensure the work level is at or about waist height.
Avoid the lowering of objects that must be lifted later.
Keep equipment and materials within easy reach without the need to bend or twist.
Adopt a balanced position when using office hand tools such as staplers; do not over reach.

Standing for a Long Time

Vary tasks as much as possible. Alternate between standing, sitting and moving.
Make sure your footwear is comfortable.
Use a seat at an appropriate height, where possible.

Copying Equipment

Ensure that:

limits are set on the amount of time that any employee operates the photocopier, to minimise exposure to ozone
copiers that are used extensively are located away from work stations
personnel are instructed to follow the manufacturer’s recommendations for the handling of toner
the effects of light, noise and heat from photocopiers have been considered and addressed where necessary
photocopiers are regularly maintained and records are kept.

Conservation/Recycling

Ensure that:

procedures are in place for recycling paper and any other recyclable materials
recycled products are used where possible.

Security policy

Policy

Clients, contractors and other visitors must be accompanied at all times whilst on company premises.
Corridors, aisles, walk ways and forklift access areas must be kept clean and clear of obstructions.
Sensitive files must not be left on desks etc.; they shall be locked in a filing cabinet after use.
Computer files must be closed when PC is unattended.

[WHO] will prepare and instruct staff on:

procedures for locking the office at the end of the day
policies and procedures for after-hours access
procedures for after-hours security.

Lone worker policy

During normal working hours:

Notify your Supervisor of the activity and your location if you are to perform a task alone.
Do not engage in potentially dangerous work out of the sight of other workers or supervisors.
Do not enter a confined space without the authorisation and knowledge of a supervisor and without safety procedures (including obtaining appropriate permits) being followed.

After-hours work:

Any work that is to be done outside of normal working hours must be authorised by management.
Female staff shall NOT to work alone or unaccompanied unless appropriate security is in place.
It is preferable that a minimum of two (2) staff are in attendance during after-hours work.
If you have been authorised to work outside of normal working hours you must ensure that all security requirements, including the “call in” routine and the locking of the premises, are followed.

Non Compete Agreement For Employee

NON-COMPETE AGREEMENT FOR EMPLOYEE

This Employee Non-Compete Agreement (the “Agreement”) is made and effective this [DATE],

Between	And
[EMPLOYEE NAME]	[YOUR COMPANY NAME]
[Address]	[Address]
[Date]	[date]

COVENANT NOT TO COMPETE

For good consideration and as an inducement for Company to employ Employee, if such employment is terminated for any cause, employee shall not, for a period of [TIME PERIOD] years after leaving the employment, engage directly or indirectly, either personally or as an employee, associate partner, partner, manager, agent, or otherwise, or by means of any corporate or other device, in the [TYPE OF ENTERPRISE] business within [GEOGRAPHICAL AREA] [if appropriate, add: nor shall employee for such period and in such localities solicit orders, directly or indirectly, from any customers of Company, or from any customers of its successor, for such products as are sold by Company or its successor, either for (himself or herself) or as an employee of any person, firm, or corporation].

DEFINITION OF THE TERMS

The term “not compete” as used herein shall mean that the Employee shall not own, manage, operate, consult or to be employed in a business substantially similar to, or competitive with, the present business of the Company or such other business activity in which the Company may substantially engage during the term of employment.

Competition means owning or working for a business of the following type: [SPECIFY TYPE OF BUSINESS EMPLOYEE MAY NOT ENGAGE IN].

TRADE SECRETS

The Employee acknowledges that the Company shall or may in reliance of this agreement provide Employee access to trade secrets, customers and other confidential data and good will. Employee agrees to retain said information as confidential and not to use said information on his or her won behalf or disclose same to any third party.

The Employee will take necessary actions to keep the Company’s business secrets, including but not limited to customer, supplier, logistical, financial, research and development information, confidential and not to disclose the Company’s business secrets to any third party during and after the term of the Employee’s employment.

SPECIFIC ACCOUNT NON-COMPETITION CLAUSE

On the termination of the Employee’s employment with the Company for any reason, the Employee will not solicit any customer of the Company that was a customer of the Company during the course of the Employee’s employment with the Company, whether or not still a customer of the Company and whether or not knowledge of the customer is considered confidential information, or in any way aid and assist any other person to solicit any such customer for a period of [TIME PERIOD] from the date of termination of the Employee’s employment.

INDEMNIFICATION

Employee agrees to pay liquidated damages in the amount of [DOLLAR AMOUNT] for any violation of the covenant not to compete contained in this Agreement.

BINDING AGREEMENT

If any part of these promises is void for any reason, the undersigned accepts that it may be severed without affecting the validity or enforce ability of the balance of the promises.

This non-compete agreement shall extend only for [GEOGRAPHICAL AREA] and shall be in full force and effect for [NUMBER] years, commencing with the date of employment termination.

This agreement shall be binding upon and inure to the benefit of the parties, their successors, assigns, and personal representatives.

IN WITNESS WHEREOF, each party to this agreement has caused it to be executed at [PLACE OF EXECUTION] on the date indicated below.

Company	Employee

Signature	Signature

Name and title	Name and title

Date	Date

Acknowledgement by employee

I hereby acknowledge that I have received a copy of the [enter-your-company-name-here] Employee Manual.

I have read this Manual and am now familiar with its contents and agree to abide by all of the conditions of employment outlined therein.

Acknowledge
EMPLOYEE’S NAME:
POSITION:
SIGNATURE:
Date:

NOTE: This form is to be completed and returned to management.

Upon leaving the employment of the company, you are required to return this all manuals to management.