In This Article:
⦿ Reasons for Creating an Employee Handbook in California
⦿ What Should You Include in a California Employee Handbook?
⦿ How To Create an Effective Employee Handbook
Reasons for Creating an Employee Handbook in California
The real question is why you would not want an up-to-date employee handbook for your practice? You might think it’s too much of a hassle, or you think your practice is too small and you believe you've already covered all your bases with your employees. So, why waste the time and money on developing a handbook?
As a practice owner and employer, you need to offer a resource for your team to refer back to whenever they have any questions about the rules and procedures for their positions. They also need to know that you’re not just making it up as you go along. Here are more reasons why you need to create an employee handbook as a practice owner in California.
1. Legal Compliance. Laws change all the time, but you can demonstrate your compliance with those laws by maintaining an up-to-date employee handbook. It incorporates equal employment opportunity (“EEO”) policies, such as anti-harassment and anti-discrimination policies, disability policies, and procedures on what to do if employees need to lodge a complaint or voice a concern. Your employee handbook is a way to safeguard you from litigation and also to communicate important employment changes to your employees.California, in particular, is an employee-friendly state, so there tends to be more expectations/legislation in favor of your employees. You should try to stay ahead of these concerns, which is another reason to create a handbook.
2. Technological Evolutions. Changes in technology affect how you operate your practice, so you need to address those issues with clear and concise policies in your employee handbook. You should include policies about the appropriate use of electronic devices (cell phones) and even the use and abuse of social media.3. Employee Rights and Responsibilities. Your employee handbook should include details about background checks, drug testing/screening, searches, or any other related policies. You also need to include details about your “at-will” employment relationship, and the fact that nothing in the handbook represents an employment contract.
4. Onboarding 101. Your employee handbook is a terrific document to incorporate into your new-hire onboarding process, ensuring they have all they need as a functional part of your team from day one. It can and should include policies and procedures as well as expectations and requirements for every level of employment.
5. Consistency. Your employee handbook should clearly demonstrate fairness. In other words, you’re treating everyone the same. An example would be the EEOC provisions. The policies should not contradict one another. There should be consistency in the communication of policies, as well as any changes you make as you offer regular updates to your team.
6. Central Repository. It’s virtually impossible for every team member to remember every aspect of your policies and procedures. You need to offer an easily accessible and cohesive repository of information that details what you and your employees need to know about working for your practice.
7. Legal Defense. While nobody wants to consider possible legal repercussions, you need written proof that you informed your employees of the policies and procedures to which they are held accountable. This must be accompanied by their signed and dated acknowledgment.
If you’re still not sure why you need an employee handbook for your practice, we can help. Schedule a consultation today to see how HR for Health can help your practice. We’ll offer recommendations, advice, and time-tested tips that should make the process of creating your State of California employee handbook much easier.
What Should You Include in a California Employee Handbook?
What you include in your State of California employee handbook may vary slightly depending on the size of your practice and the benefits you’re currently able to offer to your employees. You should work to ensure this manual is as comprehensive as possible. Schedule a consultation today to see how HR for Health can help your practice with this process.
Here are a few examples of documents and sections that might appear in your State of California employee handbook:
Pre-Employment Policies
- Background Check Policy
- Employment Authorization Policy
Standard Clauses
- Employee Handbook Disclaimer
- Employee Handbook Disclaimer About Employee Benefit Plan
- Employer Ownership of Social Media Accounts Clauses
- At-Will Employment
General Employment Policies
- Anti-Harassment Policy
- Anti-Retaliation Policy
- Equal Employment Opportunity and Anti-Discrimination Policy
- Disability Accommodations Policy
- Harassment, Discrimination, and Retaliation Prevention Policy
- Religious Accommodations Policy
Health and Safety
- Health and Safety in the Workplace Policy
- Drug Testing in the Workplace Policy
- Employee Face Covering Policy
- Heat Illness Prevention Policy
- Smoke-Free Workplace Policy
Payroll Practices and Compensation
- Employee Referral Policy
- Make-Up Time Policy
- Notice of Paydays
- Payroll Practices and Compensation Policy
- Workday and Workweek Notice
- Timekeeping Policies and Procedures
On the Job
- Attendance Policy
- Cell Phone Use Policy
- Code of Ethics/Conflict of Interest Policy
- Dress Code and Grooming Policy
- Flexible Work Schedule Policy
- Lactation Break Policy
- Meal and Rest Periods Policy
- Nepotism Policy
- Outside Employment Policy
- Personnel File Access Policy
- Performance Review Policy
- Romance in the Workplace Policy
Employee Leave and Time Away From Work (Vacation, Sick Leave, etc.)
- Bereavement Leave Policy
- Bone Marrow, Organ, and Blood Donation Leave Policy
- California Family Rights Act (CFRA) and Pregnancy Disability Leave Combined Policy
- Jury Duty Leave Policy
- Military Service Leave Policy
- Paid Sick Leave Policy(Consider your municipality; there may be a different/stricter requirement)
- Pregnancy Disability Leave Policy
- Vacation Policy
- Witness and Victims of Crime Leave Policy
Employee Handbook Acknowledgment
Your goal here is to create policies that best reflect the values of your practice. These policies and procedures can include ways to build morale and protect the integrity of your team dynamics.
Once you’ve gathered your policies and procedures for your cohesive employee handbook, be sure to get feedback from key stakeholders at your practice. Then, distribute a copy to each of your employees. In most cases, you’ll distribute it in electronic format, but you may still want to print out a few copies as a reference guide in the break room.
How To Create an Effective Employee Handbook
Before you can start writing an effective employee handbook, you first need to understand your current policies. You may already have written documents that offer insight into policies, even though they may not be updated. They may be in the form of emails you sent to your team, handouts, fliers, or other notes.
As you get started, gather those fragments and bits of policy and combine them with policies that you’ve developed by word-of-mouth or as part of internal discussions. As part of this process of gathering these documents, consider policies that you’ll need for the future. Even if you don’t need or want to implement them now, are there policies you’d like to address in the coming year or two?
Since your employee handbook is a legal document, you must continue to update it to meet the ever-changing needs of your practice and the laws that govern employment practices in California.
How HR for Health Can Help
It's no secret that an employee handbook is uncharted territory and that it can be an intimidating project to take on, so it makes sense that you should need a little help. HR for Health is ready to help you manage your employees and navigate your way through the policy and procedures process.
HR for Health works with you to help you and your employees use convenient online documents and on-demand HR advising and support services. We provide our clients with the opportunity to develop their own customized employee handbook in collaboration with an assigned HR Specialist. This approach ensures you have a compliant document along with your practice's latest policies and procedures.
Schedule a consultation today to see how HR for Health can help your practice.
