We’ve tucked away a bonus policy inside the blog. Can you find it?

Are you tempted to put off the task of reviewing and preparing your HR documents? Maybe it’s time to rethink that approach. You’ll likely have had more pressing things to take care of when you started running your nonprofit, and you might now be relying upon an employee or online templates to set up your HR policies and documents. Of course, doing so will have saved you a reasonable amount of time but are you sure you have all the necessary documents in place? Let’s dive deeper into the list of 7 significant HR documents most nonprofits are missing.

  • Emergency Response Plan
  • Corporate Social Responsibility Policy
  • Conflict of Interest Policy, Anti-Corruption and Bribery Policy
  • Computer Use & Appropriate Social Media Conduct Policy
  • Travel & Expense Policy
  • Working from Home Policy
  • Termination Letter, Without Cause

1. Emergency Response Plan

What would you do if your nonprofit encountered an unexpected hazard, an accident or a dangerous situation putting your staff and members in danger? Actions taken in the initial moments of a hazard are crucial, and you need to know exactly what has to be done and the steps to be followed. For this, you need an Emergency Response Plan. Without a plan that is communicated and practiced ahead of time, employees could be confused about whether to call for help, start evacuating, or administer first aid. Plus, if your organization has more than 20 employees, you have accessibility responsibilities to fulfil in terms of creating individualized evacuation plans for those with disabilities. Developing and implementing an appropriate Emergency Response Plan can minimize the damage and save lives.

Scope

The Emergency Response Plan applies to all Employees, Contractors, and Visitors.

Inclusions

  • Standards/Procedures to be followed in case of various emergencies
  • Roles & responsibilities of HR, managers and employees
  • Accessibility
  • Training for managers and supervisors

Why it is important

  • Avoid panic
  • Establish a procedure to follow
  • Minimize hazard damage
  • Save lives
  • Is required by both OHS and AODA legislation if you have over 20 employees

2. Corporate Social Responsibility Policy

Social responsibility refers to an organization’s commitment to function in a socially and environmentally sustainable manner. Nonprofits tend to function this way in the first place as they take tremendous efforts to give back to the community and help solve a particular social need or issue. However, a  corporate social responsibility policy outlines all of these efforts through which an organization benefits society, and outlines areas that might not have been considered by everyone in the organization. Spelling out the expectations within a  policy helps an organization be socially accountable for its actions, outcomes and reputation.

Scope

The policy applies to the nonprofit and its subsidiaries if any. 

Inclusions

Your nonprofit’s corporate social responsibility policy should cover the following critical areas:

  • People & Workplace
  • Health & Safety
  • Business Ethics & Transparency
  • Stakeholder Relations
  • Conflicts of Interest and Confidentiality
  • Community Engagement
  • Environment & Sustainability
  • Human Rights
  • Diversity, Equity & Inclusion

Why it is important

A Corporate Social Responsibility Policy shows that you:

  • have a work culture rooted in taking responsibility for your actions.
  • take responsibility to support and prepare your staff for successful careers.
  • don’t risk the health and safety of your staff and community members.
  • maintain the highest standards of integrity and governance practices.
  • respect the law and honour its policies for nonprofits.
  • engage with stakeholders clearly, honestly, and respectfully.
  • recognize a shared responsibility to protect our planet.
  • partner with other organizations in the community by engaging in activities such as community service, and philanthropy.
  • will work with governments and agencies to support and respect human rights.
  • actively work to recognize, develop, and promote initiatives towards diversity, equity, and inclusion in our own policies, processes and procedures.

3. Conflict of Interest Policy, Anti-Corruption and Bribery Policy

Can conflicts of interest and corruption happen in your nonprofit? Of course, yes. 

Should your nonprofit accept every gift that’s offered? Should you accept donations from just anybody? Have you considered where employees or board members receive personal gains from relationships or gifts? These are all important questions that, if addressed, can prevent your organization from getting involved in conduct which is dishonest, illegal, or which erodes trust internally or in the public eye. 

After all, some donations, transactions, or relationships may create real or perceived conflicts of interest, or legal or tax-related issues. Take particular notice of the word perceived because nonprofits in particular rely heavily on community relationships and support. Positive association and awareness of the organization is critical. 

In order to identify and avoid any areas of conflict of interest, it’s best to take a prudent path and follow a well-considered policy. We are talking about protecting your organization with a strong Conflict of Interest, Anti-Corruption and Bribery Policy which outlines procedures for avoiding and reporting various situations where a conflict of interest may arise. 

Scope

This policy is applicable to all directors, board members, stakeholders, partners, employees, temporary staff and volunteers of the nonprofit organization.

Inclusions

The policy must outline the following:

  • The transaction of business
  • Reporting conflict of interest
  • Bribery
  • Acceptance of gifts
  • Employee responsibilities
  • Identifying risks
  • Investigating conflicts
  • Breach of policy

Why it is important

  • Set out responsibilities for all employees and board members, in upholding the organization’s position on conflict of interest, bribery, and corruption 
  • Helps to identify conflicts of interest and what to do if one exists
  • Sets guidelines on accepting gifts
  • Provides guidance on recognizing, and dealing with bribery and corruption
  • Mitigates corruption risks
  • Protects the organization from criminal liability and reputational damage
  • Helps you in taking necessary action when needed

4. Computer Use & Appropriate Social Media Conduct Policy

Most of us believe in open communication, and employees are no different. For example, your employees or volunteers might want to tell the world about the amazing work they do at your nonprofit. On the contrary, you might also have employees expressing views on a recent election or a sensitive topic. No matter what your employees post on social media or anywhere on the internet, the organization is also held accountable to a certain extent. Having a clean, concise and strict Computer Use & Appropriate Social Media Conduct Policy will set guidelines for functioning in an electronic world and keep the employees accountable for their activities on the internet while at work and outside work. 

Scope

The policy must apply to all board directors, board members, stakeholders, supervisors, employees, volunteers, seasonal staff, and other individuals who represent the organization.

Inclusions

The policy can outline the following:

  • IT Security
  • Appropriate use of Computers, Email and Internet
  • Restricted use of Company Computers, Email and Internet
  • Guidelines about Social Media Use (including Personal Use)
  • Restrictions on Social Media Use

Why it is important

  • Sets clear guidelines
  • Holds employees responsible for inappropriate computer and Internet use
  • Helps employees envision the downsides
  • Helps employees act responsibly and ethically, and understand where personal use can spill over and affect their employment or the organization
  • Protects the business from disrepute
  • Helps you in taking necessary action when needed

Here’s an example. Imagine an innocuous or insensitive tweet from your employee set off a firestorm on Twitter. How would you handle the situation when the netizens start targeting your organization, knowing the employee represents you? A well-drafted policy will put you in a safe spot and will help you take necessary action. 

5. Travel & Expense Policy

As a nonprofit, you have employees travelling to various locations, and as a responsible employer, you reimburse the amount spent on travel, meals and accommodation based on the expense reports and receipts submitted. But have you set a limit for these expenses? If yes, do you have it recorded in policy? What if your employee decides to stay at the Marriot and rent a Limousine? 

Your donors trust you with the charitable funds, and to prevent misuse of your funds and set guidelines, you are wise to have a well-drafted Travel and Expense Policy in effect. 

Scope

The Policy is applicable to employees, seasonal staff and volunteers.

Policy elements

  • Expense Summaries and Receipt
  • Reimbursable Expenses
  • Non-Reimbursable Expenses
  • Air Transportation
  • Car Rentals & Personal Vehicle Use
  • Code of Conduct
  • Ride Sharing and Taxis
  • Public Transits
  • Parking and Tolls
  • Personal Meals
  • Tips/Gratuities
  • Telecommunications
  • Advances

Why it is important

  • Helps you manage funds efficiently
  • Sets clear guidelines for employees
  • Sets a process for reimbursement
  • Helps you prevent misuse
  • Helps in resolving conflicts related to travel expenses

BONUS: Right to Disconnect Policy template [Ontario]

The Working for Workers Act, 2021 passed a new law that employers in Ontario with 25 or more employees, including nonprofit organizations, must have a written Right to Disconnect Policy in place before June 2, 2022. Save your time and download the Right to Disconnect Policy in editable format.

6. Working from Home Policy

Remote work is not a new concept in Canada. After the COVID-19 pandemic, flexible work arrangements are becoming more common. A good number of nonprofits across the country have already adapted to this way of working, potentially reducing the carbon footprint by reducing employee commute.

Even if you don’t have remote workers in your workforce today, it is highly likely that you will employ someone to work remotely at some point. Every nonprofit engaged in this hybrid way of working should have a Working from Home Policy to set guidelines for remote workers and ensure their productivity and safety.

Scope

The Policy is applicable to employees working remotely.

Policy elements

  • Reporting In Procedure
  • Tracking
  • Formal/Hybrid Working from Home Arrangements
  • Abuse of Policy
  • Disciplinary Action

Why it is important

  • Helps you manage funds efficiently
  • Sets clear guidelines for employees
  • Sets a process for reimbursement
  • Helps you prevent misuse
  • Helps in resolving conflicts related to travel expenses

7. Termination Letter, Without Cause

Terminations are unavoidable, and sometimes, you will have to let an employee go without a cause, but you will have to decide whether it is legal to do so. As long as the reason for termination is not discriminatory and you provide either a reasonable notice period or reasonable pay, it is absolutely legal. However, you need to follow certain procedures while terminating an employee and issuing an official Termination Letter is an essential part of it. A poorly written termination letter without the necessary information and the appropriate amount of notice or pay can open you to lawsuits. Make sure you have an accurate formal termination letter and always seek the professional advice of a lawyer or HR expert if you have any questions or concerns.

Inclusions

  • Employee details
  • Date of termination and last date of employment
  • Details of notice period or severance, if applicable
  • Return of company property
  • Sets expectations for employees about final pay, ROE, company benefits etc.

Why it is important

  • The letter stays as an official document of the termination 
  • It provides a proof that the employment relationship was terminated legally, following the criteria set out by employment standards, at minimum
  • Puts you in a better position if the employee proceeds legally

Please feel free to contact our experts at HR Covered for additional guidance or interpretation regarding these documents. 

About HR Covered: At HR Covered, we have a deep understanding of the critical organizational needs and processes specific to Canadian nonprofits. We ‘get’ your culture, your goals, and what drives you, too. Our unparalleled responsiveness and impeccable service have helped more than 200 nonprofits in Canada to focus on their core activities. For more info visit our website: www.hrcovered.com or call us at +1 647-496-6096.

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