Employee Handbook

Mikki H · April 2001

Does every employee need to have personal possession of the handbook? Or, can we have handbooks available (easily accessible)throughout the office.

We would like to issue a "loaner" handbook upon new hire, require them to read and sign that they have read it (we already require new employees to sign). But after reading, they must return the handbook to the personnel department. The statement they sign would include information about where copies of the handbook would be found within the office.

Is this sufficient? or even a good idea?

Big D · April 2001

Every employee does not need a personal copy of the handbook- but what about posting one copy on a bulliton board? You want to make sure employees are aware of policies such as sexual harassment, so you have an affirmative defense that they knew about the policy, if they do not file a complaint with you.

Margaret Morford · April 2001

You might also consider putting it on your compnay intranet or web site.

David · April 2001

I'm curious as to why an office would not want to "issue" each employee their own handbook. Do you mind if I ask why?

dhnyct · April 2001

I suppose cost could be a factor. Then there are the problems with updates. Just because updates are issued, not everyone is motivated to keep their copy current. And then at termination there are always those who can't seem to locate their handbook to return.

Now that I think about it, maybe it's not such a bad idea! Any legal problems with the original proposal???

Mikki H · April 2001

One main reason is the cost issue. Not only to keep producing new complete books, but to update already issued books. Then there is the issue of making sure that employees actually update their books. We want the handbook to be a useful tool, and if we hand out updates that are never inserted into the books, that book is as good as trash.

We figured that if we had a limited number of easily accessible books, then our department could be responsible for making sure that they are always updated.

Sherry · April 2001

We have our handbook on the Intranet site and a paper copy is available in each department where the department manager has assigned one employee to keep it updated. When policies change we email the changes to everyone (with notification back to HR via email that they have infact opened the email message) and it is updated on the site with hard copies going to the departments. This has worked out nicely. Employees can go on site and print out any or all of the document if they want a hard copy.

David Hagaman GA · April 2001

This is an interesting question you have raised that we have recently seen other employers wrestle with. Here are some considerations. Some employers have gone away from giving every employee a copy of the handbook for several reasons. First, the cost factor as was mentioned. Second, the trouble with keeping the handbook truly updated: many employers just don't. Third, unlike what most employers would like to believe, employees do not take the handbook home and place it on the bedside table beside the Bible. The cold facts are that most employees never read their handbooks. So some employers have gone to intranet handbooks, or publishing the handbook and having copies at various stragegic locations throughout the facility like one in the breakroom, at the time clocks, and at each supervisors' desk or station. Handbook pages in this form are usually placed in plastic folders or laminated, and the handbooks, particularly in public places like the breakroom, are affixed to a platform with a chain. When revisions come out, management will post those on the bulletin board and then insert into the handbook. There are, however, some policies that an employer still should get employees to read and sign, such as the harassment policy.

Employee Handbook

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