Aside from the usual no tardiness or undertime policies that we usually implement, here are more DOLE required HR policies that you should implement right now. These policies are included in DOLEs check list whenever they conduct an audit or joint assessment to business establishments.
Many of these policies are actually from Occupational Health and Safety Center (OSHC) of the Department of Labor and Employment and part of the implementation of the Occupational Safety and Health Standards (OSHS) and then some are from the General Labor Standards (GLS). The intention of these policies are good, many of which are related to safety and creating a safe and health-friendly work environment.
To help you comply easily we provided a template that you can use as reference in creating your own. These templates are from a DOLE officer who once visited us for audit or joint assessment.
1 HIV and AIDS Workplace Policy and Program
This policy is in conformity with Republic Act No. 8504. This is about developing programs like educating your employees about HIV and AIDS and finding ways in preventing it in your workplace. Another important thing is, the policy should give protection to HIV/AIDS positive to be treated properly and should not be discriminated. This became an issue recently where an HIV positive employee was terminated by a known salon owner and hair stylist. The business owner had to pay 600,000php after a court ruling. You may learn more about this policy by reading the republic act and from this HIV AIDS Workplace Policy Program Template.doc
2 TB Prevention in the Workplace
TB or tuberculosis is treatable and can be controlled by educating your employees about it. This policy also protects TB patients not to be discriminated. You can find out more about the policy in this TB Workplace Policy Program Template.doc.
3 Alcohol Free Workplace Program
Alcohol can be a cause of many serious workplace related hazards and that’s why this policy should be included in all workplace (maybe with the exemption for businesses who can legally sell alcoholic beverages). This policy includes the prohibition of selling and consuming alcohol in the workplace or coming in to work under the influence. You may find out more about it in this Alcohol Free Workplace Policy Program.doc.
4 Drug Free Workplace Program
Just like alcohol, drugs can be a huge problem in a workplace and cause many hazards.
This policy is in compliance with Article V of Republic Act No. 9165, otherwise known as the Comprehensive Dangerous Drugs Act of 2002. It is about educating the employees about the effects of drugs, prohibiting the use, sale, possession and prohibition of coming to work under the influence of drugs. It also includes random drug testing of employees. You may refer to the Drug Free Workplace Policy Program Template.doc to learn more or read Comprehensive Dangerous Drugs Act of 2002.
5 Breastfeeding Policy
You should have a clear policy for breastfeeding or lactating employees. This includes the following
- providing a paid breastfeeding or lactation breaks
- providing a clean area where they can do breastfeed or use breast pumps. This area should have a clear marking indicating that it can be use as lactating or breastfeeding station
- providing a cooler or refrigerator where they can store pumped breast milk
- educating employees especially those going into maternity leave about the policy and importance of breast feeding and how they can use it even when they go back to work
You may refer to this Breastfeeding Policy Template.doc to learn more.
6 Anti-sexual Harassment Policy and Procedures
This is in relation to Republic Act No. 7877. It is about protecting your employees especially the women against sexual harassment in their workplace not only to co-workers and employers but also from clients, visitors and other people they need to interact to in order to perform their job. This policy should also provide clear procedures on how and where to report sexual harassment cases. Clear investigation procedures and a committee who will conduct the investigation should also be included. You may refer to this Anti Sexual Harassment Policy Template.doc to learn more about it.
7 Hepatitis B Prevention in the Workplace
This is in compliance with DOLE Department Advisory No. 05, Series of 2010 (Guidelines for the Implementation of a Workplace Policy and Program on Hepatitis B). This policy must contain programs to educate employees about Hepatitis B particularly on treatment and prevention. This policy also protects the employees with hepa-b from discrimination and to further protect through confidentiality. You may refer to the Hepatitis-B Workplace Policy Program Template.doc for more details.
8 Formation of Committee on Decorum and Investigation on Sexual Harassment Policy
For the further implementation of your company’s anti-sexual harassment policy and procedures, your company should form this committee which consist of a Chairman, Secretary and members. This committee will ensure that the policies are implemented and they will lead the investigation procedures on investigation of any reported sexual harassment cases. You may use this Composition of Committe on Decorum and Investigation on Sexual-harassment Policy Template.doc. You can fill up and print the form and submit it to the nearest DOLE office. Keep your received copy so you have something to show to the DOLE officer if they conducted an audit.
9 Formation of Safety Committee
Your company must form a Safety Committee composed of a chairman, secretary and other members. The purpose of this committee is to ensure the implementation of safety procedures and health policies in the company. You may use this Formation of Health and Safety Organization Template.doc and submit to the nearest DOLE office.
10 Proper Computation of Wages
As employer, it is your obligation to follow the proper computation, deduction and remittance of all earnings and deductions to employees. It is usually the first thing that DOLE checks during audit. This is a very broad topic and can cover an entire book. You may use the DOLE handbook as reference which you can download from DOLEs website.
How to use the DOLE/OSHC/OSHS policy templates?
This is for the policies 1-7. You can use the templates as a reference to create your own. Once you finalized your policies, you need to print the documents, have it signed, discussed and distributed to each employee. If you want to save cost on printing, you can print only one copy for each then print a routing sheet just like this Policy Routing Sheet Template.xls and attach a copy for every policy. Discuss the policies to your employees and have them read the policies and sign in the routing sheet to confirm that they received and read it. A photocopy of the signed policies should be displayed or posted in your company’s bulletin board.
I personally believe that by treating employees well, the company will also benefit from it in the long run. I am hoping that the life of these policies in your organization will not stop after the printing and signing of the documents. These policies should be properly implemented not just for compliance but also for the benefits of your employees.
Other than these policies, there are more things that DOLE checks during audit which we will discuss in the next coming articles. I hope that this post is helpful to you. If you have questions, please feel free to use the comment box below. I will try my best to answer them if I can.