Sample Package

Human Resources
Policies, Procedures & Forms
Quick Facts
This manual includes 780 Pages of materials: 35 pre-written policies & procedures 65 accompanying forms Sample IT Manual, IT Security Guide What you will get, when you buy: 1. Editable Microsoft Word files for immediate download. 2. Optional hardbound book containing all content.

This Sample Package contains: A: Overview of the Sample Package (1 page) B: Table of Contents (15 pages) C: Policy, Procedure, and Form Set (9 pages) View Product Details Online: http://store.bizmanualz.com/Human-Resources-Policies-and-Procedures-p/abr41m.htm

Dear Business Executive: Thank you from downloading this sample content from Bizmanualz. Whether you are looking to write policies and procedures, or are trying to manage and share them, Bizmanualz has the right solution. Prewritten Policies and Procedures Templates Over the last decade, Bizmanualz has helped thousands of companies, in the United States and abroad, implement best practices through pre-written policies and procedures templates. Written by expert authors and editors, these prewritten procedures are general enough to fit most business situations. And, since all content is provided in Microsoft Word files, you can easily edit and customize the documents to fit your own specific needs. Onpolicy Procedures Management Software Onpolicy is our newest offering and simplifies your policy and procedures management by providing an easy online interface to manage, control and share your important documents. Onpolicy is a Software-as-a-Service (SaaS) solution, so there is nothing to install or maintain. Focus on what is important to you ensure that your documents are up-to-date, are used as intended, and provide the compliance evidence that your auditor requires. Sample Policy Procedure This sample package contains a complete table of contents and a complete policy, procedure and form(s) set. The purpose is to give you a clear idea of how our policies and procedures are written, formatted, and presented for you to customize. If you have any questions after reading this sample package, please feel free to contact us online or call us at 1-800-466-9953 (toll free, US only) or at 314-863-5079, or send an email to sales@bizmanualz.com. Thanks again.

Each policy/procedure template includes: Policy Purpose Scope Responsibilities Definitions Procedure Activities, references & forms where applicable. TERMS & DEFINITIONS Manual: A system of approved policy statements and corresponding procedural guidelines and supporting forms that direct an organization toward its operational goals. Policy: A stated course of action with a defined purpose and scope to guide decision-making under a given set of circumstances within the framework of corporate objectives, goals and management philosophies. Procedure: A series of prescribed steps followed in a definite regular order which ensure adherence to the guidelines set forth in the Policy to which the Procedure applies Activity: An action, element or decision representing a prescribed step in the Procedure process. Task: A detailed component of an Activity specifying required behavior to complete the activity. Form: A pre-formatted document containing instructions and placeholders for data entry to monitor progress through a particular Procedure and to ensure proper recordkeeping.

Best regards,

Chris Anderson Managing Director, Bizmanualz St. Louis, Missouri

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Human Resources Policies, Procedures & Forms

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Human Resources Policies, Procedures & Forms Table of Contents

100 Introduction .................................................................................... Section 1 200 Manual Preparation ........................................................................Section 2 300 HR Managers Manual ....................................................................Section 3 400 Administration Procedures ...........................................................Section 4 ADM101 Personnel Records Activities 1.0 Employee Information 2.0 HR Personnel Records 3.0 Contents of Personnel Files 4.0 Employee's Personnel Records Review 5.0 Management Review of Personnel Files 6.0 Company Release Of Employee Information 7.0 Record Retention and Long-Term Storage 8.0 Record Destruction References A. Health Insurance Portability Accountability Act (HIPAA) B. Age Discrimination In Employment Act (ADEA) C. Americans with Disabilities Act (ADA) D. Civil Rights Act of 1964 E. Employee Retirement Income Security Act (ERISA) F. Employee Polygraph Protection Act G. Equal Pay Act H. Executive Order 11246 I. Fair Labor Standards Act (FLSA) J. Family and Medical Leave Act (FMLA) K. Immigration Reform & Control Act (IRCA) L. Occupational Safety & Health Act (OSHA) M. Rehabilitation Act of 1973 N. Right To Financial Privacy Act O. Guide to Record Retention Requirements P. IRS Revenue ProcEDURE 98-25 Records Retention Q. Federal Insurance Contribution Act (FICA) R. Federal Unemployment Tax Act (FUTA) Forms ADM101 Ex1 Personnel Records Access Log ADM101 Ex2 HR Records Retention Periods ADM102 Form Development Activities 1.0 Form Development and Format 2.0 Authorization and Printing
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3.0 Form Numbering and Placement 4.0 Forms Index and Manual Forms ADM102 Ex1 Form Printing Request ADM103 Document Control Activities 1.0 Document Distribution 2.0 Document Revision 3.0 Document 4.0 Temporary Changes Forms ADM103 Ex1 Request For Document Change (RDC) ADM103 Ex2 Document Change Control ADM104 Mail & Express Services Activities 1.0 General Mail Usage 2.0 Addressing Mail 3.0 Express Mail 4.0 Overnight Packages 5.0 Additional Information Resources Forms ADM104 Ex1 Outgoing Mail Register ADM105 Telephone Answering Activities 1.0 Answering Techniques and Etiquette 2.0 Answering and Directing Calls 3.0 Taking Messages 4.0 Telephone User's Guide Forms ADM105 Ex1 Important Message ADM106 Property & Access Control Activities 1.0 Background Checks 2.0 Physical Access Controls 3.0 Key Controls 4.0 Proprietary Information Controls 5.0 Collection Of Access Controls 6.0 Visitors & Guests Forms ADM106 Ex1 Key Issue Policy ADM106 Ex2 Visitor Log

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ADM107 Separation Activities 1.0 Resignations 2.0 Involuntary Terminations And Layoffs 3.0 Terminations For Cause 4.0 Termination Meeting 5.0 Additional Information Resources References A. Consumer Credit Protection Act (CCPA) B. Health Insurance Portability Accountability Act (HIPAA) C. Worker Adjustment and Retraining Notification Act (WARN) of 1989 D. COBRA E. Title VII Of The Civil Rights Act Of 1964 F. Age Discrimination in Employment Act G. Americans with Disabilities Act H. The Civil Rights Act of 1991 Forms ADM107 Ex1 Exit Interview Checklist ADM107 Ex2 Exit References Authorization ADM108 Workplace Rules & Guidelines Activities 1.0 Alcohol And Drugs 2.0 Breaks And Lunch Time 3.0 Company Property 4.0 Grievances And Complaints 5.0 Inclement Weather 6.0 Parking 7.0 Personal Telephone Calls 8.0 Smoking 9.0 Solicitations 10.0 Suggestions 11.0 Visitors Forms ADM108 Ex1 Suggestion Form ADM109 Human Resources Reports Activities 1.0 Preparation Guidelines 2.0 OSHA Reports 3.0 EEO-1 Reports 4.0 Training Plan 5.0 ERISA Notices 6.0 VETS-100 Report 7.0 Hiring Status Report 8.0 Compensation Summary
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Forms ADM109 EX1 Human Resource Reporting Summary ADM109 EX2 HR Hiring Status Report ADM110 Dress Code Activities 1.0 Dress Code 1.1 Business Attire 1.2 Business Casual Attire 1.3 Casual Attire 1.4 Uniformed Attire 1.5 Production Attire 1.6 Safety Attire 1.7 Black Tie & Formal Attire 1.8 Inappropriate Attire 2.0 Business Situations 2.1 Recreation & Parties 2.2 Dinners & Receptions 2.3 Evening Business Dress 3.0 Personal Hygiene 4.0 Disciplinary Action 410 Hiring Procedures ..........................................................................Section 5 HRG101 Employee Hiring Activities 1.0 Needs Analysis 2.0 Personnel Requisition 3.0 Job Posting & Screening 4.0 Interviewing 5.0 Pre-Employment Screening & Testing 6.0 Background Investigation 7.0 Hiring And Employee Offers 8.0 Motor Vehicle And Equipment Operation 9.0 Applicant Files 10.0 Additional Information Resources References A. Immigration Reform And Control Act (IRCA) Of 1986 B. Title Vii C. Age Discrimination In Employment Act D. Equal Pay Act E. Americans With Disabilities Act F. The Civil Rights Act Of 1991 G. Fair Labor Standards Act (FLSA) Of 1938 H. Davis Bacon Act I. Walsh-Healey Public Contracts Act (PCA) J. Service Contract Act (SCA)
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Forms HRG101 Ex1 Personnel Requisition HRG101 Ex2 Offer Letter HRG101 Ex3 Personnel Change Notice HRG101 Ex4 New Employee Hiring Checklist HRG101 PDF Employment Eligibility Verification (Form I-9) HRG101 PDF Employees Withholding Allowance Certificate (Form W-4) HRG102 Job Descriptions Activities 1.0 Job Description Preparation 2.0 Format And Content 2.1 Job Title 2.2 Effective Date 2.3 Department 2.4 Summary Of Functions 2.5 Essential Duties And Responsibilities 2.6 Organizational Relationships 2.7 Qualifications 2.8 Physical Demands 2.9 Work Environment 3.0 Job Description Approval & Distribution References A. Americans With Disabilities Act (ADA) Of 1990 Forms HRG102 Ex1 Job Description Format HRG103 Employment Applications Activities 1.0 Application For Employment 2.0 Application Information 2.1 Personal Information 2.2 Employment Interest 2.3 Education & Training 2.4 Employment History 2.5 Military Service Record 2.6 References 3.0 Compliance Information References A. Fair Credit Reporting Act (FCRA) B. State Credit Reporting Acts C. Americans With Disabilities Act (ADA) Of 1990 D. Section 503 Of The Rehabilitation Act Of 1973 E. Executive Order 11246 F. Civil Rights Acts G. Uniform Guidelines On Employee Selection Procedures (1978) H. Age Discrimination In Employment (ADEA) Act Of 1967
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Forms HRG103 Ex1 Employment Application HRG103 Ex2 Employment Application Supplement HRG104 Interviewing Applicants Activities 1.0 Interviewing Objectives 2.0 Resume Examination 3.0 Telephone Interviews 4.0 E-Mail Interviews 5.0 In-Person Interviews References A. Immigration Reform And Control Act (IRCA) Of 1986 B. Title VII Of The Civil Rights Act Of 1964 C. Age Discrimination In Employment Act D. Americans With Disabilities Act E. The Civil Rights Act Of 1991 Forms HRG104 Ex1 Employment Interview Questions HRG104 Ex2 Interview Form HRG105 Background Investigations Activities 1.0 Background And Hiring 2.0 Investigative Consumer Reporting 3.0 Employee Reference Checks 4.0 Motor Vehicle Record (MVR) Inquiry References A. Fair Credit Reporting Act (FCRA) B. State Credit Reporting Acts Forms HRG105 Ex1 Employee Investigation Checklist HRG105 Ex2 Employee Background Authorization HRG105 Ex3 New References Authorization HRG105 Ex4 Reference Check Survey 420 Compensation Procedures ........................................................... Section 6 COM101 Payroll Activities 1.0 Payroll Records 2.0 Timesheets 3.0 Payroll Deductions 3.1 Unemployment Tax 3.2 Worker's Compensation Insurance 3.3 Social Security & Medicare 3.4 State Income Tax
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Earnings Tax Tax Withholding Payments 401k Withholding 4.0 Payroll Adjustments 4.1 Advances 4.2 Garnishments 5.0 Paychecks 5.1 Direct Deposit 5.2 Lost Paychecks 5.3 Final Paychecks 6.0 Vacation Pay 7.0 Additional Information Resources References A. Fair Labor Standards Act (FLSA) B. Equal Pay Act C. Family And Medical Leave Act (FMLA) D. Irs Revenue Procedure 98-25 Records Retention E. Federal Insurance Contribution Act (FICA) F. Federal Unemployment Tax Act (FUTA) Forms COM101 Ex1 Bi-Weekly Time Sheet COM101 Ex2 Electronic Funds Transfer Authorization COM101 PDF Supplemental Data Sheet for Application for Authority to Employ Workers with Disabilities at Special Minimum Wages (WH-226a) COM101 PDF Federal Contractor Payroll (WH-347) COM102 Paid & Unpaid Leave Activities 1.0 Paid Time Off 2.0 Jury Duty 3.0 Military Leave 4.0 Unpaid Time Off 5.0 Absence Request And Notification 6.0 Holidays 7.0 Vacation Eligibility 7.1 Vacation Schedules 7.2 Vacation Over Holidays 8.0 Additional Information Resources References A. Uniformed Services Employment And Reemployment Rights Act B. Family And Medical Leave Act (FMLA) Of 1993 C. Pregnancy Discrimination Act Forms COM102 Ex1 Absence Request Form

3.5 3.6 3.7

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COM103 Insurance Benefits Activities 1.0 Life Insurance 2.0 Long Term Disability Insurance 3.0 Social Security 4.0 Workers' Compensation 5.0 Wage Continuation 6.0 Unemployment Compensation 7.0 Health Insurance 8.0 Additional Information Resources COM104 Healthcare Benefits Activities 1.0 Cost And Premiums 2.0 Eligibility 3.0 Enrollment 4.0 Coverage 5.0 Filing A Claim 6.0 Termination And Conversion Of Coverage 7.0 Additional Information Resources References A. Health Insurance Portability And Accountability Act (HIPAA) Of 1996 B. Consolidated Omnibus Budget Reconciliation Act (COBRA) C. Family And Medical Leave Act (FMLA) F. Pregnancy Discrimination Act Forms COM104 Ex1 Benefits Enrollment/Change Form COM105 Employee Retirement Income Security Activities 1.0 Plan Administration 1.1 Investment Policy Statement 1.2 Fidelity Bond 1.3 Fiduciary Liability Insurance 1.4 Employer Matching 1.5 In-Service Loans And Withdrawals 2.0 Employee Participation 3.0 Notice Procedures 3.1 Initial Notice 3.2 Annual Notices 4.0 Erisa Enforcement 5.0 Additional Information Resources COM106 Consolidated Budget Reconciliation Activities 1.0 Plan Administration 2.0 Qualifying Events
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3.0 Notice Procedures 4.0 COBRA Elections 5.0 Benefits Protection 6.0 COBRA Payments 7.0 Enforcement 8.0 Additional Information Resources References A. Family And Medical Leave Act (FMLA) Forms COM106 Ex1 Continuation Of Coverage (COBRA Notice/Election Form) 430 Development Procedures ..............................................................Section 7 DEV101 Development Management Activities 1.0 Development Planning 2.0 Training Effectiveness 3.0 Training Records 4.0 Training Courses 5.0 Performance Evaluations 6.0 Additional Information Resources References A. Occupational Safety And Health Act (OSHA) Of 1968 Forms DEV101 Ex1 Training Plan DEV102 Training Reimbursement Activities 1.0 Eligibility 2.0 Approved Programs 3.0 Reimbursement Forms DEV102 Ex 1 Request For Training DEV103 Computer User & Staff Training Activities 1.0 MIS Training And Certification 2.0 MIS/LAN User Training 3.0 E-Mail Training 4.0 Software Applications DEV104 Internet & E-Mail Acceptable Use Activities 1.0 Acceptable Use 2.0 Inappropriate Use 3.0 Internet And E-Mail Etiquette 4.0 Security
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5.0 User Compliance 6.0 Additional Information Resources Forms DEV104 Ex1 Computer And Internet Usage Policy DEV105 Performance Appraisals Activities 1.0 Performance Appraisal Guidelines 2.0 Appraisal Preparation 3.0 Appraisal Discussion 4.0 Salary Adjustments 5.0 Appraisal Conclusion 6.0 Additional Information Resources References A. Pregnancy Discrimination Act B. Title VII Of The Civil Rights Act Of 1964 C. Age Discrimination In Employment Act D. Equal Pay Act E. Americans With Disabilities Act F. The Civil Rights Act Of 1991 G. Fair Labor Standards Act (FLSA) Of 1938 Forms DEV105 Ex1 Self Appraisal Form DEV105 Ex2 Performance Appraisal Form DEV106 Employee Discipline Activities 1.0 Introduction To Misconduct 2.0 Responses To Misconduct 2.1 Verbal Warning 2.2 Written Warning 2.3 Suspension 2.4 Termination 3.0 Serious Misconduct 4.0 Very Serious Misconduct 5.0 Inexcusable Misconduct 6.0 Misconduct Investigations References A. Fair Credit Reporting Act (FCRA) Forms DEV106 Ex1 Disciplinary Notice 440 Compliance Procedures ................................................................Section 8 CMP101 Workplace Safety Activities 1.0 Worksite Analysis
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2.0

Hazard Prevention And Control 2.1 Safe Work Procedures 2.2 Protective Equipment 2.3 Fire Prevention 3.0 Hazard Communication Program 4.0 Medical Emergencies 5.0 Workplace Safety Training 6.0 Reporting And Record Keeping 7.0 Additional Information Resources Forms CMP101 Ex1 Safety Suggestion Sheet CMP101 Ex2 Workplace Safety Self-Inspection Checklist CMP101 Ex3 Workplace Safety Action Plan CMP101 Ex4 Workplace Safety Rules CMP101 Ex5 Index of Hazardous Chemicals & MSDS CMP101 PDF Material Safety Data Sheet (Form 174) CMP101 PDF Injuries and Illness Log (Form 300) CMP101 PDF Summary of Injuries and Illness (Form 300A) CMP101 PDF Injuries and Illness Incident Report (Form 301) CMP101 PDF Instructions for for OSHA Forms CMP102 Americans With Disabilities Activities 1.0 Background 2.0 Who Is Covered? 3.0 Employment Issues 4.0 Public Accommodations 5.0 Enforcement Of The Act 6.0 Additional Information Resources CMP103 Family And Medical Leave Activities 1.0 Reasons For Taking Leave 2.0 Advance Notice And Medical Certification 3.0 Job Benefits And Protection 4.0 Unlawful Acts 5.0 Enforcement 6.0 Employer Notices 7.0 Additional Information Resources Forms CMP103 Ex 1 Certification Of Healthcare Provider CMP103 Ex 2 Employer Response To Employee Request For Fmla CMP104 Drug Free Workplace Activities 1.0 General 2.0 Prohibitions
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3.0 Authorized Use Of Prescription Medicine 4.0 Drug Awareness Program 5.0 Disciplinary Actions 6.0 Additional Information Resources References A. Drug-Free Workplace Act Of 1988 B. Americans With Disabilities Act CMP105 Health Insurance Portability And Accountability Activities 1.0 Management 1.1 Privacy Standards 1.2 Consumer Control Over Health Information 1.3 Balancing Public Responsibility With Privacy Protections 1.4 Equivalent Requirements For Government Entities 1.5 State Confidentiality Laws 2.0 Medical Records Maintenance 3.0 Medical Records Access 4.0 Additional Information Resources Forms CMP105 HIPAA Authorization Form CMP106 Harassment & Discrimination Activities 1.0 Unacceptable Behavior 2.0 Complaint 3.0 Corrective Measures 4.0 Enforcement 5.0 Additional Information Resources References A. Title VII Of The Civil Rights Act Of 1964 B. Civil Rights Act Of 1991 C. Age Discrimination In Employment (ADEA) Act Of 1967 D. Older Workers Benefit Protection Act (OWBPA) E. Americans With Disabilities Act (ADA) Of 1990 F. Pregnancy Discrimination Act CMP107 Federal Posting Requirements Activities 1.0 Equal Employment Opportunity (EEO) Poster 2.0 Family And Medical Leave Act (FMLA) Poster 3.0 Fair Labor Standards Act (FLSA) Minimum Wage Poster 4.0 Notice To Workers With Disabilities/Special Minimum Wage Poster 5.0 Employee Polygraph Protection Act (EPPA) Poster 6.0 Davis-Bacon Poster (Government Construction) 7.0 Walsh-Healey Poster (Service Contract Act) 8.0 Occupational Safety And Health Act (OSHA) Poster
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Forms CMP107 PDF Equal Employment Opportunity Poster CMP107 PDF Family Medical Leave Act Poster (WH-1420) CMP107 PDF Fair Labor Standards Act Poster (WH-1088) CMP107 PDF Notice to Workers with Disabilities/Special Minimum Wage Poster (WH-1284) CMP107 PDF Employee Polygraph Protection Act Poster (WH-1462) CMP107 PDF Davis-Bacon Poster (WH-1321) CMP107 PDF Walsh-Healey Poster (WH-1313) CMP107 PDF Occupational Safety and Health Act Poster (OSHA 3165) CMP108 Equal Employment Opportunity Activities 1.0 EEO Posting Requirements 2.0 EEO-1 Reports 3.0 VETS-100 Report References A. Employer Information Eeo-1 Survey Form 100 B. Title VII, Civil Rights Act Of 1964 C. Vietnam Era Veterans' Readjustment Assistance Act D. Executive Order 11246 Forms CMP108 PDF EEO-1 Report CMP108 PDF VETS-100 Report 500 Job Descriptions Section ............................................................. Section 9 APPENDIX 2 SAMPLE JOB DESCRIPTIONS...............................................................27 Accounting Manager....................................................................................................29 Accounts Payable Clerk ...............................................................................................31 Accounts Receivable Clerk ..........................................................................................33 Administrative Assistant ..............................................................................................35 Broadcast Technician ...................................................................................................37 Carpenter ......................................................................................................................39 Carpentry Supervisor ...................................................................................................41 Cement Mason .............................................................................................................43 Civil Engineer ..............................................................................................................45 Controller .....................................................................................................................47 Credit Manager ............................................................................................................49 Customer Service Manager ..........................................................................................51 Data Processing Technician .........................................................................................53 Computer Programmer.................................................................................................55 Director Sponsorship Marketing ..................................................................................57 Director Of Quality Assurance ....................................................................................59
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Drafter/Graphic Illustrator ...........................................................................................61 Electrician ....................................................................................................................63 Engineering Manager ...................................................................................................65 Field Sales Representative ...........................................................................................67 Fund Raiser ..................................................................................................................69 Grants Coordinator.......................................................................................................71 General Accounting Manager ......................................................................................73 Health Services Administrator .....................................................................................75 Human Resources Manager .........................................................................................77 Industrial Engineer .......................................................................................................79 Internet Marketing Manager ........................................................................................81 Insurance Agent ...........................................................................................................83 Insurance Claims Representative .................................................................................85 Insurance Claims Supervisor .......................................................................................87 Laboratory Technician .................................................................................................89 Machinist......................................................................................................................91 Marketing Coordinator.................................................................................................93 Marketing Researcher ..................................................................................................95 Mechanic ......................................................................................................................97 Mechanical Engineer ...................................................................................................99 Media Specialist .........................................................................................................101 Medical Assistant .......................................................................................................103 Medical Record Administrator ..................................................................................105 Nurse ..........................................................................................................................107 Office Manager ..........................................................................................................109 Packaging Engineer ...................................................................................................111 Physician Assistant ....................................................................................................113 President .....................................................................................................................115 Product Development Assistant .................................................................................117 Project Manager .........................................................................................................119 Production Manager ...................................................................................................121 Purchasing Manager...................................................................................................123 Quality Control Manager ...........................................................................................125 Radio And Television Announcer .............................................................................127 Receptionist................................................................................................................129 Respiratory Therapist .................................................................................................131 Restaurant Manager ...................................................................................................133 Retail Manager ...........................................................................................................135
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Sales Manager ............................................................................................................137 Sales Representative ..................................................................................................139 Sales Order Clerk .......................................................................................................141 Shipping & Receiving Clerk ......................................................................................143 Sound Technician.......................................................................................................145 Stock Clerk.................................................................................................................147 Telemarketing ............................................................................................................149 Vice President Of Finance And Administration ........................................................151 Vice President Sales And Marketing .........................................................................153 Webmaster .................................................................................................................155 510 Sample Employee Handbook ..................................................... Section 10 Section 1: Introduction .........................................................................................................7 Section 2: Employment .....................................................................................................17 Section 3: Compensation & Benefits .................................................................................23 Section 4: Employee Responsibilities................................................................................35 Employee Handbook Forms ..............................................................................................49 600 Index ............................................................................................ Section 11 700 Index ............................................................................................ Section 12

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SOP # Revision: Effective Date:

Prepared Approved

by: by:

Title: HRG103 EMPLOYMENT APPLICATIONS

Policy: Purpose: Scope: The Company is an Equal Opportunity Employer that strives to match the best applicant to each available job opening. To collect standard applicant information that provides a fair and equal foundation to make hiring decisions. These procedures apply to all existing and potential company employees. The HR Manager is responsible for administrating the application process and then tabulating and distributing all compliance information. Definitions: Consumer Report. A report prepared by a Consumer Reporting Agency. This report contains information about a persons personal and credit characteristics, character, general reputation, and lifestyle.

Responsibilities:

Procedure: 1.0 1.1 APPLICATION FOR EMPLOYMENT All candidates for employment must fully complete, date and sign the standard Company Employment Application (HRG103 Ex1 EMPLOYMENT APPLICATION). A resume may be accepted in addition to the employment application. The form should be completed in detail and signed by the applicant. The company may investigate any portion of the requested information and may deny or later terminate the employment of anyone giving false or incomplete information. It is essential that all applicants sign their employment application. The signature provides specific protection for the company on several important terms and conditions. The completed application and resume should be made part of the personnel file (see ADM101 PERSONNEL RECORDS) of those applicants accepted for employment. Applications from applicants not selected for available openings should be maintained in an applicant file by the HR Manager for one (1) year and reviewed as suitable openings occur. INFORMATION Complete contact information is required for most parts of the application in order to verify the applicants credentials during the background investigation.

1.2

1.3

1.4

2.0 APPLICATION

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2.1 PERSONAL

INFORMATION

The application should include their name along with complete contact information including: mailing address, home and business phone numbers, and email. 2.2 EMPLOYMENT INTEREST

The Applicant should list the position applied for and possible start date for employment. 2.3 EDUCATION & TRAINING Complete contact information is required in order to verify the applicants credentials during the background investigation. Most positions require a minimum of a high school education. 2.4 EMPLOYMENT HISTORY

Complete contact information is required in order to verify the applicants credentials during the background investigation. If the applicant has little work experience then list part-time jobs, volunteer work, or training classes taken instead of experience. 2.5 MILITARY SERVICE RECORD

Complete contact information is required in order to verify the applicants credentials during the background investigation. 2.6 REFERENCES The application should include the name, position, complete mailing address, and work and home phone numbers of at least three references, such as prior supervisors, who have first hand knowledge of the candidates professional preparation and competence. References from relatives are not acceptable. 3.0 COMPLIANCE 3.1 INFORMATION

In order for the company to comply with federal government regulations regarding affirmative action requirements of section 503 of the Rehabilitation Act of 1973 to employ people without discrimination, it is necessary for the company to compile and maintain detailed information on each formal candidate for employment and those who are hired. This information may include the candidate or employee's sex, race, handicap status and veteran's status including service during the Vietnam Era to satisfy the section 503 affirmative action requirements. Once this data is collected, then the HRG103 Ex2 EMPLOYMENT APPLICATION SUPPLEMENT should be detached and kept as a separate, confidential record, apart from regular personnel records.

3.2

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NOTE: A pre-employment inquiry about a disability is allowed if required by another Federal law or regulation such as those applicable to disabled veterans and veterans of the Vietnam era. Pre-employment inquiries about disabilities may be necessary under such laws to identify applicants or clients with disabilities in order to provide them with required special services. 3.2.1 4.0 At the end of each year, the HR Manager should compile and tabulate the data collected to determine the diversity of the applicant pool versus those hired. ADDITIONAL INFORMATION RESOURCES More information is available from the following resources: Answers to Commonly Asked Questions About the Fair Credit Reporting Act (FCRA) http://www.gcwf.com/articles/elu/elu6_99_1.html Avoiding Liability When Responding To Job Reference Requests http://www.reinhartlaw.com/Articles/lab/jobref.htm Issues and Trends in Employment References and Defamation http://www.ljx.com/practice/laboremployment/0606deflab.html Complete text of the Fair Credit Reporting Act www.ftc.gov/os/statutes/fcra.htm California Investigative Consumer Reporting Agencies Act, California Civil Code 1786, http://www.privacy.ca.gov/code/ccra.htm References: A. Fair Credit Reporting Act (FCRA) The FCRA is designed to promote accuracy and ensure the privacy of the information used in consumer reports and to guarantee that the information supplied by consumer reporting agencies is as accurate as possible. Amendments, which went into effect September 30, 1997, expanded employer responsibilities to ensure: (1) That individuals are aware that consumer reports may be used for employment purposes and agree to such use, and (2) That individuals are notified promptly if information in a consumer report may result in a negative employment or credit granting decision. B. State Credit Reporting Acts The Federal Fair Credit Reporting Act (FCRA) sets national standards for employment screening. Many states have additional laws, such as Californias Investigative Consumer Reporting Agencies Act (Civil Code 1786) and the California Consumer Credit Reporting Agency Act (Civil Code 1785). In addition, many state labor laws and employment guidelines limit the information obtainable in an employment background check.

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C.

AMERICANS WITH DISABILITIES ACT (ADA) OF 1990 The Americans with Disabilities Act gives civil rights protections to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion. It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, State and local government services, and telecommunications. The title I employment provisions apply to private employers with 15 or more employees, State and local governments, employment agencies, and labor unions. The ADA prohibits discrimination in all employment practices, including job application procedures, hiring, firing, advancement, compensation, training, and other terms, conditions, and privileges of employment. It applies to recruitment, advertising, tenure, layoff, leave, fringe benefits, and all other employmentrelated activities.

D.

Section 503 of the Rehabilitation Act of 1973 Federal contractors and subcontractors who are covered by the affirmative action requirements of section 503 of the Rehabilitation Act of 1973 may invite individuals with disabilities to identify themselves on a job application form or by other pre-employment inquiry, to satisfy the section 503 affirmative action requirements. Employers who request such information must observe section 503 requirements regarding the manner in which such information is requested and used, and the procedures for maintaining such information as a separate, confidential record, apart from regular personnel records. A pre-employment inquiry about a disability is allowed if required by another Federal law or regulation such as those applicable to disabled veterans and veterans of the Vietnam era. Pre-employment inquiries about disabilities may be necessary under such laws to identify applicants or clients with disabilities in order to provide them with required special services.

E.

Executive Order 11246 Applies to federal contractors and requires the preparation of affirmative action plans. Affirmative action plans must be updated annually and retained for two years along with all applications and other personnel records that form the basis of the companys employment decisions. Generally, personnel and employment records must be retained for two years.

F.

CIVIL RIGHTS ACTs TITLE VII OF THE CIVIL RIGHTS ACT of 1964, as amended, prohibits employers from discriminating against individuals on the basis of race, color, sex, national origin or religion with respect to hiring, discharge, compensation, promotion, classification, training, or other terms, conditions, and privileges of

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employment. Sexual harassment is considered a form of discrimination based on sex, and is therefore covered under Title VII. The CIVIL RIGHTS ACT OF 1991 adds compensatory and punitive damages, up to a total of $300,000, to the available remedies when employers are found to have engaged in intentional unlawful discrimination as prohibited by the Civil Rights Act of 1964, the Americans with Disabilities Act, or the Vocational Rehabilitation Act of 1973. THE CIVIL RIGHTS ACT OF 1991 also prohibits employers from adjusting the scores of employment-related tests, or using different cut-off scores, or otherwise altering test results, on the basis of race, color, religion, sex, or national origin. G. UNIFORM GUIDELINES ON EMPLOYEE SELECTION PROCEDURES (1978) The Uniform Guidelines on Employee Selection Procedures are regulations originally developed by the Federal government for use in the enforcement of civil rights legislation. The Uniform Guidelines require that employers demonstrate the validity of any procedure, process, or examination that tests, screens, or otherwise impacts an individual's ability to obtain or retain employment or to advance in that organization. The use of any selection procedure that has an adverse impact on the hiring, promotion, or other employment opportunities of persons in under represented classes is considered discriminatory unless the procedure has been validated in accordance with these Guidelines. When the selection rate for any underutilized group is less than 4/5ths (80%) of the rate of the group that has the highest selection rate, the selection procedure is considered to have adverse impact on that group, and a prima facie case of discrimination will have been established. For example: If the selection rate for white applicants in an employment examination is 100 out of 500 (20%), a selection rate less than 16% (80% of 20%) of applicants from any under represented group would constitute adverse impact. If adverse impact is found, the employer should prove the validity of its procedures using professional standards from the field of testing and measurement as outlined in the Uniform Guidelines. The importance of appropriate, job-related recruitment, selection, promotion, placement, training and retention decision-making procedures cannot be overstated. This requires careful scrutiny of the decision-making process used in all personnel actions. Staffing patterns should be monitored to identify under represented groups at all levels in The Company's work force. When disparities exist, special strategies may then be initiated to identify and recruit individuals from under represented groups. Human Resources is available for consultation with managers regarding any aspect of personnel assessment.
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H.

AGE DISCRIMINATION IN EMPLOYMENT (ADEA) ACT OF 1967 The ADEA prohibits discrimination against persons aged 40 and over on the basis of age with regard to hiring, discharge, compensation or other terms of employment. The ADEA is enforced by the EEOC.

Revision History: `Revision 0 05/02/03 Date Description of changes Initial Release Requested By

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HRG103 Ex1 EMPLOYMENT APPLICATION

Application Date: This company is an equal opportunity employer and will not discriminate in the hiring process because of sex, religion, race, color, age, national origin, or disabilities.

PERSONAL INFORMATION
Last Name Street Address City, State, Zip Are you 18 years of age or older? Yes No E-mail First Middle Social Security No. Home Phone ( ( ) ) Business Phone Are you legally eligible for employment in the U.S? Yes No

EMPLOYMENT INTEREST
Position: ______________________________________ Date you can start? Salary Desired: ___________ Can you work overtime if necessary? Yes No

Have you ever applied for employment with this company before? Yes No If yes, when

EDUCATION AND TRAINING

School High Trade or Business College Graduate Other License or Certificate Training Other Special Training Name and Location of School Course of Study No. Years Completed Did you Graduate? Yes No Yes No Yes No Yes No Yes No Yes No Degree or Diploma

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EMPLOYMENT HISTORY
(list below last three employers, starting with last one first) Company Name Employed (Mo and Year) From To Address and Telephone State Job Title and Describe Your Work Pay or Salary Reason for Leaving

Company Name Address and Telephone State Job Title and Describe Your Work

Employed (Mo and Year) From To Pay or Salary Reason for Leaving

Company Name Address and Telephone State Job Title and Describe Your Work

Employed (Mo and Year) From To Pay or Salary Reason for Leaving

Have you served in the U.S. Armed Forces? Date of Entry Date of Discharge

MILITARY SERVICE RECORD

Yes No Branch of Service Final Rank

Indicate service school attended or special training received

REFERENCES

Name & Address

(Do not list Relatives or Former Employers)

Telephone Years Known

Occupation

CERTIFICATE OF APPLICANT
I HEREBY ATTEST that all statements made in this application are true and correct to the best of my knowledge. I understand and agree that any deception, fraud or my providing false or misleading statements of material facts in this application or examination process may cause the forfeiture of all rights to any employment or immediate termination if discovered after starting employment. Signature of Applicant _______________________________________________ ______________________________________________________________________________________ Sample Package Page 25 of 26

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HRG103 Ex2 EMPLOYMENT APPLICATION SUPPLEMENT

This information is needed for statistical purposes to meet Federal Affirmative Action reporting requirements on Equal Employment Opportunity. Your participation in this survey is voluntary and your replies will be kept confidential. This survey will be detached from the application form prior to review of your qualifications. 1. POSITION APPLYING FOR: ________________________________ 2. SEX: 3. AGE: Male Under 20 Female 20-39 40-65 66 and over

4. ETHNIC BACKGROUND: Please review all categories listed below. Determine the category, which you believe best represents your ethnic background. Check one category only. A. B. C. White, Non-Hispanic - A U.S. Citizen having origins in any of the original peoples of Europe, North Africa, or the Middle East. Hispanic - A U.S. Citizen of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race. Asian - Includes Chinese, Japanese, Korean, Filipino, Burmese, Thais, Vietnamese, Pacific Islanders, and others from Asia.

D. Black (African-American) - A U.S. Citizen having origins in any of the Black racial groups of Africa. Non-Hispanic. E. F. American Indian - Includes Alaskan and other Native Americans. OTHER - Check here if you are uncertain of the category to which you belong and enter either: 1. Specific ethnic descent: _________________________________ 2. Mixture of ethnic descent: _______________________________ 5. Did you serve in the US armed forces during the Vietnam Era*? 6. Are you a Disabled Veteran? 6. Do you have a Disability? Yes Yes Yes No No No

*Active duty for 180 consecutive days between 5 Aug, 1964, and 7 May 1975.

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