A well-written clear personnel manual contributes to positive staff morale and prevents the kind of procedural ambiguity that often leads to problems. By comparing personnel manuals from well-managed nonprofits, an organization can distill those elements it considers most important before putting together its own. Here is a sample list of items to include:
- Foreword – A brief description of the organization, its philosophy, purposes and programs.
- Employment
- 2.1. Basic Policies
- 2.2. Hiring Procedures
- 2.3. Interim (Probationary) Period
- 2.4. Types of Employment (Full time, Part time, Temporary)
- 2.5. Maintenance of Personnel Records
- Working Hours and Conditions
- 3.1. Office Hours
- 3.2. Flexible Time
- 3.3. Overtime/Compensatory Time
- 3.4. Absence Reports
- Salaries and Wages
- 4.1. Salary Structure through Job Classification
- 4.2. Paydays
- 4.3. Deductions
- 4.4. Raises (Merit and Cost of Living)
- Employee Benefits
- 5.1. Leaves and Absences
- 5.1.1. Vacation
- 5.1.2. Holidays
- 5.1.3. Sick Days
- 5.1.4. Personal Days
- 5.1.5. Maternity Leave
- 5.1.6. Paternity Leave
- 5.1.7. Leave of Absence
- 5.1.8. Other Excused Absences
- 5.2. Insurance
- 5.2.1. Social Security
- 5.2.2. Medical Insurance
- 5.2.3. Life Insurance
- 5.2.4. Disability Insurance
- 5.2.5. Unemployment Insurance
- 5.2.6. Workman’s Compensation
- General Policies and Procedures
- 6.1. Outside Work
- 6.2. Promotions
- 6.3. Office Closing
- 6.4. Telephone
- 6.5. Travel
- 6.6. Personal Property
- General Office Practices and Procedures
- 7.1. Office Coverage
- 7.2. Smoking
- 7.3. Use and Care of Equipment
- Performance and Salary Review
- 8.1. Timing
- 8.2. Procedure
- 8.3. Considerations
- Problems and Grievances
- 9.1. Procedure
- 9.2. Suggestions/Warnings
- Termination
- 10.1. Resignation
- 10.2. Retirement
- 10.3. Release
- 10.4. Discharge
- 10.5. Final Pay
- Organizational Chart
- Salary Ranges by Position
- Conflict of Interest Policies
- Personnel Evaluation and Review Procedure
Note: Job descriptions are generally not included in the personnel manual.
Personnel manuals are only useful if they are kept up-to-date. Like job descriptions, they should be reviewed at least annually by the executive director (with help from a trustee, if appropriate).
Source: Barbara Huberman, Advocates for Youth, 2009.
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