Skip to content

HR Compliance Review – HR Documents

HR Compliance Review – HR Documents

Completion of this form will provide Horizon HR with an overview of the HR documents, policies and procedures your organisation currently has in place. This will assist our office when preparing a HR Document Compliance Review for your organisation.

Employer Name

Privacy Policies – General Data Protection Regulation (GDPR)

Employers are required to have a GDPR compliant Privacy Policy in place, and issue a Privacy Notice to both job applicants and employees before collecting and processing their personal data.

 

Please confirm if there is a Privacy Policy in place for each of the following:

Job Applicants
Employees

Employment Contracts (Statements of Terms of Employment)

 

Please confirm details of employee Contracts (Statements of Terms of Employment):

Are ‘Core Terms of Employment’ issued in writing to employees within 5 days of starting employment?
Are contracts (Statements of Terms of Employment) issued to employees within 1 month of starting employment?
Have contracts (Statement of Terms of Employment) outlining terms and conditions of employment been issued to ALL current employees?
Are contracts regularly reviewed & updated to reflect changes in terms and conditions and employment law?
Are copies of signed employee contracts retained securely on file?

Employment Contract Types

Please confirm the types of contract currently in place (or that may be required).

Permanent Contracts

(Permanent contract: Provides continunous employment without a pre-set end date, offering steady and consistent terms of employment.)

Currently in place?
Tick if required

Temporary Contracts

(Temporary contract: Provides non-permanent employment for a limited period, and can be renewed if both employer and employee agree.)

Currently in place?
Tick if required

Fixed Term Contracts

(Fixed term contract: Provides employment with a pre-set end date, frequently used for contracts linked to a specific project, season or temporary need.)

Currently in place?
Tick if required
Have any current Fixed term employment contracts been renewed for four years, or more?

Rolling Contracts

(Rolling contract: Provides for a continuous contract renewal at the end of each set term, providing continuing employment, with a level of flexibility for both employer and employee.)

Currently in place?
Tick if required

Casual Contracts

(Casual contract: Provides employment without fixed hours or regular commitment, frequently used on an ad-hoc basis, offering flexibility for both employers and employees. )

Currently in place?
Tick if required

Zero-Hours Contracts

(Zero-hours contract: Provided where an employee is required to be available for work for a certain number of hours a week, or when required, or both, but is not guaranteed a set number of hours. Zero-hours contracts are now banned in most cases, except for work of a casual nature, work done in emergency situations or short-term relief to cover routine absenses. )

Currently in place?
Tick if required
Have Zero hours Contract(s) been updated in line with The Employment Misc. Provisions Act 2018?

Banded Hours Contracts

(Banded Hours Contract: Provided following an employee request to be placed on a particular band of hours, which are based on an average of hours worked by the employee for the previous 12 months. The employer must for the following 12 months, provide the employee with working hours that on average, fall within that band. )

Currently in place?
Tick if required
Have Banded Hours Contract(s) been updated in line with The Employment Misc. Provisions Act 2018?

Apprentice Contracts

(Apprentice Contract: Provides employment and training to apprentices for the duration of their apprenticeship.)

Currently in place?
Tick if required
Are apprenticeships provided as part of the National Apprenticeship Scheme?

Remote/Hybrid Working Contracts

(Remote / Hybrid Working Contract: Provides employment to employees who work some or all of their working hours from a remote or home location, away from the employer base.)

Currently in place?
Tick if required
Have Remote / Hybrid Worker Contracts been updated to reflect the current terms and conditions?

Employee Handbook

Please confirm details of the Employee Handbook (If applicable)

Is an Employee Handbook currently in place for the organisation?
Is the Employee Handbook regularly updated with changes to employment law and work practices?
Has the Employee Handbook been issued to all current employees?

HR Policies & Procedures

Please confirm if the following HR Policies and Procedures are currently in place:

Probationary Policy & Procedure

The Probationary Policy: Should clearly confirm; the length of the employee probationary period, the process to extend the probation (if required), outline how performance, capability, and conduct evaluations will be determined, and how any limits on employee benefits or disciplinary procedures may apply during this period.

Currently in place?

Annual Leave & Public Holidays Policy & Procedure

The Annual Leave and Public Holiday Policy and Procedure: Should clearly explain to both managers and employees; how annual leave will be managed, how employee leave entitlements will be calculated, as well as the notification requirements for employees when requesting annual leave.

Currently in place?

Absence and Sick Leave Policy & Procedure

The Absence and Sick Leave Policy and Procedure: Should clearly explain to both managers and employees; how absence and sick leave will be managed, reported, recorded, and monitored. The medical certification requirements and referral procedures, should be clearly outlined, along with confirmation of sick pay (incl. statutory) arrangements, and return to work procedures.

Currently in place?

Family Leave (Maternity, Adoption, Paternity & Parental) Policy & Procedures

The Family Leave Policies and Procedures: Should clearly explain to both managers and employers; Confirmation of the statutory family leave entitlements for employees, plus details of any additional family leave benefits, provided by the employer. It should also include the notification requirements for employees requesting family leave, and details of how family leave requests will be managed and recorded.

Currently in place?

Carer’s Leave Policy & Procedures

The Carer’s Leave Policy & Procedure: Should clearly explain to both managers and employees; an employee’s statutory entitlement to request unpaid Carer’s Leave to care for a person in need of full-time care, details of the notification requirements for employees requesting Carer’s Leave, plus details of Carer’s Benefit available to employees.

Currently in place?

Driving For Work Policy & Procedures

The Driving For Work Policy & Procedures: Where employees are required to drive as part of their work duties, this policy should clearly explain to both managers and employees; the employer’s policy on driving for work, including driver, vehicle, and journey management, along with incident reporting requirements and procedures.

Currently in place?

Grievance and Disciplinary Policy & Procedures

The Grievance and Disciplinary Policy and Procedure: Should clearly detail the fair and reasonable procedures (both informal and formal) which will allow employees to raise grievances with management, and (when required) for management to take disciplinary action against an employee, up to and including dismissal. The procedures should be in accordance with the WRC Code of Practice on Discipline and Grievance Procedures (SI No. 146 of 2000).

Currently in place?
Do the Grievance and Disciplinary Policy & Procedures follow the recommended Workplace Relations Commission (WRC) Code of Practice?
Is the Grievance and Disciplinary Policy and Procedure issued to employees within 28 days of starting employment?

Health and Safety Policy & Procedures

A Health and Safety Policy: Is an employer declaration from senior management giving a commitment to ensure that the workplace is as safe and healthy as reasonably practicable and that all relevant statutory requirements will be complied with and provides a framework for managing safety and health.

Currently in place?

Anti-Bullying Policy & Procedures

The Anti-Bullying Policy and Procedures: Should clearly explain to both managers and employees; the employer commitment to dignity in the workplace, a clear definition of bullying, and the procedure for managing complaints, both informally and formally. The policy should be in accordance with the Health and Safety Authority Code of Practice on the Prevention and Resolution of Bullying at Work, and the Workplace Relations Commission Code of Practice Detailing Procedures for Addressing Bullying in the Workplace.

Currently in place?
Does the Anti-Bullying Policy & Procedure follow the recommended Health and Safety Authority and WRC Codes of Practice?

Equality, Diversity and Inclusion Policy & Procedures

Equality, Diversity and Inclusion Policy: Outlines the employer’s equal opportunities policy, and commitment to providing a safe and secure working environment free from, discrimination, harassment (including sexual harassment) and bullying, where all employees will be treated with dignity and respect. Should also include guidance on the procedure for employees to raise complaints.

Currently in place?
Is the Equality, Diversity and Inclusion Policy in accordance with the requirements of the Employment Equality and Equal Status Acts?

Performance Management Policy & Procedures

Performance Management Policy: Should clearly outline to managers and employees how the organisation will monitor, review and appraise employee performance.

Currently in place?

Training and Development Policy & Procedures

Training and Development Policy: Should clearly outline to managers and employees, management programmes to enhance employee skills and knowledge, promoting career growth and satisfaction.

Currently in Place?

Flexible and Remote Working Policy & Procedures

The Flexible and Remote Working Policy & Proecedures: Should clearly explain to both managers and employees; employees’ statutory rights to request flexible and remote working, and the management procedures in place to handle such requests. The policy should be in accordance with the WRC Code of Practice for Employers and Employees on the Right to Request Flexible Working and the Right to Request Remote Working.

Currently in place?
Does the Flexible and Remote Working Policy & Procedure follow the recommended WRC Code of Practice?

The Right To Disconnect Policy & Procedures

The Right to Disconnect Policy and Procedure: Should clearly set out the policy on employee’s right to disengage from work and refrain from engaging in work-related electronic communications, such as emails, telephone calls or other messages, outside normal hours, and the procedure for raising concrns. The policy should be in accordance with the WRC Code of Practice on the Right to Disconnect.

Currently in place?
Does The Right To Disconect Policy & Procedure follow the recommended WRC Code of Practice?

Pension Policy & Procedure

Pension Policy & Procedure: Should comply with the Pensions Act by offering an appropriate pension scheme (if applicable) and providing necessary information to employees.

Currently in place?

Lay-Off / Short-Time Working Policy & Procedures

Lay-Off / Short-Time Working Policy and Procedure: This policy should clearly outline to managers and employees; the process for laying-off staff, or placing employees on short-time work when a business has no work available or cannot afford to continue paying workers, and should be in accordance with the Employment Equality Act (2015) and the Redundancy Payments Act (1967).

Currently in place?

Redundancy Policy & Procedure

Redundancy Policy & Procedure: Should clearly outline a fair and consistent redundancy process, should it be required, which, if implemented should avoid the risk of unfair dismissal or discrimination claims.

Currently in place?

Retirement Policy & Procedure

Employers are obliged to have ‘objective justifcation’ for having a contractual set retirement age for employees. Care must also be taken to avoid any claims for age discrimination. A Retirement Policy should clearly outline the process for managers when handling an employees pending retirement, and include consideration of any employee requests to work beyond the retirement age.

Currently in place?

Whistleblowing Policy & Procedure

Whistleblowing Policy & Procedure: Outlines the process for a worker to confidentially report any unethical behaviour or wrongdoing within the organisation.

Currently in place?

Issue of HR Policies and Procedures

Have the HR Policies and Procedures currently in place been issued to all employees?

HR Issues within the Previous 12 Months

Please confirm if there been HR issues regarding any of the following, during the previous 12 months.

Employee Grievance Issues

Have there been any employee grievance issues within the previous 12 months?
Have written records been maintained in regard to the handling of the employee grievances within the previous 12 months?
Have the employee grievance issues been fully resolved?

Employee Disciplinary Issues

Have there been any employee disciplinary issues?
Have written records been maintained in regard to the handling of employee disciplinary procedures?
Have the employee disciplinary issues been fully resolved?

Employee Dismissal Issues

Have there been any employee dismissal issues during the previous 12 months?
Have written records been maintained in regard to the handling of employee dismissal procedures?
Have the employees dismissal procedures been fully completed?

Other HR Issues (during the previous 12 months).

Have there been any other HR issues during the previous 12 months?
Have written records been maintained in regard to other employee HR issues?
Have any other employee HR issues been fully resolved?

Please outline details of the other unresolved HR issue below. (N.B. respecting employee confidentiality)

plus1 Add Additional HR Issue minus1 Remove

Submitter Details

I confirm that the HR document details provided above are correct.
Scroll To Top