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CONTRACTS & AGREEMENTS KIT |
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| Offer Form | Ensures that all information about a candidate and position is consistently collected, summarized, and approved so that HR has the information they need to process an employment offer and agreement. Keywords: approve hire, approval to hire |
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Specifies the terms and conditions of the relationship between your company and an employee. |
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Specifies the terms and conditions of the relationship between your company and a contractor or consultant who is not an employee. |
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| Averaging Agreement | Contractual agreement between an employee and your company that allows you to bypass overtime rates by averaging the employee’s hours of work over a period of 1, 2, 3, or 4 weeks, depending on the Province of employment. |
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Robust formal agreement used to set expectations for remote employees who work outside your company's premises. |
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Termination release and options for termination letters including lay-off, without prejudice, termination with cause, termination without cause, recall notice, termination after lay-off period. A release is signed by employee to protect your company from the risk of future legal action. |
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Calculates termination payments and all associated costs and outlines the authorization process for managers. |
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Protects business interests in situations where confidential information may be shared during exploratory discussions with prospective candidates. Robust language around non-disclosure policy can be found in the Staff Policies section of any employee handbook. See Policies Search. |
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Email script used to obtain reference provider names and written consent from candidates to conduct reference checks. |
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Agreement for reimbursement terms and conditions by employee embarking on a training initiative that exceeds a company-determined cost ceiling. |
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Agreement used when a manager needs to delegate work that may require access to sensitive or confidential information. |
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Includes clear protocols to be followed by front office & reception services. Used to educate staff on the protocol & service levels required for performing front desk & reception duties, and to obtain signed confirmation of their understanding. |
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| EMPLOYEE MANUAL KIT | |
Once you've reviewed the policies included in the Employee Manual templates, we invite you to learn more about the Employee Manual Kit. |
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Staff Policies Agreement (Employee Manual Acknowledgement Form) Unfortunately, employee manuals are excluded from free downloads. |
Signed by staff acknowledging that they've read, understood, and will adhere to your conduct policies. Keywords: sign-off form, signed acknowledgment |
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JOB DESCRIPTIONS KIT |
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| Pre-written job descriptions, consistently structured, formatted and written, that are common to most small businesses. | |
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Written statement of duties, responsibilities, success factors and qualifications associated with a position. |
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| Accountant job description |
Responsible for day-to-day operations of the Accounting department with an emphasis on financial reporting and compliance. |
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Accounting Clerk job description |
Responsible for clerical and administrative accounting duties. General tasks include assisting with reporting, bookkeeping, research and resolving discrepancies. |
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Controller job description |
Responsible for managing part or all of the Finance or Accounting department. |
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Office Manager job description |
Organizes and coordinates office and facilities administration and procedures for day-to-day operations. |
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Administrative Assistant job description |
Provides administrative support to a manager or department. |
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Receptionist job description |
Provides administrative support and responsible for reception, greeting and phone duties. |
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Internal Help Desk Technician job description |
Troubleshoots and resolves hardware, software and other computer systems related issues. |
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IT Manager job description |
Responsible for researching, advising, and implementing IT initiatives. |
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HR Coordinator job description |
Supports HR Manager and responsible for operational and administrative HR, benefits, payroll. |
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HR Manager job description |
Recommends, creates and administers Human Resources best practices, services, and programs. |
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Recruiting Manager job description |
Sources, interviews and hires staff. |
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Health & Safety Manager job description |
Functional responsibilities for OHS initiatives. |
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Sales Representative | Account Manager job description |
Prospects and closes sales and key liaison and representative for the customer relationship. |
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Sales Manager | Director | VP job description |
Maximizes sales results from sales team or geographic area. |
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Customer Service Representative (CSR) job description |
Acts as liaison between the business and its customers or clients. |
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Technical Customer Support Specialist job description |
Provides technical support to customers. |
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Customer Service Manager job description |
Provides leadership and manages Customer Service team. |
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Graphic Designer job description |
Creates and edits visual elements. |
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Marketing Coordinator job description |
Supports the marketing team. |
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Product Manager job description |
Product expert who owns the product experience. |
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Marketing Manager | Director job description |
Leads and manages the Marketing department. |
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CEO - Chief Executive Officer job description |
Leads the organization. |
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COO - Chief Operating Officer job description |
Responsible for company operations. |
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CFO - Chief Financial Officer job description |
Leads the finance department. |
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CIO - Chief Information Officer job description |
Maximizes business value through technology. |
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CTO - Chief Technology Officer job description |
Leads the departments responsible for developing technology-related products. |
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CMO - Chief Marketing Officer job description |
Leads the Marketing department. Keywords: marketing strategy, marketing plan, strategic marketing |
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CHRO - Chief Human Resources Officer job description |
Leads the HR or Human Resources department. |
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OPEN & ADVERTISE A POSITION KIT |
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Process Guide for Managers - Opening & Advertising a Position |
Step-by-step processes for stage 1 of the recruiting & hiring process. Tells staff who's responsible for each step, and provides point-and-click access to other HR Toolkit documents used in the process. |
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Summarizes the details of a budgeted or replacement position that requires final approval before the search begins. |
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Summarizes the business case that justifies adding a new position and incurring unbudgeted expenses. |
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Ensures alternatives have been explored and challenges the status quo and incurring additional headcount costs before opening a new position. For example, does the position need to be an employee? Full time? |
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| Probationary Period Review Form Template | Defines a promoted or transferred employee or new hire's position’s success factors. |
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Job Postings: |
3 versions:
Keywords: job ad, job posting, position ad, position posting |
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Organizes & tracks open & closed positions. |
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Reference guide for deciding when to use external vs. internal recruiting resources to fill a position |
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TRACKING APPLICANTS KIT |
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Step-by-step process for stage 2 of recruiting & hiring process. Tells staff who's responsible for each step, provides point-&-click access to other documents used in the process. |
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Spreadsheet to track all applicants who apply for positions or prospects that you've identified as top talent. |
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Guidelines and recommended procedures for reviewing, shortlisting, or disqualifying job applicants in a consistent manner. |
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Spreadsheet to help managers track, rate and shortlist candidates who have applied for a specific position. |
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Guide for all staff on how to approach and cultivate professional relationships with future employee prospects. |
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INTERVIEWING KIT |
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Step-by-step process for stage 3 of the recruiting and hiring process. It tells staff who's responsible for each step, and provides point-and-click access to other documents used in the process. |
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Interview guide for managers. |
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Creating schedule of interviews and list of participants. |
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Protects the interests of your company in situations where company-confidential information may be shared during exploratory discussions with prospective candidates. |
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Instructions and a script for a conduct agreement between a manager and administrative-level staff who temporarily has access to confidential or sensitive information. |
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Questionnaire for conducting preliminary telephone or web conference screen interviews. |
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Comprehensive list of over 225 categorized example interview questions. |
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Conducting in-person, question and answer (Q & A)-style interviews. |
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Template for conducting in-person, presentation-style interviews where the applicant is asked to prepare to make a presentation. |
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Marketing-style brochure, typically distributed to final-stage interview candidates, that summarizes the benefits of working at your company. |
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Sending regrets to external candidates who will not be proceeding further in the interview process. |
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Sending regrets to internal candidates who will not be proceeding further in the interview process. |
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CHECKING REFERENCES & HIRING KIT |
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| Keywords for this section: reference checks, checking references, employment verification, verifying employment, confirming employment. | |
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Step-by-step process for stage 4 of the recruiting and hiring process/ It tells staff who is responsible for each step, and provides point-and-click access to other documents used in the process. |
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Reference checking guide for managers. |
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Obtain reference provider names and written consent from candidates to conduct reference checks. |
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Comprehensive list of sample reference check questions. |
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Form for checking references consistently for each candidate. |
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Overview of the recruiting and hiring process in your company. |
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PERFORMANCE - PROBATIONARY PERIODS KIT |
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| Keywords for this section: probation review, | |
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Step-by-step process for managers & explains who's responsible for each step. |
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Defines probation period success factors and performance expectations for new hire or transferred employee. |
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Written confirmation of successful completion of a probationary period. |
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Provides formal, written notification of extended probationary period extension. |
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Provides formal, written confirmation of successful completion of a probationary period that had been extended. |
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| Performance Management Kit | |
| Keywords for this section: appraisal, performance evaluation, performance assessment, evaluate performance | |
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Step-by-step processes for the performance review process, tells managers who's responsible for each step, and provides point-and-click access to other documents used in the process. |
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Comprehensive form for conducting formal annual performance reviews. |
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Condensed performance review form for reviews that occur outside the regular annual review cycle. |
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PERFORMANCE IMPROVEMENT PLAN KIT |
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Step-by-step process for the performance improvement plan process, tells staff who's responsible for each step, and provides point-and-click access to other documents used in the process. |
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Form for managers to document and track the Performance Improvement Plan for a direct report. |
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INVOLUNTARY TERMINATIONS KIT |
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| Keywords for this section: fire, firing, letting go, let go, terminating an employee, terminate, sack, can, furlough, ax, axe, discharge, dismissal, dismiss,downsize, cut, cutback, downsizing, | |
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Step-by-step process for conducting an involuntary termination, including who's responsible for each step. It also provides point-and-click access to other documents used in the process. |
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Guide for managers with direct reports. Provides overview information and guidelines regarding all 4 areas of performance management. |
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JOB EVALUATION KIT |
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A spreadsheet that records employee activities during a defined period. When an employee is feeling overworked, provides managers with a tool to understand where an employee is spending their time and determine whether additional headcount is required or if the employee may need to eliminate less value-added work, or requires training. |
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Guide that provides a ‘menu’ of categorized behavioral competencies and success traits. A competency is a skill or quality that an employee needs to have in order to succeed in their role. |
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Form to capture and record the responsibilities and tasks in a position, as well as how to do each one. Ideal for succession planning or knowledge management. |
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Form for creating consistently structured job descriptions. |
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COMPENSATION KIT |
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Spreadsheet used by HR or Managers for calculating a fair rate for an independent contractor or consultant. |
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Spreadsheet used by HR and management to annually review base salaries and determine increases or adjustments. |
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Description of the company incentive plan. |
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Script for a letter to confirm a change in an employee’s salary or position title. |
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Step-by-step process for conducting annual salary reviews, tells staff who's responsible for each step, and provides point-and-click access to other documents used in the process. |
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Form for HR to propose and justify a compensation adjustment for an employee. |
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Spreadsheet used by HR for calculating short-term incentive plan/bonus plan payouts. |
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Spreadsheet used by HR to record, calculate, and report on all staff-related costs. |
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Letter script for HR to deny or postpone a salary increase. |
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Letter script for HR to notify an employee of a bonus or incentive plan payment. |
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Spreadsheet used by HR to calculate the value of total compensation per employee, including base salary, paid time off, statutory remittances, benefits, and additional cash compensation. Used to provide a statement to employees periodically to understand the often misunderstood hidden employee costs incurred by the employer. |
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EMPLOYEE ENGAGEMENT KIT |
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Form for nominating colleagues to receive annual recognition awards. |
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To solicit feedback from employees about their work experience. Can be used to input into survey software. |
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Captures employee feedback and/or question. Can be implemented using survey software. |
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Template for planning and budgeting for annual company social events. |
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TRAINING & DEVELOPMENT KIT |
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For assessing the immediate training needs of new hires, or existing employees transferred or promoted into new positions. |
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For documenting participation in a conference or training activity. |
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For approving staff participation in accredited courses, training, conferences, or other events. |
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Contractual agreement between your company and an employee embarking on a training initiative that exceeds a company-determined cost ceiling. |
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For staff to submit their final marks for accredited courses and receive approval for reimbursement. |
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HR ADMINISTRATION KIT |
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Reference guide for HR staff, used to outline company policy regarding relocation assistance, including eligibility for reimbursements and allowances. |
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Letter script used to confirm a staff member's employment with your company. |
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Provides a structured format for an employee to record their weekly activities, accomplishments, and results and can be used to track productivity - not hours worked. |
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To record the details of, and obtain approval for, a proposed change to an employee’s status. |
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Used for pre-approving employee absences and overtime. |
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For recording employee hours and calculating payroll. Includes timesheets for weekly, bi-weekly, and monthly pay periods. |
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Series of scripts for creating an employee reference letter. |
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| Harassment Complaint Form |
Provides a structured format for an employee to document and submit a grievance concerning inappropriate or illegal misconduct witnessed in the workplace. Keywords: Investigation, incident, violations, claims, bullying, sexual, discriminatory, physical, psychological |
| Employee Data Spreadsheet |
Example template is used to manage and report on employee data. Think of it as one-stop shopping for all your employee information. Keywords: HRIS. H.R.I.S., HR Information system, Excel HRIS, employee database, workforce data, HRIS spreadsheet. |
| New Hire Data Collection Form | A form to collect information from new hires (both contractors and employees). |
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ORIENTATION & ONBOARDING KIT |
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Specifically created for administrators such as IT, office management and facilities staff. Step-by-step process for bringing a new hire on board, and provides those responsible with point-and-click access to the documents needed for each step. |
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Step-by-step process for new hire preparation, tells staff who's responsible for each step, and provides point-and-click access to other documents used in the process. |
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Presentation template used for orientation of new hires. |
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OFFICE ADMINISTRATION KIT |
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For estimating travel costs, obtaining approval prior to travel, and requesting cash advances. |
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Used to document and report on the outcomes of a business trip. |
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For submitting requests for reimbursement of work-related expenses. |
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Guide for managers outlining the budgeting process and guidelines. |
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For planning and documenting formal meetings. |
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For requesting and authorizing an order for staff business cards. |
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Cover page used to ensure consistent use of company brand and standard formatting when sending company faxes. |
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Print-ready 1-page, s-sided application form that allows walk-in applicants to apply for positions in the company. |
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STAFF DEPARTURES KIT |
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List of exit interview questions and accompanying instructions for conducting exit interviews and soliciting feedback from employees who are leaving your company. Can we submitted into online survey software. |
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Describes and assigns the steps to be followed when an employee leaves your company. |
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STAFF DIRECTORY AND ORGANIZATIONAL CHART KIT |
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Helps colleagues learn more about each other. |
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Company directory listing staff names and contact information, with a link to each staff member's personal profile. |
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Company directory listing all company administrative assistants and areas of responsibility, including back-up. |
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Right to Disconnect Policy. HR Toolkit subscribers can access the policy in the employee handbook. Trial users can find a stand alone policy here.
The following templates are not included in the HR Toolkit, but are included with the HR Consulting Kit, a comprehensive kit to set up and maintain your HR consulting practice. The following templates are not eligible for one free download. HR CONSULTING KIT TEMPLATES
Template
Description
Worksheet used by an HR Consultant to budget and track revenue, expenses, and cash flow.
HR Consulting Services Brochure
Brochure/flyer examples used to market and summarize the services provided by an HR Consultant.
Summary of services to be provided to a prospective client by an HR Consultant, typically presented after the initial discovery meeting.
Contractual agreement created specifically for an HR Consultant that establishes terms and conditions for services performed for a client.
Invoice used to list and describe the services provided by an HR Consultant to a client.
Workbook containing 3 spreadsheets, each representing a different type of timesheet. Used to track time and expenses associated with HR consulting services, and may or may not be presented to the client with their invoice.
Print-ready spreadsheet used by HR Consultants to outline the estimated costs and timelines associated with a particular search for a client.
Comprehensive questionnaire with a list of 90 questions presented to the client once the HR Consultant is hired. Provides the HR Consultant with key information about the client and their existing HR processes to help determine project requirements.
Spreadsheet used by the HR Consultant to assign importance categories to HR functions to define client priorities. Categories include: Critical, Important, Recommended, or Optional.
A framework and a menu of HR topics used to create an HR strategy or HR philosophy document. Used to guide and drive HR programs and take the guesswork out of creating consistent HR initiatives.
Workbook that includes spreadsheets HR Consultants can use to record and manage client priorities, and document the status and completion % of each task/project. May also be used to provide the client with details for each billing period.