HR Policy and Procedures Section 4: Sample Forms and Letters Republic of Ireland Rev 1.1 April 2007
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DISCLAIMER This document does not represent legal advice or purport to be a legal interpretation of any legislation or regulation or standard rules. Whilst every effort is made to ensure the information is accurate, responsibility cannot be accepted for any liability incurred or loss suffered as a consequence of relying on any matter published herein. Appropriate professional advice should be taken before acting or refraining from acting on the basis of this document. © Irish League of Credit Unions. No part of this document may be copied without written permission from the Irish League of Credit Unions.
Rev 1.1 April 2007
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TABLE OF CONTENTS Application Form ............................................................................................. 4 Recruitment & Selection Checklist ...................................................................... 7 Job Description Template.................................................................................. 9 Person Specification Template ..........................................................................10 Sample Letter of Invitation to Interview.............................................................11 Sample Regret Letter Following Receipt of Application .........................................12 Sample Regret Letter Following Interview ..........................................................13 Sample Letter of Appointment ..........................................................................14 Interview Summary Score Sheet ......................................................................15 Interview Questionnaire ..................................................................................16 Reference Check Form ....................................................................................18 Permanent Contract: Full or Part-Time Employees...............................................20 Fixed Term Contract: Full or Part-Time Employees ..............................................24 New Hire Information......................................................................................28 Account Details Form ......................................................................................29 Probation Review Form....................................................................................30 Job Chat .......................................................................................................31 Letter Regarding Successful Probationary Period .................................................32 Annual Leave Request Form.............................................................................33 Annual Leave Record Form ..............................................................................34 Sick Leave Record Form ..................................................................................35 Return-to-Work Interview Record Form .............................................................36 Sample Declaration Form: Receipt of New Policy .................................................37 Disciplinary Procedures Forms: Record of Verbal Warning.....................................38 Disciplinary Procedures Forms: Record of First Written Warning ............................39 Disciplinary Procedures Forms: Record of Final Written Warning............................40 Disciplinary Procedures Forms: Summary Dismissal Form ....................................41 Disciplinary Procedures Forms: Record of Suspension ..........................................42 Employee Record Form ...................................................................................43 Record-Keeping Regulations (Form OWT1) .........................................................44 Maternity Leave Checklist ................................................................................48 Parental Leave Request Form: Notice to Employer...............................................49 Parental Leave Request: Confirmation of Leave Form ..........................................50 Notice to Employer of Emergency Family (Force Majeure) Leave Form ...................51 Confirmation of Carer’s Leave ..........................................................................52 Declaration of Fidelity and Secrecy....................................................................53 Sample Performance Review Form ....................................................................54 Sample Performance Assessment Summary Sheet (Management) .........................57 Career Break Letter ........................................................................................59 Exit Interview Form ........................................................................................61
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Application Form Position Applied For: POSITION APPLIED FOR:
Name:
DATE SENT
First:
Middle:
ENCLOSURES
DATE RETURNED
Last:
Home Address: Mailing Address: Telephone: May we work:
contact
you
at
Home:
Work:
Yes
No
Mobile:
Education/Qualifications University/Professional or equivalent Dates
Name of Institution
From/To
Full time
Time/Part
Degree/ Qualification
Grade obtained
Date obtained
Grade obtained
Date obtained
Secondary School, Grammar School, High School or Equivalent Dates From/To
Name of School
Leaving Certificate Subjects or "O" Level/"A" Level equivalent
Level taken
Employment history, commencing with present position:
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Name and address of Employer
Dates From:
Job Title
Main Duties
To:
Please state why you feel you meet the requirements of the position applied for:
If you have been a member of a credit union, please provide: Name of credit union__________________ Dates: to_________ Titles of offices held __________________ Dates: to_________ to_________
from_______ from_______
__________________
from_______
__________________
from_______
to_________ Please describe the details and experience you have had in credit unions.
Other Skills: Please describe any further relevant skills.
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Referees Please name two referees who are not relatives or employees of the credit union. Name Title (if any) Address Telephone No.
Referees will not be contacted without your prior permission. I declare that the above information is true and correct and I understand that any false, incorrect or misleading information given by me in the course of my application will result in termination of my employment. Signed: __________________________________ Date:_______________________
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Recruitment & Selection Checklist Credit Union: __________________________________________________ Position: ______________________________________________________
Approval of appointment from the credit union Board of Directors.
Agreement of advertisement and job description.
Advertisement of position internally (at same time as external advertisement).
Advertisement of position in paper (local papers for most positions).
Formation of interview panel (should be at least 2, at most 4 and should include someone with interviewing experience).
Short listing of applicants (should be done by at least 2 of the interview panel and should be based on a skills match against the agreed job description).
Letters sent to those short-listed for interview (job description should be included).
Letters sent to those not short listed (applications should be kept on file for a year).
Agree format and questions for interviews (all interviewees should be asked the same questions and given a score based on their answers).
Score sheets completed for each candidate and signed by interview panel (must be held for 3 years).
Successful candidate advised by letter. Offer must be subject to medical and reference check (2 referees).
Unsuccessful candidates advised by letter. It may be advisable to hold these letters until the successful candidate has accepted the position if time allows.
Complete reference checks (one verbal if possible). One should be from the most recent employer.
Appointment for medical made and candidate advised.
When all information is received and verified (2 references, medical clearance report), two copies of the contract should be sent to the successful candidate, advising start date. The employee should sign both copies and then retain one copy, and return the other (the original) to the Credit Union for the file.
The signed contract should be held on the personnel file. 7
Reminder put in diary of probation end date.
Induction should include an understanding of HR policies and procedures.
Letter confirming end of probation should be sent if successful.
The HR file should contain:
CV / Application Form
References
Medical results
Signed Terms & Conditions of Employment (contract),
Job Description
Interview Notes
Copies of letters sent to the candidate
Emergency contact details
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Job Description Template JOB TITLE:
REPORTS TO:
MAIN PURPOSE OF JOB:
MAIN DUTIES:
QUALIFICATIONS:
SKILLS:
EXPERIENCE:
AUTHORITY:
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Person Specification Template JOB TITLE: REPORTING TO: Characteristic
Essential
Desirable
APTITUDE
WORK EXPERIENCE
DISPOSITION
STRONG QUALITIES
OTHER COMMENTS
Signed: _________________________________ Date: _______________
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Sample Letter of Invitation to Interview
Name Address,
Date Dear ______________________, I am writing to you further to your recent application for the position of _______________________, at ___________________ Credit Union Limited. I would like to invite you to attend an interview for the above position, the details of which are as follows: Date: _____________________ Time: _____________________ Venue: _____________________________________________________ Interviewers: ________________________________________________ ________________________________________________ Should you have any particular requirements in relation to the interview, please contact _________________ at Tel: _______________________ or by email: ____________________ in order that any necessary accommodation can be facilitated. If you have any queries regarding any of the above, or in the event that you are unable to attend, please contact [insert name] at your earliest convenience. Yours sincerely,
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Sample Regret Letter Following Receipt of Application
Name Address
Date
Dear _______________, I am writing further to your application for the position of _____________________________ with ____________________ Credit Union Limited. As you will appreciate, the interest in the position was very high. Having reviewed all applicants and having taken your details into account, it was felt on this occasion that there were a number of candidates more suited to this role. Therefore we will not be pursuing your application at this time. We will however keep your details on file, and contact you should a more suitable vacancy arise in the future. I would like to thank you for the interest you have shown in ______________ Credit Union Limited, and wish you all the best for the future. Yours sincerely,
________________________
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Sample Regret Letter Following Interview
Name Address
Date
Dear _______________, I am writing further to your interview for the position of __________________ with ____________________ Credit Union Limited. I would like to take this opportunity to thank you for attending. As you will appreciate, the interest in the position was very high. After reviewing the candidates who were interviewed and having taken your details into account, it was felt on this occasion that there were a number of candidates more suited to this role. However, it was felt that you did an excellent interview and we would like to keep your details on file, so that we can contact you should a more suitable vacancy arise in the future. I would like to thank you for the interest you have shown in ______________ Credit Union, and wish you all the best for the future. Yours sincerely,
_______________________
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Sample Letter of Appointment
Name Address
Date Dear ______________________, Further to your recent interview, I am delighted to offer you the position of ______________________________, subject to the receipt of references, which are satisfactory to ___________________ Credit Union Limited. Your starting date is ____________________________, and you will be employed on probation for six months. Your normal working hours will be ______ hours per week; however you will be expected to work whatever additional hours are required from time to time to complete a given task. Your rate of pay will be €___________ gross per hour, and paid weekly in arrears by Electronic Funds Transfer. You will be entitled to _______ days paid leave, at times to be agreed by the Manager. Please find attached two copies of your written Terms and Conditions of Employment, Job Description, New Employee Details Form and a Bank Details Form. I would be obliged if you would sign both copies of each and return one to me at your earliest convenience. This indicates your acceptance of the job offer. I am delighted to welcome you to ___________________________ Credit Union Limited, and I am confident that you will make a great success of this role, and the team will do whatever they can to support you. Yours sincerely,
____________________
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Interview Summary Score Sheet
Position: ___________________________
NAME OF CANDIDATE: ____________________________________________ INTERVIEW PANEL: _______________________________________________ ________________________________________________ ________________________________________________ Rating Guide Very good
4
Good
3
Satisfactory
POSITION:
2
Very Good
Poor
Good
1
Satisfactory
Poor
1. Qualifications 2. Relevant experience for this position 3. Communications Skills 4. Accounting Knowledge 5. Computer Skills 6. Internal communications 7. Teamwork 8. Attention to Detail 9. Administrative Skills TOTAL Full Clean Driver’s Licence: yes/no Ability to meet specific requirements of the position Travel
yes/no
Comments Evening/weekend work
yes/no
Comments Overall Comments:
Signed: __________________________________________ Date: ___________________
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Interview Questionnaire
Position: ___________________________
NAME OF CANDIDATE: ____________________________________________ Date: ______________ INTERVIEW PANEL: _______________________________________________ ________________________________________________ ________________________________________________ QUALIFICATIONS & EXPERIENCE Questions
Notes
What skills do you feel you can bring to this position? Discuss current position in more detail:
Reports to
Responsibilities
Main achievement in this role
Describe the more challenging elements of your work. In what way?
What relevance does your present job have for this role?
Why are you looking to leave your current position? What appeals to you about this position?
Position specific questions Knowledge of accounting procedures What Computer Programmes do you have knowledge of? Have you done the ECDL?
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Have you been involved in the compilation of Financial Reports?
PERSONAL CHARACTERISTICS Questions
Notes
Strengths/core competencies What are your strengths? Do you have any areas which you need development in? Communication skills Can you give an example of change/improvement you’ve influenced?
a
Management style How do you like to be managed?
Ability to handle pressure Give an example of when you’ve had to work under pressure. How do you deal with stressful situations? Knowledge/involvement in credit unions
Teamwork Can you give an example of when you’ve been part of a team – what was your role? Do you prefer to work alone or as part of a team – why? General: Where do you see yourself in 2/3 years? Salary expectations Notice period Signed: _________________________________________ Date: _____________
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Position: ___________________________
Reference Check Form Name:
_______________________________________________
Name of Company:
_______________________________________________
Address:
________________________________________________
Telephone:
________________________________________________
We are considering __________________________________ for the role of _________________________. They have given your name as a referee and we would be grateful for your assistance in completing this form to aid in our recruitment process. Could you please confirm: Position held:
_________________________________________________
Dates of Employment: From: _____________ To: __________________ Reason for leaving:
________________________________________________ ________________________________________________
Please comment on the following:
Personality
Ability to get on with people
Attendance record
Sick leave record
Time keeping
How would you rate their performance: Excellent
very good
good
average
poor
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How did they work as part of a team?
What are the candidate’s strengths?
What are the candidate’s weaknesses? – Please indicate any areas of improvement.
Would the candidate have the ability to take direction in relation to the work, if required?
Would you re-employ? – Please give reasons
Any other comments
Reference completed by: Name_____________________________ Position _________________________________ Date ______________________________
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Permanent Contract: Full or Part-Time Employees Name and address of employer and employee
Date
Dear ____________________, I am pleased on the behalf of _____________________ Credit Union Limited (The Credit Union) to offer you a position as _______________________ in accordance with the terms and conditions of employment as set out below, subject to satisfactory references and medical report. These terms and conditions are: 1.
Start Date
Your employment will commence on ___________________ [for statutory purposes continuous service commenced on ______________________]*. 2.
Probationary Period
Your position is full-time subject to a probationary period of ___ months. The probationary period may be extended at the discretion of the credit union, but will not exceed eleven months. 3.
Reporting structures
Your reporting relationship is directly to ___________________________ this may change in time. 4.
Payment Details
Your starting salary is €______ per annum / week* payable monthly / weekly* in arrears, subject to the usual statutory deductions, and will be paid by cheque or credit transfer. Normally salaries are reviewed annually. Your first review will be on ____________ and thereafter on _________________. 5.
Hours of Working
Your normal working week is _____________________________, but you may be required to work overtime from time to time to meet the needs of the position. Included in your working hours is _________ for lunch, which is unpaid also a _____ minute tea/coffee break each morning. The credit union reserves the right to alter the working hours, but any such change will be effected in consultation with you. 6.
Annual Leave
The Credit Union’s annual leave year runs from 1st of January to 31st December. Full Time Employees will be entitled to 20 working days per annum. Part-Time Workers leave will be calculated on a pro-rata basis, based on the Organisation of Working Time Act 1997.
*
Delete as applicable 20
All holiday leave must be taken within the year covering such leave and not be postponed to a further year, without the express consent of your manager. The credit union will ensure that you receive all your annual entitlement within the leave year. When a termination of this contract occurs and the paid holidays already taken exceed the paid holiday entitlement on the date of termination, the credit union will deduct the excess holiday pay from termination pay. 7.
Public Holidays
In addition to your holidays, you will be entitled to the statutory public holidays as set out in the Organisation of Working Time Act 1997. 8.
Absence from Work due to Sickness
In the event of absence from work because of illness, injury or other incapacity, you must notify your supervisor by _________ a.m. on the first day of absence. A medical certificate will be required for absences in excess of 2 days. The credit union, reserves the right to have an employee examined by a doctor nominated by the credit union. 9.
Expense Claims
You will be reimbursed for any out-of-pocket expenses authorised by the credit union, incurred in carrying out your duties. Claims should be submitted to the credit union on a monthly basis supported by evidence of such expenditure. 10.
Pension Details
You will receive details of the credit union pension scheme and/or the PRSA Scheme on commencement of your employment with the credit union. 11.
Termination of Contract
The employment contract may be terminated during the probationary period or extended period by ____ weeks’ notice, given in writing by the credit union. Thereafter, you will be entitled to receive notice of termination in writing in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2001. If you wish to resign your position at any time, you will be obliged to give _______ weeks’ notice in writing to the credit union. Retirement age is 65 years. There will be no exceptions to this rule. 12. Termination of employment without notice The credit union shall have the right to terminate your employment without notice if you are negligent or incompetent in the performance of your duties or carry out any act of misconduct, which is prejudicial to the interests of the credit union. 13.
Payment in Lieu of Notice
The credit union reserves the right to provide payment in lieu of notice. 14.
Job Description
Your duties, responsibilities and reporting relationships are set out in the attached job description. You should be prepared to undertake other occasional duties that may be assigned to you by your employer from time to time. The credit union reserves the right to vary or change such duties and responsibilities following consultation and prior notice. 15.
Grievance Procedures
The credit union has grievance procedures in operation and these will be discussed with you on taking up duty with us. In the first instance, any work-related grievance should be raised with your employer, in writing. Any grievance will be discussed, where practicable, within ten days of receipt.
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16.
Disciplinary Procedures
The credit union has disciplinary procedures in operation and these will be discussed with you on taking up duty with us. 17.
Place of Work
You will normally be required to work at ______________________________ (address of credit union), but you may be required, from time to time, to work at other locations. You will be given as much notice of any change of place of work as is reasonably practicable. 18.
Health and Safety at Work
The credit union will take all reasonably practicable steps to ensure the health, safety and welfare of employees at work. You must familiarise yourself with the credit union’s Health and Safety policy, its Safety Statement and Fire Rules. It is your legal duty to take care of your own Health and Safety and that of your colleagues. 19.
Search
The credit union reserves the right to search your person, vehicle and property while on or while departing the credit union premises. 20.
Personal Appearance
Neat dress and appearance is essential at all times, given the nature of the business and interaction with members. If you are unclear as to what the credit union would regard as an appropriate standard of dress you should ask your employer. In cases where a uniform is provided it must be worn at all times. 21.
Lay Off / Short Time Provision
The credit union reserves the right to lay you off from work or reduce your working hours, where, through circumstances beyond its control, it is unable to maintain you in employment or in full-time employment. You will receive as much notice as is reasonably possible prior to such lay-off or short time. You will not be paid during the lay-off period. You will be paid for hours actually worked during periods of short time. 22.
Confidentiality
Your work with involves the handling of confidential information, material which is or could be subject to copyright and which is confidential to the credit union and its members, clients and fellow colleagues. As such under the standard rules for all credit unions you shall not disclose or permit to be disclosed any information which concerns an account or transaction of a member with, or any other business of the Credit Union. Any breach will be deemed to be a serious disciplinary matter. 23.
Use of IT systems
The use of the credit union’s computer system and Internet Access is subject to the rules set out in the credit union’s I.T. Policy, which is attached. 24.
Equal Opportunities
The credit union is an equal opportunities employer. No employee shall be discriminated against on the grounds of gender, marital status, family status, sexual orientation, religion, age, disability, race, nationality, or membership of the Traveller community. 25.
Data Protection
The credit union may from time to time process both personal data and sensitive personal data in relation to you, in the course of administering its business and for the purpose of your employment with the credit union. Additionally such data may be shared with other credit unions within the credit union movement. The credit union will process such data in accordance with acceptable data protection legislation including the Data Protection Acts 1988 and 2003.
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You have the right to ask for a copy of any personal data held about you and to correct any inaccuracies in such personal data. By signing this agreement you consent to the processing of your personal data by the credit union in the manner and for the purposes set out above. 26.
Fidelity Bonding
It is a condition of your employment that you will at all times be covered by Fidelity Bonding throughout your employment with the credit union. Any condition or circumstance that results in the removal of Fidelity Bonding from you shall be a circumstance justifying immediate termination of your contract of employment. 27.
Conflict of Interest
During this Agreement the Appointee shall not be directly or indirectly engaged concerned or interested in any other business or activity which is wholly or partly in competition with the business or activity of the credit union, or as regards any goods or services is a supplier to the credit union, any associated company or organisation. 28.
Contract read in conjunction with employment guidelines
This contract should be read in conjunction with the credit union’s HR Guidelines as they both form your terms and conditions of employment.
The credit union reserves the right to vary or change all terms and conditions of employment, following consultation and prior notice
I should be pleased if you would kindly confirm acceptance of our offer by signing the both copies of this document and returning one to me at your earliest convenience. Should you have any queries or require further information, please do not hesitate to contact me. Yours sincerely,
_______________________________________________ Date _________ Chairperson or Manager of ________________Credit Union Limited. I accept your offer under the terms and conditions as set out herein and also acknowledge that I have read and understand the attached procedures.
Signature of Employee _____________________________ Date _________
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Fixed Term Contract: Full or Part-Time Employees Name and address of employer and employee
Date
Dear ____________________, I am pleased on the behalf of ____________________________________ Credit Union Limited (the credit union) to offer you a position as ___________________________ in accordance with the terms and conditions of employment as set out below, subject to satisfactory references and medical report. These terms and conditions are: 1.
Start Date
Your contract is for a fixed term of ___ months/years*. Your employment will commence on ______________________ and terminate on ___________________. This is a fixed contract of employment and therefore the provisions of the Unfair Dismissals Acts, 1977 to 2001, will not apply to the termination of this contract where such termination is by reason only of the expiry of this fixed contract. The contract may be renewed at the discretion of the credit union. 2.
Probationary Period
Your position is subject to a probationary period of ___ months. The probationary period may be extended at the discretion of the credit union. 3.
Reporting structures
Your reporting relationship is directly to ___________________________ ; this may change in time. 4.
Payment Details
Your salary is €_______per annum / week* payable monthly / weekly* in arrears, subject to the usual statutory deductions and will be paid by cheque or credit transfer. 5.
Hours of Working
Your normal working week is _____________________________, but you may be required to work overtime from time to time to meet the needs of the position. Included in your working hours is _________ for lunch, which is unpaid also a _____ minute tea/coffee break each morning. The credit union reserves the right to alter the working hours, but any such change will be effected in consultation with you. 6.
Annual Leave
The credit union’s annual leave year runs from 1st of January to 31st December. Full-Time Employees will be entitled to 20 working days per annum. Part-Time Workers leave will be calculated on a pro-rata basis, based on the Organisation of Working Time Act 1997.
*
Delete as applicable 24
All holiday leave must be taken within the year covering such leave and not be postponed to a further year, without the express consent of your Manager. The credit union will ensure that you receive all your annual entitlement within the leave year When a termination of this contract occurs and the paid holidays already taken exceed the paid holiday entitlement on the date of termination, the credit union will deduct the excess holiday pay from termination pay. 7.
Public Holidays
In addition to your holidays, you will be entitled to the statutory public holidays as set out in the Organisation of Working Time Act, 1997. 8.
Absence from Work due to Sickness
In the event of absence from work because of illness, injury or other incapacity, you must notify your supervisor by _________ a.m. on the first day of absence. A medical certificate will be required for absences in excess of 2 days. The credit union, reserves the right to have an employee examined by a doctor nominated by the Credit Union. 9.
Expenses
You will be reimbursed for any out-of-pocket expenses authorised by the credit union incurred in carrying out your duties. Claims should be submitted to your manager/board of directors on a monthly basis supported by evidence of such expenditure. 10.
Pension Details
You will receive details of the credit union pension scheme and/or the PRSA Scheme on commencement of your employment with the credit union. 11.
Termination of Contract
The employment contract may be terminated during the probationary period or extended period by ____ weeks’ notice, given in writing by the credit union. Thereafter, you will be entitled to receive notice of termination in writing in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2001. If you wish to resign your position at any time, you will be obliged to give _______ weeks notice in writing to the credit union. 12.
Termination of employment without notice
The credit union shall have the right to terminate your employment without notice if you are negligent or incompetent in the performance of your duties or carry out any act of misconduct, which is prejudicial to the interests of the credit union. 13.
Payment in Lieu of Notice
The credit union reserves the right to provide payment in lieu of notice. 14.
Job Description
Your duties, responsibilities and reporting relationships are set out in the attached job description, you should be prepared to undertake other occasional duties that may be assigned to you by your employer from time to time. The credit union reserves the right to vary or change such duties and responsibilities following consultation and prior notice. 15.
Grievance Procedure
The credit union has grievance procedures in operation and these will be discussed with you on taking up duty with us. In the first instance, any work-related grievance should be raised with your employer, in writing. Any grievance will be discussed, where practicable, within ten days of receipt. 16.
Disciplinary Procedures
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The credit union has disciplinary procedures in operation and these will be discussed with you on taking up duty with us. 17.
Place of Work
You will normally be required to work at ________________________________ (address of Credit Union) but you may be required, from time to time, to work at other locations. You will be given as much notice of any change of place of work as is reasonably practicable. 18.
Health and Safety at Work
The credit union will take all reasonably practicable steps to ensure the health, safety and welfare of employees at work. You must familiarise yourself with the credit union’s Health and Safety policy, its Safety Statement and Fire Rules. It is your legal duty to take care of your own Health and Safety and that of your colleagues. 19.
Search
The credit union reserves the right to search your person, vehicle and property while on or while departing the premises. 20.
Personal Appearance
Neat dress and appearance is essential at all times, given the nature of the business. If you are unclear as to what would be regarded as an appropriate standard of dress you should ask your Supervisor. In cases where a uniform is provided it must be worn at all times. 21.
Lay Off / Short Time Provision
The credit union reserves the right to lay you off from work or reduce your working hours, where, through circumstances beyond its control, it is unable to maintain you in employment or in full-time employment. You will receive as much notice as is reasonably possible prior to such lay-off or short time. You will not be paid during the lay-off period. You will be paid for hours actually worked during periods of short time. 22.
Confidentiality
Your work with involves the handling of confidential information, material which is or could be subject to copyright and which is confidential to the credit union and its members, clients and fellow colleagues. As such under the standard rules for all credit unions you shall not disclose or permit to be disclosed any information which concerns an account or transaction of a member with, or any other business of the credit union. Any breach will be deemed to be a serious disciplinary matter. 23.
Use of IT systems
The use of the Credit Union’s computer system and Internet Access is subject to the rules set out in the credit union’s I.T. Policy. 24.
Equal Opportunities
The credit union is an equal opportunities employer. No employee shall be discriminated against on the grounds of gender, marital status, family status, sexual orientation, religion, age, disability, race, nationality, or membership of the Traveller community. 25.
Data Protection
The credit union may from time to time process both personal data and sensitive personal data in relation to you, in the course of administering its business and for the purpose of your employment with the credit union. Additionally such data may be shared with other credit unions within the credit union movement. The credit union will process such data in accordance with acceptable data protection legislation including the Data Protection Acts 1988 and 2003.
26
You have the right to ask for a copy of any personal data held about you and to correct any inaccuracies in such personal data. By signing this agreement you consent to the processing of your personal data by the credit union in the manner and for the purposes set out above. 26.
Fidelity Bonding
It is a condition of your employment that you will at all times be covered by Fidelity Bonding throughout your employment with the credit union. Any condition or circumstance that results in the removal of Fidelity Bonding from you shall be a circumstance justifying immediate termination of your contract of employment. 27.
Conflict of Interest
During this Agreement the Appointee shall not be directly or indirectly engaged concerned or interested in any other business or activity which is wholly or partly in competition with the business or activity of the credit union, or as regards any goods or services is a supplier to the credit union, any associated company or organisation. 28.
Contract read in conjunction with employment guidelines
This contract should be read in conjunction with the credit union’s HR Guidelines as they both form your terms and conditions of employment.
The credit union reserves the right to vary or change all terms and conditions of employment, following consultation and prior notice
I should be pleased if you would kindly confirm acceptance of our offer by signing the both copies of this document and returning one to me at your earliest convenience. Should you have any queries or require further information, please do not hesitate to contact me. Yours sincerely,
_______________________________________________ Date _________ Chairperson or Manager of ________________ Credit Union Limited. I accept your offer under the terms and conditions as set out herein and also acknowledge that I have read and understand the attached procedures.
Signature of Employee _____________________________ Date _________
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New Hire Information PERSONAL DETAILS Surname: _______________________ First Names: ______________________ Address:
Telephone: _________________________ Date of Birth: _____________________________________________________ DEPENDENTS Marital Status: Single Married Separated Divorced Widowed (tick 1) Dependent Children: Name: _________________________ Date of Birth: ______________________ Name: _________________________ Date of Birth: ______________________ Name: ________________________ Date of Birth: ______________________ Name: ________________________ Date of Birth: ______________________ Dependant Adults: Name: _________________________ Relationship: ______________________ Name: _________________________ Relationship: ______________________ EMERGENCY INFORMATION In case of emergency whom do we contact? Name: _________________________ Relationship: ______________________ Address:
Home Telephone: __________________ Work Telephone: ___________________
Signed: ______________________________
Date: _____________________
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Account Details Form PERSONAL DETAILS Surname : __________________________ First Names : ___________________ Address : Telephone - Home :_________________ Date of Birth :_____________________ Nationality : _________________________ Gender : Male _____ Female : _____
ACCOUNT DETAILS Name of Establishment :_________________________________ Address of Establishment:
Account Title : __________________________________ Account Number : __ __ __ __ __ __ __ __ Sort Code : __ __
__ __
__ __
TAXATION DETAILS PPS Number : __________________________________ P45 from previous employment?
Yes __ No __ (If yes please attach P45 to this form)
Signature: ____________________________ NOTES:
Date: _____________________
Failure to provide details could result in delays in being paid. It may also result in you being placed on emergency tax.
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Probation Review Form Employee Name: ____________________________
Position of employee: __________________________
Date of review: ______________________________
Commencement Date: __________________________
1. How do you feel you are getting on in your role?
2. What aspect of your job do you enjoy most?
3. What aspects of your job are you having difficulty with or in what areas do you feel you would benefit from training?
Strong Points We are pleased with your progress to date in these areas and encourage you to continue building on these strengths. Weak Points We recognise that you require further development in these areas. We will endeavour to help your progression where possible. Please identify any areas of training which you feel you require in order improve the weaknesses identified. Signed: _____________________________________ Date: _________________ Employee Signed: _____________________________________ Date: _________________ Manager 30
Credit Union: ______________________________ Position: _______________
Job Chat
Name: ____________________________________ Date: __________________
1. Points raised / outstanding from previous job chat - any action to be taken.
2. Standards achieved since previous job chat.
3. What are you enjoying most about your job?
4. What difficulties, if any, have you encountered with your job?
5. What aspect of your job do you feel you would like to improve?
6. What training can we give you in order to do your job better?
7. Do you have any suggestions for improving your position / area of work?
8. How do you see yourself developing with the credit union in the future? Achievements: Problems: Targets:
Signed: _____________________________________ Date: _________________ Job Holder Signed: _____________________________________ Date: _________________ Manager
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Letter Regarding Successful Probationary Period
Name Address
Date Dear ______________________, Further to your recent review meeting, I am delighted to let you know that you have been successful during your probationary period. I would therefore like to confirm your appointment to the position of ______________________________. Thank you for your hard work and loyalty to date, and on behalf of both myself and the team, we wish you every success in your continuing employment with ___________________________ Credit Union. Yours sincerely,
________________________
32
Annual Leave Request Form Credit Union: __________________________________ Position: _________________________ Name: ________________________________________ Date: ____________________________
Date of Leave: From:
______________________________
Duration:
______________________________
Leave Year:
______________________________
To: ________________________
Signed (Manager)_______________________________ Date: ___________ Name: ________________________________________________________
I understand that the timing of annual leave is at the Credit Union’s discretion and that the above information may only be amended with the approval of my immediate manger.
Signed (Employee)______________________________ Date: ___________
33
Annual Leave Record Form Year Ending: 20__ Name (surname first):________________________________ Position: _______________ Leave Entitlement: _______ From - To (Inclusive)
Carry Forward Days: _______ Number of Working Days
Number of Annual Leave Days Left
Total Days: _______
Manager Notified
Approved By / Remarks
(Date)
34
Sick Leave Record Form Year Ending: 20__ Name (surname first):________________________________ Position: _______________
From – To (Inclusive)
Number of Working Days
Uncertified Sick Leave (tick √ )
Certified Sick Leave (tick √ )
Medical Certificate
Manager Notified
(tick √ )
(Date)
Approved By / Remarks
35
Return-to-Work Interview Record Form CREDIT UNION: _____________________________________ DATE: ________________ EMPLOYEE NAME: __________________________________ ___________________ Previous Absence History Year
Total Days Absent
Total Days Available
% Absence
Remarks
Complaint/Problem/Reason for Absence:
Employee Explanation:
Agreed Action:
Signed: _____________________________________ Date: _________________ Employee Signed: _____________________________________ Date: _________________ Line Manager 36
Sample Declaration Form: Receipt of New Policy Credit Union: _________________________________________________________________ I acknowledge that I have read and considered the _______________________ (the ‘Policy’). I understand the content of the Policy and agree to conduct myself in accordance with it.
Signed
Date (DD/YMM/YY)
Witnessed
Date (DD/MM/YY)
37
Disciplinary Procedures Forms: Record of Verbal Warning Record of Verbal Warning Employee Name:
_____________________________________________________
Position:
_____________________________________________________
Credit Union:
_____________________________________________________
I have reason to issue a verbal warning to the above employee in respect of:
Signed: _____________________________________ Date: _________________ Position: _____________________________________ To be retained on the employee's personal record file for 6 months
I confirm that I have received a copy of this written warning Signed: _____________________________________ Date: _________________ Employee
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Disciplinary Procedures Forms: Record of First Written Warning Record of First Written Warning Employee Name:
_____________________________________________________
Position:
_____________________________________________________
Credit Union:
_____________________________________________________
Further to your interview on ________________ [insert date], regarding the following offence, I have cause to issue a first written warning. DETAILS AND DATE OF OFFENCE:
In the event of a recurrence or continuance of the above, or any other breach of discipline within twelve months, further action will be taken under the disciplinary procedure, up to and including dismissal.
Signed: _____________________________________ Date: _________________ Position: _____________________________________ To be retained on the employee's personal record file for 12 months
I confirm that I have received a copy of this written warning Signed: _____________________________________ Date: _________________ Employee
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Disciplinary Procedures Forms: Record of Final Written Warning Record of Final Written Warning Employee Name:
_____________________________________________________
Position:
_____________________________________________________
Credit Union:
_____________________________________________________
Further to your interview on ________________ [insert date], regarding the following offence, I have cause to issue a final written warning. DETAILS AND DATE OF OFFENCE:
In the event of a recurrence or continuance of the above, or any other breach of discipline within twelve months, further action will be taken under the disciplinary procedure, up to and including dismissal.
Signed: _____________________________________ Date: _________________ Position: _____________________________________ To be retained on the employee's personal record file for 12 months
I confirm that I have received a copy of this written warning Signed: _____________________________________ Date: _________________ Employee
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Disciplinary Procedures Forms: Summary Dismissal Form Statement of Disciplinary Action Employee Name:
_____________________________________________________
Position:
_____________________________________________________
Credit Union:
_____________________________________________________
Further to your interview on ________________ [insert date], it has been decided that the following disciplinary action will be taken (tick as appropriate):
Dismissal with ............................. weeks notice.
Summary dismissal for gross misconduct.
DETAILS AND DATE OF OFFENCE:
(Continue on another sheet if necessary) If you wish to appeal against this disciplinary action you have a right to do so in accordance with the Disciplinary Procedure. Signed: _____________________________________ Date: _________________ Position: _____________________________________
TO BE SIGNED BY THE EMPLOYEE Right of Appeal I acknowledge that I have received a copy of this statement. I understand that I have the right of appeal against this disciplinary action which I do/do not* wish to take up, any appeal must be made within 5 working days of the date of dismissal. Signed: _____________________________________ Date: _________________ Employee
*
Delete as appropriate
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Disciplinary Procedures Forms: Record of Suspension Record of Suspension Employee Name:
_____________________________________________________
Position:
_____________________________________________________
Credit Union:
_____________________________________________________
This is to confirm that you have been suspended from work with full pay because:
You will be required to return to work on____________________[insert day & date] at _______________ [insert time] to meet with _____________________. Signed: _____________________________________ Date: _________________ Position: _____________________________________ Signed: _____________________________________ Date: _________________ Employee Copy to be retained on employee's personal record file.
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Employee Record Form Commencement Date In This Employment PERSONAL Name: Address:
Date of birth: Next of kin – Name:
Phone No:
Address:
EDUCATION College/School attended
From
To
Subjects
To
Position Held
(i) Primary (ii) Secondary (iii) Third Level (iv) Training
EMPLOYMENT (i) Prior to joining the credit union: Name of Organisation
From
(ii) With the credit union Position Held: Status of Position:
Permanent full-time
Permanent part-time
(tick appropriate box)
Temporary full-time
Temporary part-time
Contract Basis
Seasonal
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Record-Keeping Regulations (Form OWT1) Organisation of Working Time (Records) (Prescribed Form and Exemptions) Regulations, 2001 The main purpose of these Regulations is to require employers, pursuant to the Organisation of Working Time Act, 1997, to keep: a. a record of the number of hours worked by employees (excluding meals and rest breaks) on a daily and weekly basis; b. a record of leave granted to employees in each week by way of annual leave or in respect of a public holiday and payment made in respect of that leave; c. a weekly record of the notification of the starting and finishing time of employees. In relation to (a) above, the Regulations incorporate statutory Form OWT1 on which employers who do not have electronic means of recording must record the number of hours worked by employees on a daily and weekly basis. The Regulations also require that an employer keep a copy of the statement provided to each employee under the provisions of the Terms of Employment (Information) Act, 1994. The Regulations also provide for exemptions subject to certain conditions, in relation to the keeping by employers of records of rest breaks and rest periods of employees under the Organisation of Working Time Act, 1997.
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Form OWT1 ORGANISATION OF WORKING TIME ACT, 1997 AN ROINN FIONTAR TRADÁLA AGUS FOSTAÍOCHTA-DEPARTMENT OF ENTERPRISE, TRADE AND EMPLOYMENT
PLEASE COMPLETE THIS FORM IN BLOCK CAPITALS
Employer’s PAYE Registered Number
(Figures)
Business Name of Employer: Business Address:
(Letter)
___________________________________________________
_________________________________________________________ _________________________________________________________
Employee’s PPS Number:
(Figures)
Employee Surname ____________________
(Letters)
Employee First Name _________________
* NUMBER OF HOURS WORKED BY EMPLOYEE PER DAY AND PER WEEK WEEK COMMENCING :
WEEK COMMENCING:
WEEK COMMENCING:
WEEK COMMENCING:
AND ENDING:
AND ENDING:
AND ENDING:
AND ENDING:
MONDAY:
MONDAY:
MONDAY:
MONDAY:
TUESDAY:
TUESDAY:
TUESDAY:
TUESDAY:
WEDNESDAY:
WEDNESDAY:
WEDNESDAY:
WEDNESDAY:
THURSDAY:
THURSDAY:
THURSDAY:
THURSDAY:
FRIDAY:
FRIDAY:
FRIDAY:
FRIDAY:
SATURDAY:
SATURDAY:
SATURDAY:
SATURDAY:
SUNDAY:
SUNDAY:
SUNDAY:
SUNDAY:
_____________ ______________ _____________ ______________ WEEKLY TOTAL:
WEEKLY TOTAL:
WEEKLY TOTAL:
WEEKLY TOTAL:
I declare that the above information in relation to daily and weekly hours worked is correct SIGNATURE OF EMPLOYER: ____________________________________ SIGNATURE OF EMPLOYEE: ____________________________________ * NO. OF HOURS WORKED EXCLUDES MEAL BREAKS AND REST BREAKS
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Organisation of Working Time (Records) (Prescribed Form and Exemptions) Regulations, 2001 Citation and commencement: These Regulations may be cited as the Organisation of Working Time (Records) (Prescribed Form and Exemptions) Regulations, 2001, and come into operation on the 1st day of November 2001. Interpretation: In these Regulations – “the Act” means the Organisation of Working Time Act, 1997 and “inspector” means an inspector within the meaning of section 8 of the Act. Form of records under section 25(1). The records required to be kept under section 25(1) contain the following particulars and documents – 1. The name and address of each employee concerned, the Revenue and Social Insurance number that has been assigned to him or her and a brief statement (which may be by reference to any form of job description or classification used by the employer concerned) of his or her duties as an employee, 2. A copy, as appropriate, of the statement provided to each employee concerned in accordance with the provisions of the Terms of Employment (Information) Act, 1994 or any order or regulation made under that Act, that relates to him or her, 3. The following information: a. the days and total hours worked in each week by each employee concerned, b. any days and hours of leave in each week granted by way of annual leave or in respect of a public holiday to each employee concerned and the payment made to each employee in respect of that leave, c. any additional day’s pay referred to in section 21(1)(d) provided in each week to each employee concerned. and shall generally be in such form as to enable an inspector to understand the particulars contained in them without difficulty. 4. (1) Where no clocking in facilities are in place in a work place a form to record the days and hours worked in each week by each employee must be kept by the employer in the form entitled Form OWT 1 or in a form substantially similar. (2) Notwithstanding the obligation to keep records imposed on the employer by paragraph (1), where the employer and employee agree, an employee may – a. complete the Form OWT 1, as set out in the Schedule or a form substantially similar, and b. present the completed form to his or her employer for counter-signature and retention by the employer in accordance with paragraph (1). (3) The Form OWT 1 should be made available at all reasonable times for inspection by an inspector. Exemption from section 25(1) 1.
For the purposes of these Regulations the following classes of employer are exempt, by virtue of section 25(2), from the obligation to keep records of rest breaks –
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a. employers who have electronic record-keeping facilities such as flexi-time or clocking-in facilities, and b. employers who have manual as opposed to electronic record-keeping facilities and who are required to keep records in accordance with Regulation 4. 2. The exemption under paragraph (1) shall only apply to an employer if he or she complies with the following conditions – a. the employer notifies in writing each employee of the rest periods and breaks to which they are entitled, including the terms of such regulations, collective agreement, registered employment agreement or employment regulation orders, b. the employer puts in place, and notifies in writing each employee of procedures whereby an employee may notify in writing the employer of any rest period or break to which such employee is entitled and was not able to avail himself or herself of on a particular occasion and the reason for not availing of such rest period or break, and c. the employer keeps – i. a record of having notified each employee of the matters provided for in paragraph (a), ii. a record of having notified each employee of the procedures provided for in paragraph (b), and iii. records of all notifications made to him or her by each employee in accordance with those procedures. 3. A notification made to an employer by an employee under paragraph 2(b) shall be made within 1 week of the day on which the rest period referred to in that paragraph became due to, but was not availed of by, the employee. Where such notification is duly made the employer, having regard to the circumstances pertaining to the work of the employee and to the employee’s health and safety interests, shall, as soon as possible, make available to the employee such rest period or break as is equivalent to the rest period or break which had been due to, but had not been availed of by, the employee. Failure by an employee to avail of such equivalent rest period or break offered by an employer shall not constitute a breach on the part of the employer under the Act or these Regulations. An employer who fails to keep records under these Regulations shall be guilty of an offence and shall be liable on summary conviction to a fine not exceeding €1,900 (£1,496.37).
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Maternity Leave Checklist CREDIT UNION: _____________________________________ DATE: ________________ EMPLOYEE NAME: __________________________________ ___________________ Summary of Notifications Required by Employee in Respect of Maternity Leave Written notification of intention to take Maternity Leave must be given at least four weeks before the commencement of such leave. Notification of Intention to Take Maternity Leave I hereby notify my employer of my intention to take Maternity Leave. My Maternity Leave will commence on:
Day ______ Month _________ Year ______
My Maternity Leave will finish on:
Day ______ Month _________ Year ______
Other Notification Requirements Additional Maternity Leave If I intend to take Additional Maternity Leave, I understand that I must notify my employer in writing at least four weeks before the end of my Maternity Leave (i.e. not later than): Day ______ Month _________ Year ______ Intention to Return to Work If I intend to return to work after my Maternity Leave I understand that I must notify my employer in writing. I must notify my employer for the first time not later than four weeks before the end of my leave (i.e. not later than): Day ______ Month _________ Year ______
I understand all of the above points and my obligations under the Maternity Protection of Employees Act, 1994 and 2004.
Signed (Employee): _____________________________ Date: _______________ Signed (Manager): ______________________________ Date: _______________
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Parental Leave Request Form: Notice to Employer Parental Leave Act 1998 as amended Part A: Notice to Employer of Intention to take Parental Leave This form must be completed by the employee concerned not later than 6 weeks before the commencement of the leave, under Section 8(1) of the Act. The employer may request evidence in relation to the date of the birth of the child, parentage or an adoption order, under Section 8(6)(a)(b). Name of Employee:
_____________________________________________
Address of Employee:
_____________________________________________ _____________________________________________
Commencement Date of Employment:
/ / (Day / Month / Year)
Position:
_____________________________________________
PPS Number:
(Figures)
Proposed Date of Commencement of Parental Leave:
(Letters)
/ / (Day / Month / Year)
Proposed Duration of Parental Leave: Manner in which to be taken:
Weeks
Days
Hours
________________________________________ ________________________________________ (Please provide a brief description)
Proposed Date of Return to Work:
/ / (Day / Month / Year)
Name of Child: Date of Birth of Child:
________________________________________
/ / (Day/Month/Year)
Please attach with this form a copy of the Birth Certificate/Adoption Order. 14 weeks unpaid leave is available per eligible child. The maximum time off in any one year is 14 weeks. Parental leave is granted solely for the purpose of taking care of the abovenamed child. This leave may be terminated if it is not used for this purpose. Any employee abusing this leave may be subject to serious disciplinary action up to and including dismissal. I declare that the information given above is accurate and complete. Signed (Employee): _____________________________ Date: _______________ 49
Parental Leave Request: Confirmation of Leave Form Parental Leave Act 1998 as amended Part B: Confirmation of Parental Leave To be completed by the Employer, pursuant to Section 9(1) of the Act, not later than 4 weeks before the commencement of the parental leave concerned. Name of Employee:
_____________________________________________
Address of Employee:
_____________________________________________ _____________________________________________
PPS Number:
(Figures)
Approved Date of Commencement of Parental Leave:
(Letters)
/ / (Day / Month / Year)
Duration of Parental Leave:
Manner in which to be taken:
Weeks
Days
Hours
________________________________________ ________________________________________
Signed (Manager): _____________________________ Date: _______________
Signed (Employee): _____________________________ Date: _______________
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Notice to Employer of Emergency Family (Force Majeure) Leave Form To be completed by an employee who takes force majeure leave, as soon as is reasonably practicable after the leave is taken, pursuant to Section 13 (3) of the Act. Name of Employee:
_____________________________________________
PPS Number:
(Figures)
(Letters)
Name and address of Credit Union:
Name and address of injured*/ill* member of the employee’s immediate family* during emergency family (force majeure) leave:
Relationship of employee’s immediate family member* to employee:
Nature of injury*/illness* of immediate family member* of employee concerned:
Date(s) of emergency family (force majeure) leave:
I confirm that I have taken force majeure leave on the above mentioned date(s) because of urgent family reasons as a result of the injury to/illness of the member of my immediate family stated above and per details stated given as a result of which my immediate presence at that member of my immediate family’s address was indispensable. I declare that the information given by me above is true, accurate and complete in all respects and I both understand and accept that if that is not the case, whether knowingly on my part or otherwise, then, following due investigation by my employer, I may be denied force majeure leave and/or liable to appropriate disciplinary action. Signed (Employee): _____________________________ Date: _______________
*
Immediate family member includes an individual who resides with the employee in a relationship of domestic dependency.
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Confirmation of Carer’s Leave To be completed by the employer and the employee, pursuant to Section 10(1) of the Act, not later than 2 weeks before the commencement of the carer’s leave concerned. The employee must give the employer a copy of the decision of the deciding officer of the Department of Social, Community and Family Affairs, that the care recipient is a relevant person for the purposes of Section 82A (1) (inserted by the Act of 2000) of Chapter 11A of Part II of the Social Welfare (Consolidation) Act, 1993, as soon as he/she receives it. The applicant is not entitled to carer’s leave until he/she has done so, under Section 6(2) (2) of the Act. Name of Employee:
_____________________________________________
Address of Employee:
_____________________________________________ _____________________________________________
PPS Number:
(Figures)
Approved Date of Commencement of Carer’s Leave:
(Letters)
/ / (Day / Month / Year)
Duration of Carer’s Leave: _____________________________________ weeks Manner in which leave is to be taken: (Please provide a brief description) _____________________________________________ _____________________________________________ _____________________________________________
Signed (Manager): _____________________________ Date: ________________
Signed (Employee): _____________________________ Date: _______________
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Declaration of Fidelity and Secrecy
IRELAND DECLARATION OF FIDELITY AND SECRECY ................................................................................................ Credit Union Limited TO BE EXECUTED ANNUALLY BY EVERY OFFICER AND VOLUNTARY ASSISTANT OF THE CREDIT UNION I, (print name) ..................................................................................................... of (print address) ................................................................................................ do hereby solemnly and sincerely declare that:
a. I will at all times keep secret and never divulge, save in accordance with law or these
rules, any of the affairs of the credit union or of its members or officers that may come to my knowledge;
b. I will never do or say anything likely to injure the credit union; c. I will endeavour to make myself acquainted with the law in relation to the credit union and the rules of the credit union;
d. I will make known without delay to the board of directors or to the supervisory committee any fraud or irregularity against the credit union; and
e. I will diligently perform, to the best of my ability, the duties of any office assigned to me in the credit union.
Signed: .......................................................... Date: ......................................... Print name: ....................................................... Witnessed: .................................................... Date: ......................................... Print name: .....................................................
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Sample Performance Review Form A Details Employee Name: ______________________ Position of employee: ________________ Date of review: ________________________ Time frame under discussion: __________ Name of Reviewer: _____________________ Position of reviewer: _________________
B Objectives List on the attached pages the key objectives for the period in question or for non management staff list the tasks associated with their position, including activities which must be completed weekly.
Indicate if the objectives/tasks were: 1 2 3
Achieved? If not why. Were they delivered on time? If not why. What additional supports does the employee need? (Training, staff liaison, financial, technical, Peer or Management support, additional resources. Remember all objectives should be specific, measurable, achievable, relevant and time bound.)
LIST OBJECTIVES/ TASKS
ACHIEVED, IF NOT WHY
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What additional supports does the employee need? (Training, staff liaison, financial, technical, additional resources, peer or management support)
C Achievements Outline what were the achievements of the period under review not covered by the objectives e.g. tasks that needed to be handled outside the agreed objectives
D Work Style Describe the effectiveness of the employee’s communication and management style/work style in respect of colleagues, both professional and voluntary: e.g. clear communication, problem solving, encouragement, handling disagreement, sharing information, team work, etc.
E Areas of Change Outline areas where change needs to take place i.e. are there things the employee needs to start or stop doing.
55
F Agreed objectives/ Tasks for next period Outline on the attached sheet objectives, timeframes and additional resources required for next period including activities which must be dealt with each day/week. Indicate clearly what the priorities are. Remember that all objectives should be specific, measurable, achievable, relevant and time bound. OBJECTIVES TIMEFRAME NEW INDICATE RESOURCES PRIORITIES REQUIRED (Additional resources can include management or peer support, equipment, technical advice, training, communications, staff etc.)
G Employer/ Management Support Has the employer/manager offered sufficient objectives/tasks, timeframes and priorities?
supports
or
clarity
around
H Development Needs of Employee Outline areas where training would be developmental or desirable for the employee in carrying out his/her function.
I Overall Comment by Reviewer
Signed: __________________________________ Date: __________________ Reviewer (employee’s line manager)
Signed: __________________________________ Date: __________________ Employee
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Sample Performance Assessment Summary Sheet (Management) Employee Name: ______________________________ Position: ___________________________ COMPETENCY
COMMENTS*
1. MBWA (Management by Walking About) 2. Attention to detail 3. Controlling quality and standards to ensure Customer Focus 4. Commercial awareness 5. Setting Objectives 6. Planning and Organising 7. Motivation / Leadership 8. Development of people 9. Communication 10.Decision making 11.Innovation 12.Influencing 13.Drive
List any specific issues; training & development needs; improvement solutions etc. Signed: __________________________________ Date: __________________ Reviewer (employee’s line manager)
Signed: __________________________________ Date: __________________ Employee
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Management Competencies: Explanation 1. MBWA (Management by Walking About) This reflects your ability to provide a management presence to both staff and members ensuring that standards of service and guest care are being achieved at all times. 1. Attention to detail This is your ability to notice smallest of flaws in service, product and performance and through ownership and pride implement corrective action. 2. Controlling quality and standards to ensure Member Focus This reflects the way you ensure standards are achieved through your people whilst delivering impeccable service and being honest fair and consistent to all members 3. Commercial awareness This is your ability to apply your understanding of the credit union and the external environment to make sound commercial judgements and look for ways to improve the business. 4. Setting Objectives This is your ability to see what needs to be achieved, break it down into tasks to be delegated and objectives to be set for yourself and others. 6. Planning and organising This is your ability to see what needs to be done to achieve your objectives, prioritising key issues and planning short term and longer-term activity to ensure all tasks will be achieved. 7. Motivation / Leadership This reflects your ability to act as a figurehead, steering others towards a goal and motivating them to achieve it. Demonstrating a full belief in their efforts by providing support and encouragement. 8. Development of people This reflects your ability to recognise skill gaps and development opportunities for yourself and your team looking for ways to broaden skills and improve performance. 9. Communication This reflects your ability to listen to what others have to say and communicate your own ideas clearly and concisely, questioning others to check all parties understand. 10.Decision making This area identifies how you would weigh up a situation in order to judge what course of action should or should not be followed. 11.Innovation This looks at how you find ways to do things better, generate ideas and initiate appropriate action to improve performance. 12.Influencing This reflects your ability to convince others to a course of action by understanding the politics of the situation, building a strong and assertive case and making an impact. 13.Drive This factor reflects your ability to achieve results to the highest standards, having the commitment and courage to see things through despite obstacles or setbacks.
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Career Break Letter
Employee Name Employee Address Date Dear
,
Further to your letter of ________________________, I am writing to confirm a Career Break from ____________________ Credit Union Limited for one year, subject to the following conditions:
Your career break will commence on _______________________. Your Employment Agreement will be deemed to lapse from and including that date.
Subject to the receipt of notice in writing by you addressed to the Chairman and received by ____________________, of your intention to return, your career break will cease on _______________________. Please note that in the event that a minimum of three month’s notice in writing of your intention to return to work is not received, it will be taken that you do not intend to continue your employment with the credit union and your employment will formally terminate on _____________________.
The credit union does not undertake to re-employ you within the term of the career break and you will appreciate that on your return it will be a matter for the credit union in the context of the circumstances at the time to assign you to a position which may not be the same or in the same department as at present, and no undertaking is given as to the type of position to which you will be assigned. On your return, your annual salary will be same as at present, namely €____________. Salary increases applicable to staff during the term of your career break will not apply. On your return, your annual leave allocation will be the same as at present, pro-rated from ___________________.
The period of absence will not count as continuous service for any purpose. Salary and employee benefits will not be payable during the absence which will not be pensionable, service and life insurance will not apply. All services and facilities offered by the credit union will not be availed of for the period of the career break. If you are a member of the credit union’s VHI scheme, you should make independent arrangements for continuing cover.
The credit union will not accept any responsibility whatsoever for any injury sustained in whatever manner during your period of absence.
All confidentiality requirements are still applicable during your period of absence.
Before leaving, you are required to ensure outstanding holidays are cleared prior to commencement of your career break.
We wish you every success with your plans for the next _________ months. Please sign and return the enclosed copy of this letter to indicate your acceptance of the above conditions in respect of your career break.
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Yours sincerely, ____________________________________________ On behalf of ________________ Credit Union Limited I have read and understood the above conditions and accept them. Signed: __________________________________ Date: __________________ Employee
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Exit Interview Form Full Name: ___________________________ Position: ___________________________ Date of leaving: _______________________ Length of Service: ___________________ Years
Months
If resignation, what are main reasons? (please circle relevant box) 1. Career Development
2. Management
3.
4.
Financial
Domestic/
(be specific)
Physical
Is employee going to another job?
5. Fired/Redundant
6. Not Fit
Yes / No
If Yes: What job? ________________________________________________________________ Salary: ___________________________________________________________________ Where? (Name and type of organisation) ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Describe any conditions making the new job more attractive than present job: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ If No: Please outline reason: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Does this interview suggest any course of corrective action? Recommendation: ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Signed: __________________________________ Date: __________________ Interviewer Name & Position
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AREAS FOR SPECIFIC INVESTIGATION
EMPLOYEE’S COMMENTS
1. PACKAGE In general Comparisons - Inside credit union - Outside credit union Long range prospects 2. CONDITIONS
Travel Hours Amenities Others 3. FEELINGS ABOUT THE JOB Easy/hard to learn Interesting Parts liked/disliked Work pressure suggested changes 4. SUITABILITY OF THE JOB If the job didn’t suit the employee’s abilities or interests, what sort of person would it suit better? 5. PERSONAL RELATIONS Supervisors/Managers Colleagues Organisation in general 6. RECOGNITION Efforts appreciated Encouragement 7. APPRAISALS/REVIEWS Undertaken Fairness 8. OPPORTUNITY FOR PROMOTION Within department/work area Organisation in general 9. ANY OTHER FACTORS Employee’s general thoughts about the credit union as an employer, and suggestions how to make it a better place in which to work 10.Would the employee ever consider reapplying for another position in the credit union? Would we re-employ? Would we re-employ in a specific job?
Yes / No
Yes / No Yes / No
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NOTES FOR EXIT INTERVIEWS Suggestions to Interviewer:
Explain reason for interview – to assist the credit union to understand what employees think and so lead to possible improvements
Assure that critical or personal comments will remain confidential, but general notes will be taken, because the credit union regards these interviews as important and wishes to make improvements where possible
Conduct the interview using the sub-headings to help direct discussion
Interviews should flow informally rather than an obvious attempt to get answers to a number of set questions
Cover all items on the form, in any order, and explore unusual responses
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