March Updates to our Employee Manual Products Released

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17 Mar, 2023

We’ve recently made updates to our HR Policies and Procedures Manuals, including the Employee Induction, NDIS Self Managers Direct Employment, and NDIS Support Worker Agency manuals. These updates reflect changes to the Paid Parental Leave Scheme and casual conversion forms.

You will also have heard about the boom in Artificial Intelligence (AI) systems such as ChatGPT. This is a rapidly emerging security, legal and ethical and issue for most businesses. (Here is a recent blog post of ours to help get you up to speed with the issues surrounding AI in the workplace).

Given the rapid pace of change with AI, we have put together a pragmatic Acceptable Use of AI in the Workplace Policy to help small businesses navigate the issue.

Banning AI in the workplace will not work given most major IT programs including Microsoft and Google will be including some form of AI in their software in the near future. Businesses need to find a workaround that protects critical private and confidential data, while still allowing appropriate access for other areas.

This is a rapidly developing issue, so we fully expect there will be changes to the policy over coming months.

 

Quick links to the updates we have just released:

 

We are always open to feedback and suggestions on inclusions. Drop us a line if you would like to see something in a future edition.

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Instant HR Policies & Procedures

V9.13 – 17 March 2023

HR Policies – New Policies

  • Chapter 6 – Information Technology Acceptable Use of Artificial Intelligence (AI) in the Workplace. New Policy was added to reflect that AI programs such as ChatGPT and Bing Chat are emerging technologies with benefits and challenges in the workplace. https://www.employeemanual.com.au/the-ai-revolution/

HR Policies – Updated Sections

  • Before Engaging Employees. Significantly reworded to provide more context.
  • Chapter 2 – Parental Leave – Paid Parental Leave. Updated to reflect the changes from the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill. We have removed details about eligibility as the rules are becoming increasingly complex. Eligibility is the responsibility of Services Australia to determine.
  • Chapter 2 – Parental Leave – Dad and Partner Pay. It has been deleted as it is now rolled into the Paid Parental Leave scheme under the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill.
  • Chapter 6 – Acceptable Use of Information Technology. Updated the section on Unacceptable Use to include using AI systems in breach of our AI policy, accessing information that is not within the scope of their work and misusing or altering customer or employee information without authorisation.
  • Chapter 6 – Company Supplied Computers, Smartphones, Tablets, Laptops, Wearables and PDAs. Password protection section updated: now highlights the need for automatic locking, set to 5 minutes or less of inactivity.
  • Chapter 6 – BYOD. Password protection section updated: now highlights the need for automatic locking, set to 5 minutes or less of inactivity.
  • Chapter 6 – Emails. Added new paragraphs at the beginning to remind employees that emails are not confidential.
  • Minor style corrections throughout the document.

Induction Manual

  • Intro Sections – Updated the acknowledgement of receipt and the Managing Director’s welcome sections to provide the location of the full version of your policies and procedures.
  • Acceptable Use of IT – Section updated to match the main HR Manual.
  • Acceptable Use of Artificial Intelligence (AI) – Addition of a new section to match the main HR Manual.
  • Emails – Added a new section at the beginning to remind employees that emails are not confidential to match the main HR Manual.

HR Forms

  • New Form – Roster Template
  • New Form – Agreement to Cash Out Annual Leave
  • New Form – Policy and Procedure Revision History. A form to help document the changes you make to your policies and procedures manual.
  • New Form – Request for Casual to Permanent Conversion Granted
  • Employee Details – Updated
  • Payslip Details – Updated
  • Offer of Casual to Permanent Conversion – Updated
  • No Offer of Casual to Permanent Conversion – Updated
  • Request for Casual to Permanent Conversion – Updated
  • Refusal of Request for Casual to Permanent Conversion – Updated

HR Articles

  • All articles were substantially rewritten to include more details and practical tips.

NDIS Support Worker Agency – HR Manual

V1.10 – 17 March 2023

HR Policies – New Policies

Chapter 6 – Information Technology Acceptable Use of Artificial Intelligence (AI) in the Workplace. New Policy was added to reflect that AI programs such as ChatGPT and Bing Chat are emerging technologies with benefits and challenges in the workplace. https://www.employeemanual.com.au/the-ai-revolution/

HR Policies – Updated Sections

  • Before Engaging Employees. Significantly reworded to provide more context.
  • Chapter 2 – Parental Leave – Paid Parental Leave. Updated to reflect the changes from the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill. We have removed details about eligibility as the rules are becoming increasingly complex. Eligibility is the responsibility of Services Australia to determine.
  • Chapter 2 – Parental Leave – Dad and Partner Pay. It has been deleted as it is now rolled into the Paid Parental Leave scheme under the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill.
  • Chapter 6 – Acceptable Use of Information Technology. Updated the section on Unacceptable Use to include using AI systems in breach of our AI policy, accessing information that is not within the scope of their work and misusing or altering customer or employee information without authorisation.
  • Chapter 6 – Company Supplied Computers, Smartphones, Tablets, Laptops, Wearables and PDAs. Password protection section updated: now highlights the need for automatic locking, set to 5 minutes or less of inactivity.
  • Chapter 6 – BYOD. Password protection section updated: now highlights the need for automatic locking, set to 5 minutes or less of inactivity.
  • Chapter 6 – Emails. Added new paragraphs at the beginning to remind employees that emails are not confidential.
  • Minor style corrections throughout the document.

Induction Manual

  • Intro Sections – Updated the acknowledgement of receipt and the Managing Director’s welcome sections to provide the location of the full version of your policies and procedures.
  • Acceptable Use of IT – Section updated to match the main HR Manual.
  • Acceptable Use of Artificial Intelligence (AI) – Addition of a new section to match the main HR Manual.
  • Emails – Added a new section at the beginning to remind employees that emails are not confidential to match the main HR Manual.

HR Forms

  • New Form – Roster Template
  • New Form – Agreement to Cash Out Annual Leave
  • New Form – Policy and Procedure Revision History. A form to help document the changes you make to your policies and procedures manual.
  • New Form – Request for Casual to Permanent Conversion Granted
  • Employee Details – Updated
  • Payslip Details – Updated
  • Offer of Casual to Permanent Conversion – Updated
  • No Offer of Casual to Permanent Conversion – Updated
  • Request for Casual to Permanent Conversion – Updated
  • Refusal of Request for Casual to Permanent Conversion – Updated

HR Articles

  • All articles were substantially rewritten to include more details and practical tips.

NDIS Self Managers Direct Employment HR Manual

V1.12 – 17 March 2023

HR Policies – New Policies

  • Chapter 6 – Information Technology – Using Artificial Intelligence (AI) in the Workplace. New Policy was added to reflect that AI programs such as ChatGPT and Bing Chat are emerging technologies with benefits and challenges in the workplace. https://www.employeemanual.com.au/the-ai-revolution/

HR Policies – Updated Sections

  • Before Engaging Employees. Significantly reworded to provide more context.
  • Chapter 2 – Parental Leave – Paid Parental Leave. Updated to reflect the changes from the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill. We have removed details about eligibility as the rules are becoming increasingly complex. Eligibility is the responsibility of Services Australia to determine.
  • Chapter 2 – Parental Leave – Dad and Partner Pay. It has been deleted as it is now rolled into the Paid Parental Leave scheme under the Paid Parental Leave Amendment (Improvements for Families and Gender Equality) Bill.
  • Chapter 6 – Acceptable Use of Information Technology. Updated the section on Unacceptable Use to include using AI systems in breach of our AI policy, accessing information that is not within the scope of their work and misusing or altering customer or employee information without authorisation.
  • Chapter 6 – Emails. Added new paragraphs at the beginning to remind employees that emails are not confidential.

Induction Manual

  • Intro Sections – Updated the acknowledgement of receipt and the Managing Director’s welcome sections to provide the location of the full version of your policies and procedures.
  • Acceptable Use of IT – Section updated to match the main HR Manual.
  • Acceptable Use of Artificial Intelligence (AI) – Addition of a new section to match the main HR Manual.
  • Emails – Added a new section at the beginning to remind employees that emails are not confidential to match the main HR Manual.

HR Forms

  • New Form – Roster Template
  • New Form – Agreement to Cash Out Annual Leave
  • New Form – Policy and Procedure Revision History. A form to help document the changes you make to your policies and procedures manual.
  • New Form – Request for Casual to Permanent Conversion Granted
  • Employee Details – Updated
  • Payslip Details – Updated
  • Offer of Casual to Permanent Conversion – Updated
  • No Offer of Casual to Permanent Conversion – Updated
  • Request for Casual to Permanent Conversion – Updated
  • Refusal of Request for Casual to Permanent Conversion – Updated

New Employee Inductions

V1.1.6 – 17 March 2023

New Employee Induction Book

  • Updated to include reference to Using Artificial Intelligence (AI) in the Workplace.
  • Minor spelling and grammar corrections throughout the document.

Induction Manual

  • Intro Sections – Updated the acknowledgement of receipt and the Managing Director’s welcome sections to provide the location of the full version of your policies and procedures.
  • Acceptable Use of IT – updated
  • Acceptable Use of Artificial Intelligence (AI) – added
  • Emails – Added a new section at the beginning to remind employees that emails are not confidential

HR Forms

  • Employee Details – Updated
Instant HR Policies & Procedures Manual

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AEM01@EM

HR Author and Lecturer with over 25 years' experience in human resources and workplace relations in Australia. Lead Author of Instant HR Policies & Procedures, NDIS Direct Employment HR Manual, and Employee Performance Reviews: Tips, Templates and Tactics.

About Us

We are an Australian human resources business specialising in small businesses and not for profits, based in Brisbane, Australia.

 

If you are an Employee and need HR Advice, call Fair Work Australia 13 13 94

 

 

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