HR Tool Kit:

Network Use

Krystal Padilla, HR Manager

Introduction

Purpose of the Toolkit

The IHDF HR Toolkit is designed to:

• Ensure Risk Reduction: Help network manage risks within IHDF model.
• Promote Consistency: By encouraging shared templates and practices, affiliates can maintain a cohesive HR approach—yet still adapt to local needs. and documentation as related to people management across the network.
• Facilitate Easy Updates: Employment laws and organizational policies change frequently. This toolkit offers a framework you can revise and expand as needed.

Disclaimer: The following toolkit and templates are provided as general guides for network staff and does not constitute as legal advice. Please consult with legal counsel or other qualified professionals to ensure compliance with all relevant laws and regulations in your jurisdiction.

How to Use the Toolkit

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• Go Directly Where You Need
• Each section is self-contained. For example, if you need help drafting an offer letter, skip straight to “Recruitment & Hiring.”
• Customize Wisely
• Every template or guideline can be adapted to fit your local culture and state-specific rules.
• Review Regularly
• Laws change, and so do organizational policies. Plan to revisit your processes at least once a year (or more, if needed).
• Know Your Limits
• If you run into complex situations or need an interpretation of law, refer to your state Department of Labor or consider consulting legal counsel.

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HR Fundamentals

Key Areas of HR

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• Recruitment & Retention: Finding, onboarding and keeping the right talent.
• Performance Management: Setting goals, reviewing performance, and coaching.
• Compensation Philosophy-how we reward our employees for their contributions and align our pay practices with our organizational values and strategic objectives.
• Training & Development: Helping employees grow and refine skills.
• Legal Compliance: Following federal and state labor laws.
• Record Keeping: Keeping accurate and secure personnel data.

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Top Best Practices

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1. Consistency: Apply policies the same way for everyone.
2. Clear Communication: Keep leaders and staff informed about policies and decisions.
3. Documentation: Always track important HR interactions, like performance discussions or policy acknowledgments.
4. Confidentiality: Protect personal data and medical records.
5. Continuous Learning: Stay aware of federal, state, and local HR law changes.
6. Equity: ensure that all employees receive fair treatment, access to opportunities, and rewards tailored to their contributions, regardless of their background.

Recruitment & Retention

Job Descriptions, Offer Letters & Personnel Action Form (PAF)

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• Creating Job Descriptions
• Clarity First: Use plain language to outline main responsibilities and qualifications.
• Essential Functions: Include any physical requirements and highlight critical tasks.
• Non-Discrimination Statement: Reinforce that you’re an equal opportunity employer.

Job Description Template

Offer Letters

Components:

• Key Elements: Job title, start date, compensation details, general benefits overview, at-will employment statement (if applicable).
• Conditions of Employment: Reference any pending checks or documentation.

Template: Offer Letter

Personnel Action Form (PAF)

• The Personnel Action Form (PAF) is a critical document used to formally track and authorize changes in an employee’s job status, pay rate, department, or employment classification.
• Helps HR, Payroll, and Management maintain accurate employee records and ensures policy compliance.

Personnel Action Form

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Employee Onboarding:

Onboarding Checklist

1. Before Start: Set up technology accounts, prepare workspace, send a welcome email.
2. First Day: Provide an orientation (mission, culture, policies).
3. First Week: Introduce colleagues, review role expectations, set early goals.

Template: Onboarding Checklist

Mandatory Forms

• Form I-9: Verify work eligibility (within three days of the start date).
• Form W-4: Federal tax withholding.
• State Tax Forms: Specific to your affiliate’s state.
• Direct Deposit & Emergency Contacts: Ensure payroll and safety info are on file.

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Performance Management

Purpose:

To align employee efforts with organizational goals while fostering growth and accountability.

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Goal Setting

• Define SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound)�
• Align goals with team/organizational priorities�
• Ensure clarity on expectations and outcomes

🔹 Performance Reviews

• Conduct regular (annual, mid-year, or quarterly) evaluations�
• Use a structured rubric or competency framework�
• Highlight strengths and identify growth areas�

🔹 Coaching & Feedback

• Provide ongoing, constructive feedback�
• Encourage two-way dialogue�
• Support development with action plans, training, and mentorship

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Bottom Line:� Effective performance management is not a one-time event—it’s an ongoing cycle that empowers employees and drives organizational success.

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Compensation Philosophy

Our Approach to Compensation� We are committed to rewarding employees fairly and equitably for their contributions, while aligning our pay practices with our organizational values and long-term strategic goals.

🔹 Guiding Principles:

• Equity & Fairness: Ensure internal equity and mitigate bias across roles and functions�
• Market Competitiveness: Benchmark salaries against comparable organizations to attract and retain top talent�
• Transparency & Consistency: Apply pay practices consistently across the organization�
• Recognition of Performance: Reward high performance and meaningful impact through merit-based increases and bonuses�
• Sustainability: Align compensation with our nonprofit budget realities and mission-driven priorities�

Purpose:� To foster a culture of trust, accountability, and shared success.

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Employee Handbook:

Recommended Policies

• Equal Employment Opportunity (EEO)
• Anti-Harassment & Discrimination
• Code of Conduct & Ethics
• Attendance & Punctuality
• Leave Policies (vacation, sick leave, FMLA, and state-specific leave)
• Workplace Safety
• Electronic Communication & Social Media
• Drug-Free Workplace

State-Specific Sections�For affiliates in California, Colorado, New Jersey, etc., include the relevant details on meal/rest breaks, sick leave mandates, or wage transparency laws.

Acknowledgment Forms�Ask employees to sign a form stating they understand and agree to the policies in your handbook.

Template:Employee Handbook

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Training & Development

Training Programs

Mandatory Training: (ex.)

• Anti-Harassment Training:States like California mandate specific hours for supervisors vs. staff.
• Mandatory training requirements vary state to state.
• Workplace Safety and Emergency Procedures
• Data Security and Privacy Training

Additional Skill Building

• Inclusion: Workshops to foster respect and understanding.
• Leadership Development: Coaching for managers or supervisors.
• External Education: Some affiliates/chapters offer tuition assistance or professional development funds.

Record Keeping

What to Keep

• Personnel Files: Applications, performance reviews, disciplinary notes.
• Medical Files: Stored separately.
• Payroll Records: Wages, timecards, withholdings.

How Long

• I-9 Forms: 3 years from hire or 1 year post-termination (whichever is later).
• Payroll Records: At least 3 years (state laws may vary).
• Personnel Records: Often 3–7 years after an employee leaves, depending on local rules.

Security & Privacy

• Access Control: Only authorized individuals should view employee data.
• Disposal: Shred or securely delete outdated records.

File Organization Guide

Termination & Offboarding

Resignations & Terminations

• Voluntary: Collect a resignation letter or email; conduct an exit interview if possible.
• Involuntary: Ensure consistent documentation of performance or behavioral issues.
• Final Pay: Follow your state’s timeframe for issuing last paychecks.

Exit Interviews

• Purpose: Gather honest insights to improve the workplace.
• Focus Areas: Reasons for leaving, suggestions for better policies or culture.

Exit Interview template

Post-Employment

• COBRA/State Continuation: Offer extended health coverage information (if required).
• Retirement Plans: Remind employees how to roll over or withdraw funds.

Template:Offboarding Checklist

Termination & Offboarding

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Continuous Updates & Compliance Monitoring

• Annual Checkups: Once a year, review major policies for updates.
• Stay Alert: Follow your state’s labor department or other trusted sources for new legislation.
• Communication: Let employees know if policies change and what it means for them.

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Resources & Contacts

Resources and Contacts

External Resources

• Federal Agencies:
• U.S. Department of Labor (DOL): www.dol.gov
• EEOC: www.eeoc.gov
• OSHA: www.osha.gov
• State Labor Departments:
• California Department of Industrial Relations: www.dir.ca.gov
• Texas Workforce Commission: www.twc.texas.gov
• New York: New York State Department of Labor
• Wisconsin: Wisconsin Department of Workforce Development
• Georgia Georgia Department of Labor
• Florida: Florida Department of Economic Opportunity
• New Jersey: New Jersey Department of Labor and Workforce Development

For a comprehensive list of state labor offices, you can refer to the U.S. Department of Labor's directory: State Labor Offices

Legal Counsel

• When to Consult:
• Policy Development: To ensure policies comply with complex laws.
• Employee Relations Issues: For handling terminations, complaints, or investigations.
• Litigation Risks: If facing potential lawsuits.
• Finding Legal Help:
• Referrals: From trusted organizations or professional networks.
• State Bar Associations: Resources for locating employment law attorneys.

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Template and Form Library

Accessible Documents

Editable versions of all templates:

• Job Descriptions
• Personnel Action Form
• Offer Letters
• Onboarding Checklists
• Employee Handbook
• Employee Success Guide (Annual Review)
• Offboarding Checklists
• Exit Interview Questionnaires
• Employee Handbook Acknowledgment Form
• Additional HR Policy Templates

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Final Reminder

• While this toolkit provides a strong starting point, always confirm the latest regulations in your state or municipality. If you encounter complex HR matters or legal questions, consider referencing official labor resources or seeking specialized guidance appropriate to your location.