How do I hold employees accountable for reviewing Policies?
In Policy Cloud, you can send out one or more policies to be reviewed/signed by employees. They will receive an email asking them to sign in, review the policy, and submit an acknowledgement that they have received it. As an Admin, you can access the Signature log at any time to see the status of these requests.
What are some examples?
- All new employees are asked to review and sign off on Policies in the Employee Handbook.
- A single Policy is updated by the HR team and sent out to all employees to review/sign off.
- As part of your organization’s behavior management, an employee has to review and sign off on a policy that he/she violated.
How do I set this up?
Step 1: On the left hand Admin toolbar, click Information > Policies and Manuals
Step 2: Click on the Manual that requires signatures.
Step 3: There are 3 options for assigning signature, and all three take you to the same place:
-In the top right corner, select Signatures > Get Signatures. Here you will have to place a check mark beside the policy/policies you’d like signed.
-Click the Actions button for a specific policy then select Get Signatures. That policy will already be selected, but you have the option to select more.
-While Editing a Live policy, you can select Tools & Actions > Get Signatures in the top right corner. That policy will already be selected, but you have the option to select more.
Step 4: When the Signature Request window appears, place a check mark beside all of the policies that need to be signed. Use the top check mark for each Section to ‘select all’ policies within that section.
Step 5: Select the employee(s) you are assigning this to. Leave all options blank to assign to All Employees. You can assign to an Employee Group, Location, Department, individual Employees, or any combination of these.
Step 6: Select the date you’d like the employee(s) to have completed their signature by.
Step 7: Click Send Signature Request. The employee(s) will now receive an email letting them know that they have one or more policies to review.
How do I review this later?
Step 1: You can access the Signature Log from 3 different areas, and they each take you to the same place:
-Click on the Signature Log button in the in-app menu at the top of your screen.
-In the top right of your screen, select Signatures > Signatures Log.
-Click the Actions button for a specific policy then select Signatures Log.
Step 2: From the Signature Log you can view the status for all signatures including the policy information included in the request, who made the request and when, and the status of the request. If not yet signed, the Status column will read “Pending”. When signed, it will read “Signed”.
NOTE: In this table, and many tables throughout our platform, you can use the filters for each column to narrow down your data. You can also click the 3 dots on any column to see if there are more available columns to add, sort, etc.
VAIRKKO Best Practices
- Documentation is crucial for any HR procedures. Make sure to take advantage of this feature to ensure that all employees are aware of what is expected of them.