Congratulations on your appointment and welcome to the team at RUWA-GHANA! We are excited that you have decided to join us and look forward to a long, happy and successful partnership together. Our business is primarily about Advocacy on women issues, Economic Empowerment of Women and Governance. You have been hired because we believe you can help us to deliver these high levels of customer satisfaction. We want to ensure that your interactions with other RUWA-GHANA employees and our customers will reflect the value that RUWA-GHANA places on deprived women and children, teamwork, bottom up management and our commitment to superior customer service.
The purpose of this Manual is to introduce you to the RUWA-GHANA, give you some information about our history, our clients and what we do. You will also find information about your terms and conditions and employment, our expectations around your behavior and our policies and procedures. This manual should be read in conjunction with your Contract of Employment.
This Manual is by no means an exhaustive guide to your employment with us. It has been developed to act as a resource and reference for you. The policies within this Manual are easily listed and easily accessed via the contents page. This Manual will be updated as required as our business evolves and grows. You will be notified of any changes as they occur. If you have any questions about the content please do not hesitate to contact The Executive Director on 020-079-9614.
RUWA-Ghana is a non-profit women’s NGO. It was formed in December 2005 in Datoyili, a suburb of Tamale, the capital of the northern region of Ghana. It started with a small group of women agro processors mobilized by Masud Aziz Rauf. It was registered in August 2006. Its purpose is to bring together rural and urban women in Northern Ghana who have suffered tremendously from inequalities and poverty for long and to improve their situation as well as those of their children.
At RUWA-GHANA we do advocacy which covers three operational areas as listed below:
Our Clients
At RUWA-GHANA the main beneficiaries of our advocacy who are our clients are women, children, other vulnerable groups and men to some extend of the northern sector of Ghana as listed below:
RURAL WOMEN;
URBAN WOMEN;
CHILDREN;
PEOPLE LIVING WITH DISABILITIES
To improve the situation of rural and urban women of northern Ghana and their families by assisting them to unite and work together through meetings, mutual self-help, capacity building training and to promote the alleviation of inequalities that confronts them as well as working to meet their need for food, clothing, shelter, education and health.
To become the most preferred partner Non-Governmental Organization for Women Empowerment in Africa.
The core values underpinning our operation as follows:
Your pay cycle is monthly. Our pay cycle runs from Monday to Friday (and sometimes Saturday, if necessary) over a four-week period and pays are processed on Fridays, Monthly. Depending on which bank you use, some people may be able to access their pay on Thursdays because this is the day payroll is actually processed.
Pays will be automatically deposited electronically into the bank account details provided to RUWA-GHANA.
Taxation payments are automatically deducted from your salary. Superannuation payments are paid into your nominated fund.
Please advise the Accountant via email or written letter, should you wish to change any pay details like changing or closing your bank account. Please ensure you notify us prior to the date you wish for the change to be effective by. Your payroll contact is the Accountant and all requests for changes should be made via email.
Office/Business hours are generally between 8am to 5pm Monday to Friday. Your hours of work will depend on business needs and the requirements of the work you are assigned.
Your Manager will work with you to establish your standard hours of work and break times.
RUWA-GHANA adopts a common-sense approach to managing work hours.
Overtime is work which is performed at the direction of the manager and which is more than your contracted hours of work. If you cannot for some reason work reasonable additional or overtime hours you must notify your Manager as soon as practicable with the reasons as to why.
Any absence or late arrival due to illness, injury or any other reason, and the expected duration of leave must be personally reported to your supervisor as soon as practicable (and prior to your normal starting time wherever possible). If you are unable to do this personally, you are requested to ask someone to telephone on your behalf.
Subsequent to this, you must keep your Manager informed of your progress.
Wherever possible you should make dental, medical, business or other appointments outside your normal working hours.
It is essential that you are ready to commence work at your normal commencement time as other employees and the business depend upon you and your contribution.
RUWA-GHANA will reimburse employees for pre-approved expenses properly incurred by employees in the proper performance of their duties. Reimbursement will be subject to employees providing the Practice with receipts or other evidence of payment and of the purpose of each expense, in a form reasonably required by the RUWA-GHANA. Employees will also be required to complete the Expense Reimbursement Form which is included in the Office Forms section of this Manual.
Reasonable travelling expenses, where incurred in the performance of an employee’s duties, will be reimbursed, provided that all claims are made on the appropriate form, signed by the appropriate Manager and supported with the necessary substantiating documentation. The payment of expenses is at all times subject to the prior authorisation of, and at the discretion of, the Practice.
Employees should arrange travel and accommodation through the RUWA-GHANA preferred travel supplier prior to departure. Generally, air travel will be by economy class, with a carrier chosen by the RUWA-GHANA.
As many employees work in an open plan area, it is important that your workstation and or desk remains clean and tidy and free of boxes, papers and magazines. Our expectation is that your workstation will be cleared and tidied at the end of every day. Any items that require storage should be put away, hard copy paper files should be kept to a minimum, with soft copies of files stored on the relevant shared drive electronically. Laptops should not be left on desks overnight unless you have your own lockable office.
Entry to the RUWA-GHANA premises during and / or outside of normal business hours will be by way of keys/security pass.
It is the responsibility of every RUWA-GHANA employee to ensure that this key/security pass is kept in safe custody. It must be returned on demand.
If building access devices are lost or misplaced, you must notify your Manager immediately so that they can be cancelled.
Employees must ensure that all confidential/sensitive documents are locked away at night. You should make sure that your personal belongings and valuables are locked away and secured. Personal property is not covered by Company insurance.
Please keep the kitchen and bathroom areas clean at all times, cleaning up after use. You should be mindful that these are public areas and you should be respectful to others by always cleaning up after yourself. If you use dishes, wash them immediately after use.
If there are any issues with these facilities, you should notify your Manager immediately.
If you need to book or use a meeting room, please ensure that you book through the receptionist/office manager/booking system. Please tidy up after meetings, take away your dirty cups, files papers etc. Place chairs back in position and clean all work away.
Save costs on printing wherever possible by printing on both sides of paper. Please pick up all printed matter off the printer and ensure that the printer is stocked with paper. Colour printing should be kept to a minimum.
Most individuals will have these under their desk. These bins should be used for any items which are not recyclable e.g.; plastics, metal, a pen, food scraps etc. Please use your discretion and be mindful of disposing food scraps in the office. Liquids should not be poured/ placed into bins.
Please recycle where you can using the appropriate bins. Only paper and cardboard with NO RUWA-GHANA, client or candidate information is to be placed into these bins. NO general rubbish is to be placed in these bins.
Paperwork with any sensitive or confidential RUWA-GHANA information needs to be disposed of by either being shredded or placed into the locked security disposal bin. The key for this bin will be the responsibility of the Practice Manager. Documents to be placed in the security bins include but are not limited to:
Try to avoid shouting at each other across the office or on site at a client and respect people’s busy periods or meeting times. Or if someone is engrossed in something at their computer or there are more than two people meeting with someone, it usually means they are busy. Try to talk quietly when you are on the telephone and respect others around you.
This policy affirms RUWA-GHANA’s belief in responsible social and ethical behaviour from all employees. This policy clarifies the standards of behaviour that RUWA-GHANA expects of all employees.
Our employees contribute to the success of our organisation and that of our Clients. RUWA-GHANA fully endorse that all employees are not deprived of their basic human rights.
Furthermore, our employees have an obligation to the Business, our Clients and themselves to observe high standards of integrity and fair dealing. Unlawful and unethical business practices undermine employee and Client trust.
Our Code of Conduct policy applies to all employees and provides the framework of principles for conducting business, dealing with other employees, Clients and suppliers. The Code of Conduct does not replace legislation and if any part of it is in conflict, then legislation takes precedence. This policy is based on the following:
{Business} expects co-operation from all employees in conducting themselves in a professional, ethical and socially acceptable manner of the highest standards.
Any employee in breach of this policy may be subject to disciplinary action, including termination.
Should an employee have doubts about any aspect of the Code of Conduct, they must seek clarification from the {Insert Manager Title}.
This policy will be regularly reviewed by RUWA-GHANA and any necessary changes will be implemented by the Executive Director.
RUWA-GHANA’s objective in establishing a safe and comfortable environment includes setting some standards for workplace dress code. This is to enable all people to project a professional image that is in keeping with the needs of our clients and customers to trust us. Because our industry requires the appearance of trusted professionals a standard dress code is necessary for everyone.
Office employees are expected to dress business casual during work hours. RUWA-GHANA’s standard dress code is the ordinary long trousers for both sexes, the top could be any of our advocacy Lacoste, short or long sleeve shirts (Advocacy Lacoste compulsory for Fridays). No wearing of sleepers and shorts to office is allowed for both men and women. Skirts must be knee length or longer.
Employees should not wear ripped clothing of any sort, low cut clothing such as jeans and shirts, track suits (pants or windcheaters) or thongs or open toed shoes.
Employees will be supplied with RUWA-GHANA campaign Lacoste when they commence employment. Uniforms may need to be ordered in, therefore, employees will dress as per instruction from management until a uniform is distributed. Employees may purchase additional Lacoste at cost price. New Lacoste will be issued to staff when required at management’s discretion. When an employee leaves the company they are required to give all issued Lacoste back.
All clothing worn, including Lacoste, should be clean and neatly preserved at all times.
RUWA-GHANA will allow employees to wear campaign Lacoste on Fridays as said above as compulsory wear only. Prohibited clothing as outlined above is still unacceptable on Fridays.
The internet is provided by RUWA-GHANA for business use. Limited private use is permitted if the private use does not interfere with a person’s work and that inappropriate sites are not accessed e.g. pornographic, gambling. Management has the right to access the system to check if private use is excessive or inappropriate.
Failure to comply with these instructions is an offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal. Staff need to be aware that some forms of internet conduct may lead to criminal prosecution.
To protect RUWA-GHANA from the potential effects of the misuse and abuse of email, the following instructions are for all users:
This policy also applies to all employees, contractors and sub-contractors of RUWA-GHANA who:
have an active profile on a social or business networking site such as LinkedIn, Facebook, Instagram, Twitter and Snapchat;
write or maintain a personal or business’ blog; and/or
post comments on public and/or private web-based forums or message boards or any other internet sites.
This policy does not form part of an employee’s contract of employment. Nor does it form part of any contractor or sub-contractor’s contract for service.
RUWA-GHANA expects its employees to maintain a certain standard of behaviour when using Social Media for work or personal purposes.
This policy applies to all employees, contractors and sub-contractors of RUWA-GHANA who contribute to or perform duties such as:
No employee, contractor or sub-contractor of RUWA-GHANA is to engage in Social Media as a representative or on behalf of RUWA-GHANA unless they first obtain RUWA-GHANA’s written approval.
If any employee, contractor or sub-contractor of RUWA-GHANA is directed to contribute to or participate in any form of Social Media related work, they are to act in a professional manner at all times and in the best interests of RUWA-GHANA.
All employees, contractors and sub-contractors of RUWA-GHANA must ensure they do not communicate any:
Confidential Information includes any information in any form relating to RUWA-GHANA and related bodies, clients or businesses, which is not in the public domain. This includes, but is not limited to information relating to:
RUWA-GHANA acknowledges its employees, contractors and sub-contractors have the right to contribute content to public communications on websites, blogs and business or social networking sites not operated by RUWA-GHANA. However, inappropriate behaviour on such sites has the potential to cause damage to RUWA-GHANA, as well as its employees, clients, business partners and/or suppliers.
For this reason, all employees, contractors and sub-contractors of RUWA-GHANA must agree to not publish any material, in any form, which identifies themselves as being associated with RUWA-GHANA or its clients, business partners or suppliers.
All employees, contractors and sub-contractors of RUWA-GHANA must also refrain from posting, sending, forwarding or using, in any way, any inappropriate material including but not limited to material which:
All employees, contractors and sub-contractors of RUWA-GHANA must comply with this policy. Any breach of this policy will be treated as a serious matter and may result in disciplinary action including termination of employment or (for contractors and sub-contractors) the termination or non-renewal of contractual arrangements.
Other disciplinary action that may be taken includes, but is not limited to, issuing a formal warning, directing people to attend mandatory training, suspension from the workplace and/or permanently or temporarily denying access to all or part of RUWA-GHANA’s computer network.
For the purposes of this policy, the following definitions apply:
Social Media includes all internet-based publishing technologies. Most forms of Social Media are interactive, allowing authors, readers and publishers to connect and interact with one another. The published material can often be accessed by anyone. Forms of Social Media include, but are not limited to, social or business networking sites (e.g. Facebook, LinkedIn), video and/or photo sharing websites (e.g.. YouTube, Instagram), business/corporate and personal blogs, micro-blogs (e.g. Twitter), chat rooms and forums and/or Social Media:
RUWA-GHANA recognises a robust and professional approach to recruitment and selection helps us to attract and appoint individuals with the necessary skills and attributes to fulfil our aims and support our overall goals.
All appointments should be made on the Principle of Merit, compliance with all relevant State Legislation and adherence to this policy and related processes.
Our Business recruits people via the following methods:
RUWA-GHANA will make sure all new employees feel welcome and are ready to start work safely and competently through the use of a proper formal Induction process which this manual forms part of.
Complete an induction plan for each new starter with details of:
RUWA-GHANA will give employees adequate training to do their job safely and competently. Our business believes training is a two-way process. We encourage employees to participate and to highlight any gaps in their own skills or knowledge they believe they have.
Training includes internal on-the-job training, written instructions such as standard operating procedures, coaching, external training and courses. Safety training takes precedence.
RUWA-GHANA commits to providing every employee with 21 training days annually.
The 3 month probationary period is a time for both the employee and RUWA-GHANA to assess suitability, fit and competency within a role. During this period the RUWA-GHANA commits to reviewing employee performance and at the end of this time ongoing permanent employment will be confirmed. .
RUWA-GHANA will, as far as practicable, provide a safe work environment for the health, safety and welfare of our employees, contractors, visitors and members of the public who may be affected by our work.
To do this, RUWA-GHANA will:
Ultimately, everyone at the workplace is responsible for ensuring health and safety at that workplace.
All persons responsible for the work activities of other employees are accountable for:
RUWA-GHANA demands a positive, proactive attitude and performance with respect to protecting health, safety and the environment by all employees, irrespective of their position.
It is RUWA-GHANA’s policy to provide all employees with a safe and healthy workplace by identifying, assessing and controlling manual handling risks.
While management is responsible for the health, safety and welfare of all staff, all employees must report potential and actual manual handling hazards.
Never lift or manually handle items larger or heavier than you can easily support. If you are in any doubt, do not hesitate to ask for help.
All employees may be eligible for workers’ compensation benefits if injured while at work.
If there is an injury:
The manager must report serious injuries to NADMO immediately.
RUWA-GHANA has a non-smoking policy. Smoking is not permitted on RUWA-GHANA property or in offices at any time.
Smokers who need to take breaks should do so in their allotted breaks (no more than fifteen minutes per day in addition to their lunch break. These breaks must be limited to fifteen minutes from leaving the workplace to recommencing work. These breaks must not be taken at the entrance to RUWA-GHANA offices. Excessive smoking breaks will be regarded as absenteeism and performance improvement action may be taken.
RUWA-GHANA is concerned by factors affecting an employee’s ability to safely and effectively do their work to a satisfactory standard. The organizations recognises alcohol or other drug abuse can impair short-term or long-term work performance and is an occupational health and safety risk.
RUWA-GHANA will do its utmost to create and maintain a safe, healthy and productive workplace for all employees. RUWA-GHANA has a zero tolerance policy in regards to the use of illicit drugs on their premises or the attending of other business related premises (e.g. clients) while under the influence of illicit drugs. Contravening either of these points may lead to instant dismissal.
RUWA-GHANA does not tolerate attending work under the influence of alcohol. This may result in performance improvement action or dismissal.
Driving over the legal limit or under the influence of illicit drugs is illegal.
This policy applies to all staff including contractors and covers all work-related functions and activities including external training courses sponsored by RUWA-GHANA.
It also applies for all recruitment, selection and promotion decisions.
The objective of RUWA-GHANA’s Equal Opportunity Policy is to improve business success by:
RUWA-GHANA is committed to providing a workplace free from discrimination, sexual harassment and bullying. Behaviour that constitutes discrimination, sexual harassment or bullying will not be tolerated and will lead to action being taken, which may include dismissal.
For the purposes of this policy, the following definitions apply:
Direct discrimination occurs when someone is treated unfavourably because of a personal characteristic that is protected under Ghanaian law.
Indirect Discrimination occurs when a rule seems neutral, but has a discriminatory impact on certain people. For example a minimum height requirement of 6 foot for a particular job might be applied equally to men and women, but would indirectly discriminate on the basis of sex, as women tend to be shorter than men.
Sexual harassment includes unwelcome conduct of a sexual nature in circumstances in which it could reasonably be expected to make a person feel offended, humiliated or intimidated a reasonable person, having regard to all the circumstances, would have anticipated that the person harassed would be offended, humiliated or intimidated.
Workplace bullying may include behaviour that is directed toward an employee, or group of employees, that creates a risk to health and safety e.g. physical and/or verbal abuse, excluding or isolating individuals; or giving impossible tasks.
RUWA-GHANA provides equal opportunity in employment to people without discrimination based on a personal characteristic protected under state equal opportunity legislation.
Under State legislation they include:
Any employee found to have contravened this policy will be subject to disciplinary action, which may include dismissal as outlined in the complaint procedure below.
Employees must report any behaviour that constitutes sexual harassment, bullying or discrimination to their manager.
Employees will not be victimised or treated unfairly for raising an issue or making a complaint.
Reasonable adjustments are changes that allow people with a disability to work safely and productively.
RUWA-GHANA will make reasonable adjustments for a person with a disability who:
Examples of reasonable adjustments can include:
When thinking about reasonable adjustments RUWA-GHANA will weigh up the need for change with the expense or effort involved in making it. If making the adjustment means a very high cost or great disruption to the workplace, it is not likely to be reasonable.
In some cases RUWA-GHANA can discriminate on the basis of disability, if:
If you believe you are being, or have been, discriminated against, sexually harassed or bullied, you should follow this procedure.
Employees should feel confident that any complaint they make is to be treated as confidential as far as possible.
When a manager receives a complaint or becomes aware of an incident that may contravene RUWA-GHANA EEO Policies, they should follow this procedure.
If an investigation is requested or is appropriate, follow the next procedure.
When a manager investigates a complaint, they should follow this procedure.
If after investigation management finds the complaint is justified, management will discuss with the complainant the appropriate outcomes which may include:
RUWA-GHANA encourages employees to inform their manager of their pregnancy as soon as possible. However, we respect that an employee may not wish to advise us of her pregnancy earlier than the minimum notice period.
We also respect an employee’s wishes regarding when it is appropriate to tell colleagues about the pregnancy.
See the Parental leave policy on page 46 about requirements for taking unpaid parental leave, including notice periods.
RUWA-GHANA is committed to ensuring the safety of pregnant employees and considers harassment, bullying and discrimination to be unacceptable behaviour.
(See the Equal Employment Opportunity policy on page 32 for our general policy and procedure on harassment, bullying and discrimination.)
RUWA-GHANA understands pregnancy to be a healthy and normal process and recognises that women have different experiences. When an employee notifies her manager that she is pregnant, the manager will ask the employee to let them know if they experience any changes to their work capacity during the pregnancy. The employee and her manager will then discuss what is needed to keep the employee safe at work and adjustments will be made accordingly where possible.
Options to reduce hours, change of duties, light duties, rotated tasks, provision of a chair and provision of additional breaks are common ways to ensure safety at work, and will be considered on a case-by-case basis.
If it’s not safe (due to illness, risks or hazards) for a pregnant employee who is entitled to parental leave to continue in her usual position, she can be transferred to a ‘safe job’ with no change to terms and conditions.
The employee needs to provide RUWA-GHANA with reasonable evidence that she is fit for work, but it would be inadvisable to continue in her present position. RUWA-GHANA may insist on a medical certificate.
If RUWA-GHANA can’t transfer the employee to a safe job, she may take (or be required by RUWA-GHANA to take) paid ‘no safe job’ leave for the time stated in the medical certificate or until the pregnancy ends (either by giving birth or otherwise).
‘No safe job’ leave is not sick leave – it is a separate paid leave type (pregnancy- no safe job). This leave will be paid at the rate specified in the award or agreement which, at a minimum, can be no lower than the employee’s base rate of pay for her ordinary hours of work. In the six weeks prior to the expected date of the birth of the child, an employer may ask an employee on safe job leave for medical certificates stating that she would be fit to perform a safe job, if one were available to her.
An employee may be required to take unpaid parental leave (instead of paid no safe job leave) if she does not provide a medical certificate within seven days or if she provides a medical certificate stating she is not fit for any work.
A pregnant employee may work until the expected date of birth of her child. If she wishes to continue working in the last six weeks of her pregnancy she may be requested to provide a medical certificate within seven days confirming she is fit to work.
If the medical certificate indicates the employee is not fit for work, she may be required to start parental leave or take a period of unpaid leave as soon as practicable.
If the employee has agreed to contact during leave, then towards the end of the leave period, the manager should confirm the employee’s intention to return on the agreed date. The employee also may want to discuss any requests for flexible work arrangements at this time.
An employee must provide four weeks’ notice if they want to extend their leave beyond the return date that was initially advised. (According to Ghana’s Parental leave law)
The employee on parental leave has the right to return to the job they held prior to going on leave, including any promotion. If that position no longer exists, the employee will be given whichever other available position is nearest in status and remuneration to the position they held prior to going on leave.
If an employee was placed in a safe work position prior to leave, the employee is entitled to return to the position they held immediately before the safe work position.
If the pre-parental leave position no longer exists, RUWA-GHANA will follow its redeployment and redundancy procedures to determine if a suitable alternative position is available.
RUWA-GHANA aims to understand and support mothers in the workplace, including accommodating breastfeeding as much as possible a private space will be provided.
An employee should discuss her needs with her manager and RUWA-GHANA will endeavour to make a private space available or other arrangements made by agreement. Depending on the employee’s duties this may include cover while she is away from her work environment.
Employees may request flexible working arrangements based on parental and carer responsibilities. Employees are encouraged to put the request in writing.
To comply with the Equal Opportunity laws of Ghana, RUWA-GHANA will consider this request, and consider all relevant facts and circumstances in deciding whether or not to agree to the request. Such a request will not be refused unless it is reasonable to do so.
Circumstances that may be relevant to determining whether a refusal is or is not reasonable include:
Other factors that might be relevant in a particular case include:
In addition, under the National Employment Standards, employees who have at least 12 months continuous service, with responsibility for the care of a child under school age, or for care of a child under 18 with a disability have the right to request flexible working arrangements.
Flexible work arrangements will also be considered as a form of reasonable adjustments to allow people with a disability to work safely and productively (see information on reasonable adjustments above).
This right applies to all employees including permanent full-time and part-time employees, as well as casual employees, regardless of role of job function.
Employees must put such a request in writing.
RUWA-GHANA will provide a written response granting or refusing the request within 21 days and will only refuse such requests on reasonable business grounds. These reasons will be detailed in the written refusal.
Flexible work options which may be considered by RUWA-GHANA include:
This is not an exhaustive list, and other options may be agreed.
Employees utilising flexible work practices will be treated no less favourably than any other employee. Flexible working is not a barrier to promotion or supervisory responsibilities.
Unless specified otherwise, employees referred to in this policy mean permanent full-time or part-time employees.
All employees are entitled to leave in accordance with the relevant awards or agreements and statutory provisions. Where the entitlements or practices in this document conflict, the applicable award, workplace agreement, employment contract or employment law takes precedence.
All planned leave has to be mutually agreed, and take into account workloads and the employee’s needs. Leave must be approved in advance, except when the employee can’t anticipate the absence. Any documents regarding leave will be kept on the employee’s personnel file.
Each employee is entitled to a minimum of 28 days annual leave a year (pro-rata for part-time). Leave entitlements are calculated from the date they started work and accrue in accordance with workplace relations legislation or industrial instruments. Annual leave counts towards continuous service (used when calculating long service leave). Applications for annual leave need to be lodged 4 weeks in advance.
An employee is expected to take accrued annual leave for business close down periods. If insufficient leave is accrued, RUWA-GHANA may direct an employee to take unpaid leave.
RUWA-GHANA will decide on a case-by-case basis whether it will agree with an employee to ‘cash out’ annual leave as permitted by workplace relations legislation or any industrial instrument.
In some circumstances, leave in advance of what leave has accrued may be approved. This is conditional on the employee agreeing to the business deducting any advance in the event of termination, or to the employee accepting leave without pay.
An employee is entitled to a minimum of 10 days of personal/carer’s leave every 12 months which can all be taken as carer’s leave if required. Paid personal leave accrues at the rate of 2 days per month of service and is cumulative.
An employee should notify his/her manager as soon as possible if they are unable to attend work due to illness or injury. Management, at its discretion, may request evidence such as a medical certificate showing that the employee was entitled to take personal leave during the relevant period.
Carer’s leave is available to an employee for the care or support of an ill family or household member or if an unexpected emergency affects a family or household member. It is typically part of personal (sick) leave and is dealt with similarly to above.
Employees including casual employees are entitled to take up to two days unpaid carer’s leave for each occasion of family or household member illness or unexpected emergency. An employee cannot take unpaid carer’s leave if they could instead take paid carer’s leave.
Compassionate leave is paid leave taken by an employee to spend time with a family member/member of the employee’s household, who has a personal illness, or injury, that poses a serious threat to his/her life, or after the death of a family member/member of the employee’s household.
Each employee is entitled to a period of two days paid compassionate leave for each occasion where a family member has died, or the employee needs to spend time with a seriously ill family member. Additional unpaid leave maybe granted at management discretion.
Casual employees are entitled to two days unpaid compassionate leave for each occasion.
Employees are entitled to long service leave in line with Ghana Labour Law long service leave laws (or per a relevant Award or Agreement).
Employees (including a de facto or same sex partner, or single person) who are expecting a child or adopting a child are eligible for 52 weeks of unpaid parental leave if they are:
After birth or adoption, the parent with responsibility for the care of the child is entitled to unpaid parental leave. Employees who are pregnant may commence leave up to six weeks before the expected date.
Employees may request to extend their leave by a further 12 months (for a total of 24 months maximum), to be submitted in writing at least four weeks before the end of the original 12 months unpaid parental leave.
RUWA-GHANA will respond in writing within 21 days and may refuse only on reasonable business grounds. The written response will include details if the request is refused.
Available Parental Leave types at RUWA-GHANA include:
If you are the primary caregiver of your child, you can access up to 52 weeks of Parental Leave. Parental leave is unpaid except in the instances where an employee is eligible for Parental Leave Pay in line with legislation. Parental Leave with Pay is described in full in the following section.
Both employees of an employee couple may take leave at the same time for a maximum period of 8 weeks. This leave must be taken within 12 months of the birth or adoption of a child. The concurrent leave may be taken in separate periods. Each period must be no shorter than 2 weeks unless the employer agrees.
Unpaid Special Maternity Leave is available to pregnant female employees in the case of pregnancy-related illness or if the pregnancy ends within 28 weeks of the expected date of birth. The duration of this leave should be agreed with the {Business Owners} as soon as is practically possible, and any unpaid Special Maternity leave will reduce the amount of Maternity Leave you are entitled to take by the same amount.
Available Parental Leave Pay types at RUWA-GHANA include:
Please note that RUWA-GHANA will only make payments in line with the two types of Parental Leave Pay detailed below. Where relevant, Parental Leave Pay will be paid in line with the standard RUWA-GHANA pay cycles.
In line with legislation, eligible employees who are the primary caregiver may be entitled to 18 weeks paid leave, paid at the minimum wage. Please note that a child’s primary caregiver is the person who is most meeting the child’s physical needs. This will usually be the birth mother of a newborn child or the initial primary caregiver of an adopted child, even if your child is in hospital.
This leave is not in addition to the 52 weeks parental leave mentioned above. Any periods of unpaid and paid Parental leave must not exceed 52 weeks in total.
Employees may take subsequent periods of paid Parental Leave, however, in order to be eligible for this, you must return to work and complete a minimum of 12 months continuous service following your return from any previous paid Parental Leave.
If your partner is the primary caregiver of your child, you may be entitled to 2 weeks of Government funded paid Dad and Partner Pay whilst on Concurrent Leave. It is your responsibility to check your entitlement to this payment with the Department of Human Services.
Generally, only the parent with responsibility for the care and welfare of the child is entitled to take unpaid parental leave. However, up to three weeks unpaid parental leave may be taken at the same time by both members of an employee couple, with the period of concurrent leave starting on the day of the birth (unless the manager agrees to other arrangements).
An employee wishing to take unpaid parental leave must provide written notice at least 10 weeks before starting the leave (or as soon as is practicable) including the intended leave start and end dates.
Leave dates or any changes of dates must be confirmed at least four weeks before the leave starts. The manager will confirm the leave and any affected entitlements such as continuous service in writing.
Because RUWA-GHANA recognises that the timing of placement for an adopted child may be uncertain, employees should keep their manager informed of any changes to the likely placement date and commencement of leave.
If the employee has paid annual leave available, he or she may, in agreement with the manager, take some or all of that leave at the same time as the unpaid parental leave.
Personal leave may be available for attendance at medical appointments. Appointment times and the availability of leave should be discussed with the manager.
An employee may take up to two days unpaid pre- adoption leave. Employees must provide notice of the leave including expected leave period as soon as practicable (which may be after the leave has started).
If an employee requires more than two days pre-adoption leave, they should discuss their requirements with their manager.
If an employee is ill during her pregnancy, she may access her ordinary sick leave entitlements, including any accrued leave.
If an employee experiences extended illness due to pregnancy, she can access unpaid ‘special maternity leave’ for the period her treating doctor certifies is necessary. Special maternity leave is included in the 52 weeks available unpaid parental leave period.
The employee must make a special maternity leave application as soon as practicable which details the period of leave required. The manager may request a medical certificate and if so, this must be provided by the employee.
If the pregnancy ends within 28 weeks before the due date without a live birth, the employee may take unpaid ‘special maternity leave’ for the period her treating doctor certifies is necessary. Unpaid parental leave is not available in this situation, instead special maternity leave applies.
The employee must make a special maternity leave application as soon as practicable, specifying the expected leave period and providing a medical certificate, if this is requested by the manager.
RUWA-GHANA will be sensitive to the personal issues associated with this type of leave.
Even though the employee is on leave, they will continue to be protected against discrimination as an employee. See the Equal Employment Opportunity policy on page 32.
RUWA-GHANA respects that some employees do not want any contact while on leave, and others do. The manager should discuss with the employee what sort of communication the employee would like while on leave, and record this agreement.
While an employee is on unpaid parental leave, RUWA-GHANA will ensure that the employee is considered and kept informed of significant changes that may occur in the business.
Where a decision will have a significant effect on the status, pay or location of the pre-parental leave position, the RUWA-GHANA will take all reasonable steps to inform the employee and discuss the effect of the decision. During any restructures, employees on parental leave will be treated no less favourably than other employees and will be kept informed of the process.
If an employee has applied for less than 52 weeks unpaid parental leave, they can extend the period of leave once to take the total leave up to a maximum of 52 weeks. The employee must give at least four weeks’ notice prior to the end date of the original leave period. A period of unpaid parental leave may be reduced by agreement between RUWA-GHANA and the employee.
An employee can resign while on parental leave but they must give the required notice of resignation as set out in {insert award/contract/letter of offer}.
Employees should not undertake any activity during leave which is inconsistent with the employment contract, including other employment and they should remain responsible for the care of the child.
The employee’s position may be filled on a temporary basis while they are on leave. RUWA-GHANA will notify the replacement employee that their employment in this role is temporary and that the pregnant employee has the right to return to the position.
RUWA-GHANA will grant time in lieu to an employee who is required to work outside their normal hours. Time worked towards time in lieu must be approved in advance unless exceptional circumstances exist, in which case management will consider granting approval after the time is worked.
Time in lieu will be added to the employee’s annual leave. RUWA-GHANA will record time-in-lieu credits and debits. Generally, employee should take time in lieu in the same financial year within which they accrue it. A manager must approve time-in-lieu leave. An employee cannot accrue more than {X} hours of time in lieu.
Management has the discretion to approve leave without pay that an employee is not otherwise entitled to.
An employee is entitled to paid leave for jury duty in accordance with legislation. An employee on jury service should supply the official request to attend, the details of attendance and the amount the court has paid them. RUWA-GHANA will reimburse the employee the difference between this amount and their base salary. If an employee is absent because of jury service of more than 10 days in total, the employer is only required to pay the employee for the first ten days of absence.
If an employee needs to take temporary absence from work because of voluntary emergency management activities (for example, as a volunteer dealing with an emergency or natural disaster as a member of SES, CFA or Army Reserve) then they should ask management for leave as soon as possible after they become aware of the need to take leave.
RUWA-GHANA will support such activities wherever possible, as an important community service.
RUWA-GHANA may require evidence of these activities at its discretion.
The purpose of performance management is to improve performance. It is an ongoing process. It should include informal and formal review. We encourage a two-way process, that is, employees can also give management feedback on performance.
All employees will undergo a formal performance review with their immediate managers at least 2 times a year.
RUWA-GHANA requires a minimum standard of conduct and performance which will be made clear to employees in management appraisals. If an employee does not meet this standard, RUWA-GHANA will take appropriate corrective action, such as training. Formal performance improvement procedures will generally only start when other corrective action fails.
If an employee deliberately breaches business policy or procedure, or engages in misconduct, RUWA-GHANA may start improvement procedures, or, in cases of serious misconduct or breach of policy, may dismiss an employee.
Each employee must understand their responsibilities, be counselled and given the opportunity to reach the standards expected of them. RUWA-GHANA will give an employee the opportunity to defend themselves before management takes further action.
Note: If employees have a disability that requires reasonable adjustments to be made to the workplace or job to allow you to work safely and productively, they should raise this with their manager. RUWA-GHANA will only refuse such requests on reasonable business grounds.
Note: some circumstances justify going straight to a second or final warning.
Summary (instant) dismissal for gross or very serious misconduct is possible (depending on the facts involved). Management should seek advice before taking this step.
RUWA-GHANA supports the right of every employee to lodge a grievance with their manager if they believe a decision, behaviour or action affecting their employment is unfair. An employee may raise a grievance about any performance improvement action taken against them.
We aim to resolve problems and grievances promptly and as close to the source as possible. When necessary, RUWA-GHANA will escalate a grievance to the next higher level of authority for more discussion and resolution, and continue escalating it to the level above until it is resolved.
Managers will do their utmost to action grievances objectively, discreetly and promptly. Be aware that grievances that are misconceived, vexatious, and lacking substance may result in disciplinary action being taken against the employee lodging the grievance.
Conflict of interest arises whenever the personal, professional or business interests of an employee are potentially at odds with the best interests of RUWA-GHANA.
All employees are required to act in good faith towards RUWA-GHANA. Employees need to be aware of the potential for a conflict of interest to arise and should always act in the best interests of RUWA-GHANA.
As individuals, employees may have private interests that from time to time conflict, or appear to conflict, with their employment with RUWA-GHANA. Employees should aim to avoid being put in a situation where there may be a conflict between the interests of RUWA-GHANA and their own personal or professional interests, or those of relatives or friends. Where such a conflict occurs (or is perceived to occur), the interests of RUWA-GHANA will be balanced against the interests of the staff member and, unless exceptional circumstances exist, resolved in favour of RUWA-GHANA.
It is impossible to define all potential areas of conflict of interest. If an employee is in doubt if a conflict exists, they should raise the matter with their manager.
Employees must:
If an employee declares such an interest, RUWA-GHANA will review the potential areas of conflict with the employee and mutually agree on practical arrangements to resolve the situation.
Employees must disclose any other employment that might cause a conflict of interest with RUWA-GHANA to their manager. Where there are external involvements that do not represent a conflict of interest, these must not affect performance or attendance whilst working at RUWA-GHANA. If such involvement does affect performance or attendance it will be considered a conflict of interest.
Employees must not set up or engage in private business or undertake other employment in direct or indirect competition with RUWA-GHANA using knowledge and/or materials gained during the course of employment with RUWA-GHANA.
Engaging in other business interests during work hours will result in strong performance improvement action.
Failure to declare a potential, actual or perceived conflict of interest or to take remedial action agreed with RUWA-GHANA, in a timely manner, may result in performance improvement proceedings including dismissal.
All intellectual property developed by employees during their employment with RUWA-GHANA, including discoveries or inventions made in the performance of their duties related in any way to the business of RUWA-GHANA, will remain the property of RUWA-GHANA.
Employees may be given access to confidential information, data, business property, keys to premises or any other business related property/information in the performance of their duties. This must be protected and used only in the interests of RUWA-GHANA.
Employees must not:
‘Confidential information’ includes any information in any form relating to RUWA-GHANA and related bodies, clients or businesses, which is not in the public domain.
Employees must act in good faith towards RUWA-GHANA and must prevent (or if impractical, report) the unauthorised disclosure of any confidential information. Failure to comply with this policy may result in performance improvement proceedings including dismissal, and RUWA-GHANA may also pursue monetary damages or other remedies.
RUWA-GHANA will comply with all local and state laws and regulations on:
RUWA-GHANA will set targets each year to increase energy and water efficiency, and seek opportunities for reducing and recycling waste. To do this, we will:
You must read all the policies contained in this document and listed below. Company policies are a part of your employment contract and therefore must be read and understood to ensure you are fully aware of your responsibilities as an employee of RUWA-GHANA.
Please read each of the policies listed below and tick where shown to indicate you are aware of the rules and responsibilities you have whilst employed by RUWA-GHANA.
I have read and understand the contents of this manual along with the above policies and I agree to the terms of conditions of these documents.
Employee Name:
Employee Signature:
Date: