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SHRM’s knowledge advisors answer common HR questions.
Members may download one copy of our sample forms and templates for your personal use within your organization. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organization’s culture, industry, and practices. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRM’s permission. To request permission for specific items, click on the “reuse permissions” button on the page where you find the item.
What should be done when employees violate the company’s summer dress code?
Ah, summer at the office: the clap of Ryan’s flip-flops, the sight of the torn leather sandals that Joe backpacked through Europe in after college, and the length of Mary’s “skort” making you wonder if she has qualified for Wimbledon this year. You implemented a summer casual dress code policy as a nice benefit for employees, not to give yourself more headaches. So how can you reduce these wardrobe violations?
First, develop and distribute a clear, written policy that spells out expectations for office attire. Millennials and Baby Boomers may have very different ideas on what “casual footwear” means, so a policy should be specific, such as stating whether flip-flops (even the fancy leather ones) are allowed; whether all shoes should be in good condition; and, for safety reasons, if open-toe or platform shoes are permitted. Give examples or limits for major clothing types, and include a disclaimer that the employer has discretion in determining if any clothing item or accessory does not meet company standards.
Second, train your supervisors not only on the policy but also on how to approach an employee who has crossed the line. If the infraction is a minor one, have the supervisor encourage the violator to dress more appropriately going forward. If those sandals are making Joe trip on the carpet or they’ve developed their own special scent, his supervisor should be able to handle the situation quietly, one-on-one with him.
When an employee must be sent home to change to avoid a potential wardrobe malfunction or offending others, supervisors should contact HR. Nonexempt employees could lose pay for such trips; therefore, HR must decide whether sending an employee home to change with or without pay is appropriate for first-time violators. HR also may need to counsel an employee whose attire could be viewed as offensive, such as someone who wears T-shirts with political or religious themes.
Lastly, make sure that repeat or gross violations are well-documented and that the employee understands the consequences of repeat violations. Follow normal disciplinary procedures just as you would for other policy violations, and apply the procedures uniformly. Younger and older workers should be held to the same standards.
How should I handle a job applicant who has an outstanding warrant?
After finding the individual, law enforcement will bring him or her in, either to be arrested or to appear in court. That being the case, you are faced with two main questions: Must you report this applicant to law enforcement? And can the information be used against this person in a hiring decision? While you should consult with legal counsel on both issues, here are some things to consider:
—Shari Lau, SHRM-SCP
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