Employee Handbook Section
Policy section for staff handbook (PTO, remote work, etc.)
The Prompt
The Prompt
Employee Handbook Section Generator for Nonprofits
BEFORE YOU START: Gather This Information (examples in parentheses)
Organization Basics:
- [ORGANIZATION NAME]: (e.g., River Valley Food Bank)
- [SECTION TOPIC]: (e.g., Remote Work; Paid Time Off; Workplace Safety)
- [MISSION/PROGRAM CONTEXT]: 1 sentence (e.g., We distribute food to 5,000 families monthly across three counties)
Legal & Compliance:
- [JURISDICTIONS]: (e.g., California; New York and New Jersey)
- [IMPLEMENTATION DATE]: (e.g., January 1, 2025)
- [REVIEW FREQUENCY]: (e.g., annually; every two years)
Staff Details:
- [STAFF TYPES]: (e.g., full-time, part-time, seasonal, interns)
- [WORK MODES]: (e.g., hybrid; fully remote; on-site only)
- [UNION STATUS]: (e.g., non-union; SEIU Local 123 members)
Your Capacity:
- [CAPACITY NOTES]: (e.g., Executive Director manages HR 3–5 hours/week; one part-time operations coordinator handles HR)
- [CONTACT ROLE]: (e.g., Operations Director; Executive Director)
Style Preferences:
- [READING LEVEL]: (e.g., 8th grade; high school; general adult)
- [TONE] (choose ONE; examples below)
- FORMAL example: “Employees must submit requests using the Time Off Form within 48 hours of the absence. Supervisors approve or deny within two business days. Failure to follow these steps may result in the absence being unpaid.”
- WARM example: “Please use the Time Off Form and let your supervisor know within two days of any absence. We try to respond within two business days. If you’re unsure what to do, ask—we’re here to help.”
- CASUAL example: “Need time off? Fill out the Time Off Form and give your supervisor a heads-up within two days. We’ll aim to confirm in a couple of business days. Questions? Just ping your supervisor.”
- [LANGUAGE ACCESS]: (e.g., Spanish; Spanish and Mandarin; English only)
Approval Chain:
- [PREPARED BY]: (e.g., Operations Coordinator)
- [APPROVED BY]: (e.g., Executive Director and Board Personnel Committee)
- [LEGAL REVIEW]: (e.g., Pro Bono Partnership; Smith & Associates; internal review only)
Optional Settings:
- [WORD COUNT RANGE]: (default 500–750; use 800–1,100 for complex topics like harassment; 350–550 for simple topics like dress code)
YOUR PROMPT:
Draft an Employee Handbook Section for [ORGANIZATION NAME] on [SECTION TOPIC], aligned with our mission ([MISSION/PROGRAM CONTEXT]) and compliant with [JURISDICTIONS] law. This is for a small nonprofit team with [CAPACITY NOTES].
Formatting Rules:
- Use numbered section headers (1–13) with the exact titles below.
- Use short paragraphs and bullet lists where helpful.
- Procedures must be a numbered checklist with who/what/when and named forms/tools.
Required Structure (follow this exact order):
1. Title
2. Policy Statement – 2–4 sentences stating what is required/allowed/prohibited (not aspirational)
3. Purpose/Values Link – 1–2 sentences tying to our mission
4. Scope/Eligibility – Specify:
- Staff types: [STAFF TYPES]
- Union status: [UNION STATUS]
- Work modes: [WORK MODES]
- Volunteers/contractors: included or excluded
5. Definitions – 3–5 plain-language terms
6. Procedures – Numbered steps with WHO does WHAT by WHEN; include forms/tools; realistic for [CAPACITY NOTES]
7. Legal/Compliance References – Name relevant [JURISDICTIONS] laws/regulations; note when local law supersedes this policy
8. Exceptions & Accommodations – How to request disability/religious accommodations; Contact: [CONTACT ROLE]; response timeframe (e.g., within 5 business days)
9. Reporting/Confidentiality/Anti‑retaliation – Reporting channels; privacy limits; anti-retaliation; recordkeeping and retention timeframes (or “per local law”)
10. Roles & Responsibilities – Employee; Supervisor; Operations/HR; Executive Director; Board (if applicable)
11. Related Policies – Cross-reference 2–4 connected sections
12. Effective Date/Review – Include:
- Effective: [IMPLEMENTATION DATE]
- Review: [REVIEW FREQUENCY]
- Version control template: “Version [X.X] | Effective [DATE] | Last Reviewed [DATE]”
- Disclaimer: “This policy does not create an employment contract.”
13. Employee Acknowledgment – 30–60 words employees can sign
Content Requirements:
- Length: [WORD COUNT RANGE]
- Tone: [TONE] (use the style demonstrated in the examples above)
- Reading Level: [READING LEVEL]
- Include 1–2 brief nonprofit scenarios (e.g., outreach coordinator at a mobile pantry; program manager on a grant-funded event day)
- Stands Alone: The section must be understandable without reading other sections; cross-references are allowed but not required for basic comprehension.
- Language: plain, specific, enforceable; avoid legalese, vague timelines, and corporate jargon.
- Equity & Accessibility: note [LANGUAGE ACCESS]; include accommodations; ensure fairness across roles and work modes.
What to AVOID:
- Unenforceable promises (“we will always…”)
- Copying statutes verbatim
- Vague timelines (“soon,” “promptly”)
- Procedures requiring tools/staff we don’t have
- Conflicts with union collective bargaining agreements (if any)
Final Elements:
- Authorship Line: “Prepared by [PREPARED BY] | Approved by [APPROVED BY] | Legal review: [LEGAL REVIEW]”
- Equity Note: Flag any potential disparate impacts and how this policy mitigates them.
- Review-Ready: Draft must be suitable for board and legal review with minimal edits.
QUALITY CHECK (Review AI Output Against These):
- Too legalistic? → “Rewrite Procedures in simpler language at [READING LEVEL] with shorter sentences.”
- Too vague? → “Make the Policy Statement specific. Replace vague phrases with concrete timeframes or criteria.”
- Procedures too complex for small team? → “Simplify Procedures for [CAPACITY NOTES]. Reduce steps/forms.”
- Missing nonprofit context? → “Add one example for [specific role] during [specific program activity].”
- Tone off? → “Adjust the tone to be more [WARM/FORMAL/CASUAL] throughout, especially Procedures and Acknowledgment.”
- Contradicts existing policy or law? → “Reconcile with our [OTHER POLICY] and [JURISDICTIONS] law; revise for consistency.”
- Length off-target? → “Resize to [WORD COUNT RANGE] without losing required sections.”
- Union considerations missing? → “Add language acknowledging the CBA and that the CBA governs where different.”
COMMON FOLLOW-UP PROMPTS:
- “Expand Definitions to include [TERM].”
- “Add a procedure step for [SPECIFIC SCENARIO] with timeline and responsible role.”
- “Provide an example for how [STAFF TYPE] uses this policy when [SITUATION].”
- “Revise Scope to exclude contractors and include volunteers.”
- “Break Procedures into a numbered checklist and name any required forms.”
- “Create a simple text flowchart of the approval process.”
- “Rewrite the Employee Acknowledgment in first person (‘I understand…’).”
EXAMPLE VARIABLE SETS:
Example 1: Remote Work Policy
- ORGANIZATION NAME: Coastal Youth Services
- SECTION TOPIC: Remote Work
- MISSION/PROGRAM CONTEXT: We provide mental health counseling and after-school programs to 300 teens annually
- JURISDICTIONS: Washington State
- STAFF TYPES: full-time, part-time (20+ hours), temporary
- WORK MODES: hybrid (counselors on-site 3 days; admin remote)
- UNION STATUS: Non-union
- CAPACITY NOTES: Executive Director handles HR with 4 hours/week; no dedicated HR staff
- READING LEVEL: high school
- TONE: WARM
- LANGUAGE ACCESS: English and Spanish
- IMPLEMENTATION DATE: January 1, 2025
- REVIEW FREQUENCY: annually
- PREPARED BY: Operations Coordinator
- APPROVED BY: Executive Director and Board Personnel Committee
- LEGAL REVIEW: Pro Bono Partnership
- WORD COUNT RANGE: 500–750
Example 2: Harassment and Discrimination Prevention
- ORGANIZATION NAME: Metro Legal Aid
- SECTION TOPIC: Harassment and Discrimination Prevention
- MISSION/PROGRAM CONTEXT: We provide free legal services to low-income residents in housing and family law cases
- JURISDICTIONS: Illinois (including Chicago)
- STAFF TYPES: full-time attorneys, part-time paralegals, law student interns
- WORK MODES: hybrid
- UNION STATUS: Non-union
- CAPACITY NOTES: Operations Manager (0.5 FTE) manages HR; ED involved in investigations
- READING LEVEL: general adult
- TONE: FORMAL
- LANGUAGE ACCESS: English and Spanish
- IMPLEMENTATION DATE: March 1, 2025
- REVIEW FREQUENCY: every two years
- PREPARED BY: Operations Manager
- APPROVED BY: Executive Director and Board
- LEGAL REVIEW: Chicago Volunteer Legal Services (pro bono)
- WORD COUNT RANGE: 800–1,100How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the operations category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Small Community Org
High Desert Community Pantry is a small rural nonprofit in western New Mexico operating a mobile pantry and on-site warehouse; funded by local churches, small donors, and a county grant.
View scenario details
1. Title Workplace Safety Policy
2. Policy Statement - We require safe work practices in our warehouse and at all mobile pantry sites. Use required PPE (closed‑toe shoes, work gloves, and high‑visibility vests on routes), follow lifting rules, wear seat belts, and do not use phones while driving. Report hazards, near misses, and injuries within 24 hours using our forms. Only trained staff may use pallet jacks, lift gates, or other equipment. We may pause or relocate work for heat, lightning, smoke, or icy conditions.
3. Purpose/Values Link Safety helps us deliver healthy food to 1,200 rural households each month without harm to staff, volunteers, or neighbors. Protecting each other keeps our mission moving.
4. Scope/Eligibility - Staff types: full-time program and warehouse staff, part-time drivers, seasonal helpers, interns - Union status: Non-union - Work modes: on-site warehouse and field/mobile distribution - Volunteers: included when serving with us - Contractors: not covered by this policy, but must follow our site rules under their contract
Note: Policy and forms are available in English, Spanish, and Navajo. Ask your supervisor if you need an interpreter or translation.
5. Definitions - Hazard: Anything that can cause harm (e.g., unstable pallet, slick ramp, extreme heat). - Near Miss: A safety event with no injury but could have caused one. - Incident: An injury, illness, property damage, vehicle crash, or exposure. - PPE: Personal protective equipment (gloves, vests, closed‑toe shoes, masks if needed). - Stop‑Work Authority: Anyone can pause unsafe work until it is fixed.
6. Procedures 1) If it’s unsafe, stop. - Who: Any employee or volunteer - What: Pause the task; move to a safe area - When: Immediately - Form/Tool: None; notify Supervisor on site
2) Medical needs - Who: Supervisor - What: Call 911 for life‑threats; use first aid kit; arrange urgent care when needed - When: Immediately - Form/Tool: First Aid Kit Log (in vehicles and warehouse)
3) Report incidents and near misses - Who: Employee or witness; Supervisor helps if needed - What: Complete Incident Report Form - When: Within 24 hours (same shift if possible) - Form/Tool: Incident Report Form; submit to Operations Coordinator
4) Vehicle safety and crashes - Who: Drivers - What: Pre‑trip Daily Vehicle Checklist; seat belts on; no handheld phones; follow speed limits - When: Before each trip; during all driving - Form/Tool: Daily Vehicle Checklist - If crash: secure scene, call 911 if needed, inform Supervisor, complete Accident Report within 24 hours
5) Lifting and equipment - Who: All staff and volunteers - What: Use two‑person lift or pallet jack for loads over 50 lbs; only trained staff use lift gates/pallet jacks - When: Every shift - Form/Tool: Posted Lift Guide; Equipment Training Log
6) Hazard reporting and fix - Who: Anyone can report; Supervisor mitigates; Operations Coordinator tracks - What: Submit Safety Concern Card or Online Safety Log; Supervisor addresses quick fixes; complex issues go to Operations Coordinator - When: Report same shift; triage within 2 business days; fix as soon as practical - Form/Tool: Safety Concern Card/Online Safety Log
7) Site checks - Who: Warehouse Lead or designee - What: Weekly Warehouse Safety Checklist; monthly vehicle inspection review - When: Weekly/monthly - Form/Tool: Warehouse Safety Checklist; Vehicle Inspection Log
8) Weather and heat - Who: Route Lead or Supervisor - What: Use Heat/Weather Pause Protocol (water every hour, shade/rest breaks, reschedule during lightning/icy lots/wildfire smoke) - When: As conditions require - Form/Tool: Heat/Weather Pause Protocol
9) Workers’ compensation and return to work - Who: Operations Coordinator starts claim; Executive Director confirms work status - What: File workers’ comp claim; follow doctor’s restrictions - When: Within 24 hours of notice of injury - Form/Tool: Workers’ Compensation Claim Packet; Return‑to‑Work Note
Examples: - Mobile pantry in Tohajiilee: Route Lead pauses unloading when lightning starts, moves crew into vehicles, and reschedules the stop. - Warehouse: A helper trips on plastic wrap, is checked by first aid, and files the Incident Report Form before leaving.
7. Legal/Compliance References - New Mexico Occupational Health and Safety Act (NMSA 1978, §50‑9‑1 et seq.) and OHSB rules (11.5 NMAC); OSHA severe injury reporting: fatality within 8 hours; inpatient hospitalization, amputation, or loss of an eye within 24 hours to NM OHSB. - New Mexico Workers’ Compensation Act (NMSA 1978, §52‑1). - New Mexico seat belt law (NMSA 1978, §66‑7‑372). - New Mexico Dee Johnson Clean Indoor Air Act (NMSA 1978, §24‑16). If this policy conflicts with law, New Mexico law governs.
8. Exceptions & Accommodations To request a disability or religious accommodation: - Contact: Operations Director - How: Email or form (Accommodation Request Form); you may ask for help completing it - When: We respond within 5 business days and begin an interactive process We may request medical or faith documentation if needed.
9. Reporting/Confidentiality/Anti‑retaliation Report to your Supervisor or directly to the Operations Coordinator; you may also contact the Executive Director. We protect privacy and keep medical information confidential, sharing only with those who need to know. No retaliation for raising safety concerns or using stop‑work authority. Records (incidents, training, inspections) are kept at least 5 years or per law.
10. Roles & Responsibilities - Employees/Volunteers: Follow this policy, use PPE, report hazards/incidents. - Supervisors/Leads: Model safe practices, ensure checklists, secure scenes, help with forms. - Operations Coordinator (HR/safety records): Track reports, training, inspections; file OSHA/OHSB reports; keep records. - Executive Director: Ensure resources, decide complex fixes, serious incident review. - Board Personnel Committee: Oversees policy and serious incident summaries.
11. Related Policies - Vehicle Use and Accident Reporting - Drug‑ and Alcohol‑Free Workplace - Emergency Closures and Weather - Leave/Workers’ Compensation
12. Effective Date/Review - Effective: February 1, 2025 - Review: annually Version control template: Version 1.0 | Effective January 20, 2025 | Last Reviewed January 20, 2025 Disclaimer: This policy does not create an employment contract.
13. Employee Acknowledgment I have read the Workplace Safety Policy, understand how to report hazards and incidents, and know I can pause unsafe work. I know forms are available in English, Spanish, and Navajo and I can ask for help. I will follow this policy at the warehouse and on mobile routes.
Prepared by Operations Coordinator | Approved by Executive Director and Board Personnel Committee | Legal review: State Bar of New Mexico Volunteer Attorney Program (pro bono)
Equity Note Potential disparate impact: newer staff, interns, volunteers, and non‑English speakers may miss safety steps. Mitigation: plain‑language training during day one, visual checklists at sites, forms and briefings in English, Spanish, and Navajo, and a clear no‑retaliation rule so anyone can speak up.
AI Evaluation Details (Score: 9/10)
This is an exceptionally well-crafted workplace safety policy that perfectly balances warmth with clarity and enforceability. It demonstrates deep understanding of small nonprofit constraints, rural context, and multilingual needs. The procedures are realistic for a 3-5 hour/week HR capacity, and the language is genuinely accessible at an 8th-grade level without being condescending.
- • Tone execution is outstanding—warm yet directive ('If it's unsafe, stop' vs. legalistic phrasing), with helpful examples like the Tohajiilee lightning scenario that feel authentic to rural New Mexico operations
- • Procedures section is exceptionally practical with named forms, realistic timelines, and clear WHO/WHAT/WHEN structure that a part-time operations coordinator could actually implement
- • Multilingual accessibility is woven throughout (not just mentioned once), including the acknowledgment and equity note, showing genuine cultural competency
- • Legal compliance is appropriate—cites specific New Mexico statutes (NMSA citations) without copying them verbatim, and correctly identifies OSHA severe injury reporting thresholds
- • Equity note demonstrates sophisticated thinking about disparate impact on seasonal workers, interns, and non-English speakers with concrete mitigations
- • Stop-work authority definition and emphasis empowers frontline staff in a way that aligns with nonprofit values and practical safety needs
- • Examples are specific and contextual (Tohajiilee mobile pantry, warehouse plastic wrap trip) rather than generic corporate scenarios
- • Heat/Weather Pause Protocol is referenced but not detailed—given New Mexico's extreme heat and the outdoor nature of mobile pantry work, a brief inline description (even 1-2 bullets) would strengthen standalone usability
- • The 50-lb lifting threshold is stated but could benefit from one more sentence acknowledging individual variation and encouraging judgment ('or whenever you feel it's too heavy')
- • Minor: 'Dee Johnson Clean Indoor Air Act' citation is accurate but its relevance to a food pantry isn't immediately clear—a brief parenthetical like '(smoke-free workplace)' would help
Mid-Size Professional Org
Harbor City Public Health Education Alliance is a mid-size urban nonprofit delivering health workshops across NYC and Northern New Jersey; funded by corporate sponsors, foundation grants, and county contracts.
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1. Title Timekeeping and Overtime Policy
2. Policy Statement - All employees must accurately record hours worked each workday in Gusto; off‑the‑clock work is prohibited. - Non‑exempt employees must obtain supervisor approval before working overtime; all overtime worked will be paid. - Meal periods of 30 minutes or more are unpaid only when duty‑free and recorded; short breaks under 20 minutes, if authorized, are paid. - Travel between worksites during the workday is compensable; ordinary home‑to‑work commuting is not.
3. Purpose/Values Link Accurate timekeeping and lawful overtime ensure that we deliver evidence‑based health education responsibly across schools, libraries, and community centers while paying staff fairly and safeguarding grant and donor funds.
4. Scope/Eligibility - Staff types: full-time exempt managers; full-time and part-time non-exempt health educators; AmeriCorps members; interns. - Union status: Non-union. - Work modes: hybrid (office 2 days/week; field workshops and limited remote admin). - Volunteers and independent contractors: excluded; follow their agreements. - AmeriCorps members and interns: must track hours; FLSA overtime applies only if they are our paid employees.
5. Definitions - Workweek: Sunday 12:00 a.m. to Saturday 11:59 p.m. (used for overtime). - Non‑exempt: Eligible for overtime at 1.5× regular rate for hours over 40 in a workweek. - Exempt: Paid a salary; not eligible for overtime. - Compensable time: Time an employee must be paid for, including required trainings, travel between worksites, and authorized work outside the office. - Overtime: Hours worked over 40 in a workweek by non‑exempt staff.
6. Procedures 1) Daily time entry (Employee): Record exact start/stop times, unpaid meal periods, and notes (site names) in Gusto by end of each workday. 2) Weekly submission (Employee): Submit Gusto timesheet by Monday 10:00 a.m. following the close of the workweek. 3) Review/approval (Supervisor): Review and approve or return for correction in Gusto by Monday 4:00 p.m. 4) Corrections (Employee/Supervisor): If an error is found, request a “Timesheet Edit” in Gusto; supervisor approves within two business days. 5) Overtime pre‑approval (Supervisor): Approve overtime in writing (email or Gusto note) before the work is performed. If urgent, employee must notify the supervisor as soon as practicable; overtime will still be paid. 6) After‑hours electronic work (Non‑exempt Employee): Do not read/respond to work emails, texts, or calls after 9:00 p.m. without prior supervisor approval. If work occurs, record the time in Gusto; supervisor addresses scheduling going forward. 7) Travel time (Employee): Record travel between worksites as work time. Do not record normal home‑to‑first‑site or last‑site‑to‑home commute. For same‑day special trips to another city, record travel minus normal commute. 8) Meal and short breaks (Employee): Clock out for unpaid, duty‑free meal periods of 30 minutes or more. Do not clock out for short authorized breaks under 20 minutes. 9) Payroll processing (Operations Manager): Export approved hours from Gusto and process payroll by scheduled deadlines; calculate overtime, NY “spread of hours” where applicable, and travel pay rules. 10) Disputes (Employee → Operations Manager): Report timekeeping or pay concerns in writing within five business days; HR investigates and resolves or escalates.
7. Legal/Compliance References - Federal: Fair Labor Standards Act (FLSA), 29 U.S.C. §201 et seq.; 29 C.F.R. Part 785 (hours worked, travel, breaks). - New York: New York Labor Law (including Wage Theft Prevention Act), 12 N.Y.C.R.R. Part 142 (Miscellaneous Industries Wage Order, including spread‑of‑hours), Labor Law §162 (meal periods). - New Jersey: NJ Wage and Hour Law (N.J.S.A. 34:11‑56a et seq.) and regulations. If this policy conflicts with federal, New York, or New Jersey law, the more protective law controls.
8. Exceptions & Accommodations To request disability or religious accommodations related to timekeeping, scheduling, or meal periods, contact the Operations Manager. We will respond within five business days and may request supporting documentation. Approved accommodations will be documented in writing.
9. Reporting/Confidentiality/Anti‑retaliation Report suspected wage/timekeeping issues to your Supervisor or Operations Manager, or anonymously to the Executive Director. We keep reports as confidential as possible while investigating. Retaliation for reporting or participating in an inquiry is prohibited. Time and payroll records are retained for at least six years or longer if required by law or grant terms.
10. Roles & Responsibilities - Employees: Record all hours accurately; obtain overtime approval; follow after‑hours rules; raise concerns promptly. - Supervisors: Schedule to avoid unnecessary overtime; pre‑approve or decline overtime; review/approve timesheets; ensure compliance in field/remote settings. - Operations/HR (Operations Manager): Administer Gusto; process payroll; maintain records; train staff; advise on compliance. - Executive Director: Oversee compliance; approve budgeted overtime exceptions. - Board Finance & Personnel Committee: Provide oversight and approve policy revisions.
11. Related Policies - Remote Work and Communications - Travel and Expense Reimbursement - Meal and Rest Periods - Anti‑Discrimination and Reasonable Accommodation
12. Effective Date/Review - Effective: April 1, 2025 - Review: every two years - Version control template: “Version 2.1 | Effective March 15, 2025 | Last Reviewed March 15, 2025” - Disclaimer: This policy does not create an employment contract.
13. Employee Acknowledgment I have received and read the Timekeeping and Overtime Policy. I understand how to record my time in Gusto, how overtime is approved and paid, and whom to contact with questions or accommodation requests. I agree to follow this policy and to report any violations.
Nonprofit Scenarios - A health educator leads an evening workshop at a public library from 6:30–8:00 p.m. They record travel from the office to the library, the workshop time, and a duty‑free 30‑minute meal if taken; they do not respond to emails after 9:00 p.m. without approval. - On a day with two school sessions, travel from School A to School B is paid; home‑to‑School A and School B‑to‑home commutes are not.
Authorship Line Prepared by Operations Manager | Approved by Executive Director and Board Finance & Personnel Committee | Legal review: Pro Bono Partnership (NY/NJ)
Equity Note This policy applies the same rules across field, office, and remote work, reducing risk of unpaid time for non‑exempt educators. Requiring exact time entry, paying short authorized breaks, and counting inter‑site travel help mitigate disparate impacts on part‑time and evening staff. English and Spanish versions will be provided upon request. If versions differ, applicable law and the approved English version govern.
AI Evaluation Details (Score: 9/10)
This is an exceptionally strong handbook section that demonstrates sophisticated understanding of multi-state wage-hour compliance for nonprofits. It successfully balances legal precision with operational practicality, includes all 13 required sections with appropriate detail, and provides actionable procedures scaled to a 0.5 FTE HR capacity. The formal tone is consistent and appropriate for the legal complexity of the topic.
- • Outstanding legal compliance detail—correctly references NY spread-of-hours, FLSA travel time rules, and dual-state requirements with appropriate 'more protective law controls' language
- • Procedures section is exceptionally well-crafted with specific actors, deadlines, and system names (Gusto) that match the organization's actual capacity
- • Excellent real-world scenarios that directly address the prompt variables (evening library workshop, inter-site travel) with concrete guidance
- • Strong equity considerations including after-hours email prohibition to protect non-exempt staff and explicit travel-time rules that protect field educators
- • Comprehensive definitions section that clarifies technical terms (compensable time, workweek) without legalese
- • Appropriate cross-references to related policies and clear acknowledgment form
- • Version control, authorship line, and equity note all present and substantive
- • Step 6 in Procedures (after-hours electronic work) could be slightly clearer about whether the 9:00 p.m. cutoff is a hard rule or example—minor ambiguity for field staff in different time zones
- • The equity note mentions 'English and Spanish versions will be provided upon request' but doesn't specify translation timeline or who requests it, creating potential implementation gap
- • Authenticity score slightly lower because some phrasing ('as soon as practicable,' 'more protective law controls') reads as template language rather than organization-specific voice, though this is appropriate for formal legal policy
Large Established Org
Pacific Coast Conservation Trust is a large California environmental nonprofit managing preserves and visitor centers; funded by major donors, membership, and state/federal grants; some staff are union-represented.
View scenario details
1. Title Workplace Violence Prevention Policy and Plan (WVPP) — Pacific Coast Conservation Trust
2. Policy Statement Pacific Coast Conservation Trust prohibits workplace violence, including threats, intimidation, harassment, stalking, and physical assault, in any work setting. Weapons, except as allowed by law for sworn law enforcement responding to an incident, are not permitted on organization property, in organization vehicles, or at organization programs. Employees must report all incidents or threats of workplace violence within 24 hours using the WVPP Incident Report Form. The organization will assess, log, investigate, implement safeguards, and, where warranted, discipline or remove individuals who violate this policy, consistent with law and any applicable collective bargaining agreement (CBA).
3. Purpose/Values Link A safe workplace enables us to protect coastal habitats and educate 100,000 visitors each year through preserves, trails, and youth programs. Preventing violence protects employees, volunteers, visitors, partners, and the communities we serve.
4. Scope/Eligibility - Staff types: Applies to all full-time administrative and program staff, part-time visitor center associates, seasonal field technicians, and interns. - Union status: Applies to SEIU Local 1021 members and non-represented staff. If this policy conflicts with the CBA, the CBA governs where it provides different terms, except where law requires stronger protections. - Work modes: Applies in all work modes—hybrid for administrative staff; on-site at preserves and visitor centers; and field-based conservation crews, including during travel for work. - Volunteers/contractors: Volunteers and interns are covered by this policy’s conduct and reporting expectations. Contractors, vendors, and partners must follow site safety rules and may be restricted from our sites if they pose a safety risk; their employers are responsible for any personnel actions.
5. Definitions - Workplace violence: Any act or threat of physical violence, intimidation, harassment, stalking, or property damage occurring at work or in connection with work. - Credible threat of violence: A statement or behavior that a reasonable person would interpret as a serious expression of intent to cause harm, whether verbal, written, electronic, or symbolic. - Workplace: Any location where employees work or represent the organization, including offices, preserves, visitor centers, field sites, trailheads, events, vehicles, and virtual spaces used for work. - Weapon: Any item designed or used to inflict harm (e.g., firearms, knives not used for assigned work tasks, explosives) or everyday objects used as weapons. - Violent Incident Log: HR’s secure record of reported incidents and near-misses, used for hazard analysis and required by California law.
6. Procedures 1) Immediate danger (life safety first) - Who/What: Any employee experiencing or witnessing violence or a credible threat calls 911 immediately and moves to a safe location. If at a preserve or visitor center, alert a colleague and follow the site’s emergency plan. - When: Immediately. - Tools: Site Emergency Action Plan; emergency numbers posted at each site. - Next: Notify your Supervisor and HR Director or HR Generalist as soon as it is safe.
2) Non-immediate threats or concerning behavior - Who/What: Employee completes the WVPP Incident Report Form and alerts Supervisor or HR. - When: Within 24 hours of the incident or discovery. - Tools: WVPP Incident Report Form (HR SharePoint); option to email safety@pcctrust.org or call HR. - Content: Include date/time/location, people involved, description, any injuries, and any video/photos/witnesses.
3) Initial risk assessment and interim safety measures - Who/What: HR Director (or HR Generalist if HR Director unavailable) and Supervisor review the report, classify risk, and implement interim controls (e.g., schedule changes, escorts, buddy system, closing an area, trespass notice, removing a threatening visitor, remote work for affected staff). - When: Same business day if received by 2 p.m.; otherwise by next business day. - Tools: Interim Safety Measures Checklist; Trespass/Exclusion Notice template; coordination with local law enforcement as needed.
4) Investigation - Who/What: HR Director leads the investigation; HR Generalist assists. They collect statements, review footage or messages, consult with the Supervisor, and offer represented employees the right to union representation. - When: Start within 2 business days; aim to conclude within 10 business days when practical. - Tools: Interview Notes Template; Evidence Log; access to Smith & Chen LLP for restraining order or complex issues.
5) Documentation and logging - Who/What: HR Generalist enters the event into the Violent Incident Log and files all forms securely. - When: Within 2 business days of receipt of the Incident Report. - Tools: Violent Incident Log (secure HR drive); file naming protocol.
6) Corrective and protective actions - Who/What: HR Director and Supervisor implement findings (e.g., coaching, training, discipline up to termination, changes to site layout, additional signage, temporary closure, safety escorts, workplace violence restraining order under CCP §527.8). - When: Within 5 business days of investigation close, or sooner if safety requires. - Tools: Corrective Action Plan; Facilities/Security Work Order; Legal counsel referral.
7) Communication and follow-up - Who/What: HR informs affected employees about protective steps and, when permitted, the outcome. HR schedules a check-in and updates the plan if needed. - When: Within 2 business days of action taken; follow-up within 10 business days. - Tools: Employee Notification Template; WVPP Plan Update Log.
8) Training and drills - Who/What: HR provides onboarding WVPP training (English, Spanish, Mandarin) and annual refresher. Due to remote sites, training is delivered as a 45–60 minute virtual module plus brief “tailgate” safety talks during scheduled field visits. - When: Onboarding within 30 days of hire; annually by June 30; tailgate talks quarterly. - Tools: LMS module link; Tailgate Talk Sheet; Training Attendance Roster.
9) Employee participation and hazard reporting - Who/What: Employees and SEIU stewards may suggest improvements via the Safety Suggestion Form or during tailgate talks. - When: Anytime; HR reviews suggestions monthly. - Tools: Safety Suggestion Form (online or paper).
Field scenarios - Visitor center associate during a free-admission weekend: A visitor shouts and pounds the counter. Staff step back, use de-escalation phrases, press the discreet alert, and the Supervisor escorts the visitor out. An Incident Report is filed the same day. - Seasonal field technician at a trail easement: An angry landowner blocks access and makes a threat. Crew relocates to vehicles, calls 911, notifies Supervisor and HR, and completes the Incident Report. HR considers a trespass notice and law enforcement liaison before future visits.
7. Legal/Compliance References - California Labor Code §6401.9 (Workplace Violence Prevention in General Industry). - Cal/OSHA Injury and Illness Prevention Program: Title 8 CCR §3203. - California Code of Civil Procedure §527.8 (Workplace Violence Restraining Orders). - Applicable local ordinances or park district rules. Where local law is more protective, the local law controls.
8. Exceptions & Accommodations Employees needing disability- or religion-related adjustments to training, response measures, or workplace changes may request an accommodation from the HR Director. HR will acknowledge within 2 business days and issue a written decision within 5 business days after receiving necessary documentation, unless additional time is required by law or to obtain medical information.
9. Reporting/Confidentiality/Anti‑retaliation - Reporting channels: Supervisor; HR Director; HR Generalist; safety@pcctrust.org; 911 for emergencies. - Confidentiality: Information is shared only with those who need to know to assess risk, comply with law, or implement safety measures. Absolute confidentiality cannot be guaranteed. - Anti-retaliation: Retaliation against any person who reports, participates in an investigation, requests a safety measure, or seeks an accommodation is prohibited. - Recordkeeping: WVPP, training records, Incident Reports, and the Violent Incident Log are maintained by HR for at least five years or longer if required by law or grant terms.
10. Roles & Responsibilities - Employee: Follow this policy; report incidents within 24 hours; complete training; use de-escalation and safety measures; cooperate in investigations. - Supervisor: Ensure safe practices; respond to reports the same day; coordinate interim measures; support HR in investigations; schedule staff for required training. - Operations/HR (HR Director, HR Generalist): Maintain WVPP and log; deliver training; investigate; coordinate legal/law enforcement; track corrective actions; ensure language access in English, Spanish, and Mandarin. - Executive Director: Approve major corrective actions and site closures; allocate resources; sign restraining order requests as needed. - Board Safety Committee: Review annual WVPP effectiveness, incident trends, and resource needs; approve policy updates.
11. Related Policies - Code of Conduct and Standards of Behavior - Harassment and Discrimination Prevention - Incident Reporting and Emergency Response - Injury and Illness Prevention Program (IIPP)
12. Effective Date/Review - Effective: July 1, 2025 - Review: annually - Version control template: “Version 1.3 | Effective June 10, 2025 | Last Reviewed June 10, 2025” - Disclaimer: This policy does not create an employment contract.
13. Employee Acknowledgment I have received and read the Workplace Violence Prevention Policy and Plan. I understand the reporting requirements, prohibited conduct, and training expectations, and I know how to access the WVPP Incident Report Form. I understand that retaliation is prohibited and that I may request accommodations from HR.
Prepared by HR Director | Approved by Executive Director and Board Safety Committee | Legal review: Smith & Chen LLP (outside counsel)
Equity Note Potential disparate impacts include higher exposure for field crews and visitor center associates, limited access to in-person training at remote preserves, and language barriers. This policy mitigates these by: delivering annual training in English, Spanish, and Mandarin; using short tailgate talks at field visits; ensuring equal access to reporting and safety measures across all shifts and work modes; honoring union representation rights; and using objective risk criteria to avoid bias in threat assessments and discipline.
AI Evaluation Details (Score: 9.2/10)
This is an exceptionally strong output that demonstrates sophisticated understanding of both nonprofit operations and California workplace violence prevention requirements. It successfully balances legal compliance with practical implementation for a complex organization with union representation, multiple work sites, and limited HR capacity. The policy is immediately usable with minimal edits.
- • Perfect formal tone throughout—professional, clear, and authoritative without being inaccessible; appropriate for a large established organization with union representation and legal counsel
- • Outstanding compliance with California SB-553 requirements including credible threat definition, violent incident log, employee participation mechanisms, and specific Cal/OSHA references
- • Exceptionally practical procedures that acknowledge real constraints (limited capacity for in-person training at remote sites) and provide realistic solutions (virtual modules plus quarterly tailgate talks)
- • Excellent field scenarios that are specific, realistic, and instructive—the angry landowner scenario and visitor center incident both ring true and demonstrate clear application
- • Strong equity analysis that identifies genuine disparate impacts (field crews, language barriers, remote sites) and provides concrete mitigations rather than boilerplate language
- • Sophisticated handling of union considerations—acknowledges CBA supremacy where applicable while maintaining management rights for safety, includes union representation in investigations
- • Comprehensive yet usable procedure section with clear WHO/WHAT/WHEN structure, named forms, realistic timelines, and appropriate escalation paths including legal counsel and restraining orders
- • Appropriate length (approximately 1,050 words) within the 800-1,100 range for this complex topic
- • Strong language access integration throughout (training in three languages, multiple reporting channels, tailgate talks for field staff)
- • Professional authorship line and version control that reflects the organization's maturity level
- • Minor: The 'Weapons' prohibition in section 2 could be slightly clearer about tools used for conservation work (chainsaws, pruning saws, etc.)—though the definition does say 'not used for assigned work tasks,' a brief example would help field crews
- • The 24-hour reporting requirement in section 2 is appropriate for non-emergency incidents but could benefit from one clarifying sentence distinguishing it from the 'immediately' standard for active threats
- • Very minor authenticity issue: The policy reads as highly competent but slightly template-like in a few places (e.g., the anti-retaliation language in section 9 is correct but generic); a real HR Director might add one organization-specific detail
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.82/10 • Total validation cost: $0.3521