1. STAFF HANDBOOK PROPOSAL (DRAFT)
Personnel Policies
The Human resources policy of Loveworld Publishing books is based upon the belief
that the success of the department is primarily dependent upon the quality of its
human assets. This is due to the fact that it is only highly motivated, dedicated and
trained employees that can effectively mobilize other resources of the company to
achieve the set targets.
Consequently, the department aims at attracting, developing, motivating and retaining
staff with the capabilities of meeting set target at all times. In addition, the company
strives to create and maintain a work environment that is conducive and for job
satisfaction and optimum productivity.
Equal opportunity policy: Each staff is afforded equal opportunity on all matters
relating to employment solely on the basis of qualification and merit. Failure to
disclose correct information and/or the presentation of falsified documents will result
in immediate cessation of recruitment or termination of appointment
Fidelity: the employee shall devote the whole of his/her time and attention to the
faithful and diligent discharge of his/her duties and shall in all respects observe and
obey all lawful orders of the department or its appointed representatives or
supervisors in respect of the business or well being of the department and shall not at
any time divulge to anyone any of the affairs of the department or secrets of the
department. Every employee must regard any specialized business knowledge or
secrets which may come into his/her possession as confidential and not to be
disclosed to the disadvantage of the department. No employee may engage in any
other employment or trade during working hours.
Employment of relatives: the department is committed to hiring and retaining highly
qualified persons. At the same time the department recognizes that hiring and
retaining close relatives of present personnel might raise serious questions regarding
the objectivity or appearance of objectivity of performance appraisals and personnel
evaluations.
Schedule of duties: the schedule of each member of staff shall be based on the
provision of the company’s schedule and shall include such other duties as the
department may from time to time assign to him/her.
Office hours:
1. Hours of work are 8.00am to 6.00pm Mondays to Fridays. Employees are
expected to work outside these hours if the requirements of the job so
demands.
2. During working hours, no employee may leave his/her place of work without
the permission of his/her direct supervisor.

2. 3. All members of staff must report punctually for work each morning and after
lunch break. A register is provided at the reception which all members of staff
must sign on arrival in the morning.
4. During working days, no employee shall absent himself/herself from work
without the prior permission in writing of his/her direct boss. Appropriate
disciplinary measure will be taken against any employee who is absent
without written authority.
Terms and conditions of service
Appointment (eligibility): to be eligible for permanent appointment, a candidate must
have the requisite qualifications and experience for the job into which appointment is
sought.
Appointment (point of entry): on first appointment, an employee shall enter the
appropriate scale at a point commensurate with his/her qualification(s) and
experience. New appointees with relevant, previous experience or qualification above
the minimum wage may, subject to the approval of the Head of Department or his
assignee, and subject to adequate financial provision, be given commensurate
incremental credits on the recommendation of the interviewing panel and approved by
the Mission Support Network Center.
Appointment (procedure)
The relevant head of department shall notify the Managing Director of the vacancy to
be filled. Thereafter the Managing Director shall liaise with the Administrative
Manager to ascertain the financial implication and provision for the vacant post.
Such vacancies can be filled through
Promotion
Internal advertisement
External advertisement
Upon appointment, every new employee must submit for record purposes details of
his full name, date and place of birth, next of kin, names and addresses of two
guarantors and any.
Acknowledgement of terms and conditions of service
Every employee of the department shall be subject to these rules and conditions of
employment and is required to serve the department faithfully and obey lawful
instructions given to him/her. It is a condition of employment that each employee
shall be required to sign for an acknowledge receipt of a booklet setting out the terms
and conditions of employment and agree that such will form the basis of the
agreement or contract between him/herself and the company.
Identity card
Each employee will be issued with an identity card bearing his/her name and
photograph (supplied by the employee). The card will be issued free and must not be
damaged or altered in any way. However a new card will be issued in the event of loss
or damage of the original, but; there must be a sworn affidavit by the employee in a
court of law as to the loss that must be presented to the Human Resources unit. This is
to protect the employee if the identity card gets into the wrong hands.

3. Any employee leaving the services of the department must submit his/her identity
card to the Admin/Human Resources Unit before final separation entitlements are
made.
Sick leave
Members of staff who are absent on account of illness are requested to ensure that
their team leaders are informed by telephone or other means as soon as possible on
the first day of such absence.
During absence from work, due to illness, payment of salary will be continued.
However if the salary continues for over 3 months, the sick member of staff will be
paid 50% of monthly salary from the forth month of illness. The employee will also
be required to submit to a company appointed medical practitioner to determine the
continuity of his/her employment. However, after 6 months of illness, the payment of
any salary is at the sole discretion of the company.
Examination leave
Employees may be granted examination leave with pay for the examination days only.
The company reserves the right to refuse such leave with pay if in its opinion the
examination is not for qualifications which will benefit the employees work with the
company. Staffs are allowed up to a maximum of 5 days a year as examination leave.
All examination leave request must be in writing (with a copy of the time-table
attached) and must be submitted to the employee’s team leader at least two weeks to
the examination date.
Maternity leave
Maternity leave totaling twelve weeks will be granted to an expectant mother on the
presentation of a medical certificate from a medical practitioner indicating the
expected date of confinement. Such leave should be normally taken approximately six
weeks before the expected date of delivery and six weeks after delivery. Maternity
leave attracts full salary.
Post natal duties
After the maternity leave, a nursing mother on her resumption of work is allowed to
close at 4.00p.m every working day for a period of three months.
Casual/compassionate leave
Casual or compassionate leave of not more than 3 days a year may be granted on
application in an event of an employee’s marriage, death in the immediate family.
Promotion
i. Promotion to higher grades of positions of higher responsility is based
solely on merit.
ii. A major yardstick for staff promotion will be through the annual
evaluation of staff using Staff Appraisal form.
iii. When vacancies occur, it is the company’s policy to fill them from within
the department whenever possible, striving at all times to appoint to each
post the personnel best suited and qualified for that job

4. iv. Judgment as to competence or efficiency, or scale lies entirely in the hands
of the Management.
Acting appointment
An acting appointment can be made for a period up to six months. At the end of the
acting period, the holder’s appointment is either confirmed with the commensurate
salary or reverted to his/her original grade.
Training and development
The department undertakes to provide suitable means for the training of its employees
where such means will enable them to acquire competence in the performance of their
duties and make them fit for promotion within the company. The category of training
available for all employees includes the ones offered by the following organizations:
Nigeria Institute of Management
Institute of Personnel management
Chartered Institute of Marketing
Centre for Management Development
Lagos Business School
Relevant professional Workshops/ Training institutions
Overseas Training
Bonus
Christmas Bonus: The Company pays Christmas bonus to employees. This payment is
not automatic and the decision to pay depends entirely on the profitability of the
company’s business operations during the previous months. When payable, the
amount is on the grade level basis of the employee.
Redundancy
Redundancy is caused by an excess of manpower resulting in an involuntary and
permanent loss of employment. The department will endeavor to avoid terminating
the services of an employee on grounds of redundancy. However, where through force
of circumstances, it is necessary to reduce the workforce; the Management will
consider such factors as efficiency, diligence, reliability, fitness for work, loyalty and
length of service before deciding who to lay off. Such employees will be given
appropriate length of notice or salary in lieu.
Exit procedure
A contract of employment is at the pleasure of the company and the employee. The
relationship can be terminated by either party giving the required one month notice or
payment in lieu of the notice period.
Resignation procedure: Resignation letters should always be addressed to the Team
Leader in charge of the unit, with copy to the Manager,
Human Resources. The acceptable notice period is one month.
Burial subsidy
The department shall consider financial assistance to the family of a deceased staff
who loses his life in the course of the department’s business to help cushion the cost
of burial.

5. Changes in conditions of service
The department has the right to waive, add or cancel any part of the conditions of
service as may be required. The Management shall notify all employees of the
changes through a circular or pasting such changes on the notice board.
Code of conduct
Staff rules and regulations
i. All employees are subject to the rules and regulations, which for the time
being are in force in the department.
ii. The department reserves the right to alter the rules and regulations herein
contained from time to time after necessary consultations.
iii. No person shall consume any alcoholic drink or smoke cigarette in the
vicinity of the company.
iv. A breach of the company’s secrecy undertaking by a staff shall attract
disciplinary action.
v. No company’s property shall be taken away without prior authorization.
vi. Employees shall immediately notify the department Admin/ Human
Resources Unit of any change(s) in their biodata such as address, marital
status, change of name, etc.
vii. Absence from duty without permission is a breach of contract that will be
dealt with in accordance with the department’s Disciplinary Code. It is the
policy of the department that any absence due to illness must be covered
by a medical certificate issued from a recognized clinic/hospital.
Professional Ethics
Professional practice must be conducted according to high ethical standards. An
employee is expected to observe the company’s requirement for integrity, objectivity
Dress Code
Telephone Calls
Eligibility and Access to line
Bill Settlement
Confidential information
Visitors
Disciplinary Procedure
Purpose
Rules and regulations are necessary for the safety, security and efficient operations of
the company. All employees of the company are therefore expected to maintain a high
standard of behavior during the course of their employment as members of a
professional company. The company is an equal opportunity employer, any
disciplinary matter will be dealt with quickly, equitably and confidentially and will
ensure a fair and consistent treatment for all personnel.

6. Principle
No disciplinary action will be taken until a thorough investigation of the facts has
been undertaken. There will be no dismissal for a first breach of discipline unless it is
deemed to be a case of summary dismissal. The employee has the right of appeal
against the disciplinary action. Throughout the process, records should be made of all
meetings and the facts of the case documented. Individuals involved in the procedure
are required to keep the matters discussed confidential.
Procedure
The company’s disciplinary process follows the progressive discipline system. In
other words, the more an employee’s conduct/behavior/performance becomes less
tolerable, the greater the consequences. Measures meted range from verbal correction
to termination of appointment or dismissal as the limit.
Verbal Correction/ Caution
The first step in the disciplinary procedure is for the team Leader to invite the erring
staff and discuss the performance or behavior problem with the staff, explaining to
him/her the reason(s) for maintaining the rule that he/she violated and the changes
that the staff is expected to make. The team leader must also offer necessary
assistance to the employee and express optimism that the staff will yield to correction
and that no further action will be needed.
Verbal correction however should be restricted to minor offences.
Written Correction/ First Warning
When an employee repeats two particular minor offences, this should constitute
unsatisfactory behavior and will result in the employee being issued a written warning
to that effect. Notwithstanding, a serious offence may warrant issuance of a written
warning without prior verbal warning.
Validity of Written Warning
The validity period of a warning letter shall be one year, if the offender is of
satisfactory conduct/performance from the date of the last warning. Thereafter the
warning letter shall be deemed to have expired and shall not count against the
employee involved.
Final Warning
Where a staff persists in unsatisfactory conduct/performance following two written
warnings, the team leader must educate/sensitize the staff on the consequences of his/
her action, that could be suspension or more serious action. The employee should be
counseled and a final warning letter be written.
Dismissal
The final decision to dismiss at any stage can only be taken by the Chief Executive
after all the facts have been carefully considered.
In rare circumstances, the employee will be summarily dismissed without notice if it
is established, after investigation and hearing the employees version of the matter, that
there has been an action of gross misconduct, major breach of duty, or conduct that
brings the company into disrepute. When a breach is discipline is to be so serious that
if proven, it will result in summary dismissal, then the employee will be advised of
the alleged breach and in form of the disciplinary procedure. A disciplinary

7. committee will be convened with five (5) working days to look into the issues and
make appropriate recommendations to the Chief Executive. Prior to the disciplinary
meeting,, a thorough investigation must take place. Whilst the investigation is taking
place, the employee may be suspended on full pay. In complex cases, it may be
necessary for the disciplinary meeting to be adjourned in order to check facts or
interview others connected with the case.
Constitution of a Disciplinary Committee
Employees not lower than the level of Principal Manager (to act as chairperson)
An employee on the same level as the staff facing the committee
Another employee senior to the staff
The Manager, Human Resources to act as secretary.
Appeal
Upon ratification that any form of disciplinary action is to be taken, an employee may
exercise their right of appeal within seven (7) days to the Chief Executive Officer.
Examples of Offences
This list is issued for guidance only to give examples: it is not an exhaustive list. All
the examples cover incidents where the individual is acting as a member of the
company.
An individual is deemed to be acting as a member of the company whilst at work or
the premises of clients, or attending an event which has been organized by the
company or where the individual is representing the company.
Examples of offences requiring Verbal Caution
• Poor attendance
• Sub-standard work (where performance falls below pre-stated standard)
• Standard of dress or personal hygiene
• Smoking on the company’s premises
• Causing avoidable wastage of materials
• Using abusing languages or causing unnecessary noise
• Selling merchandise on the company’s premises
Examples of matters for which First Warning will be given
• Repetition of matters outlined above
• Insubordination
• Rudeness to clients, visitors to the company or company personnel
• Unprofessional conduct
• Unauthorized absence (not returning from leave of absence, vacation or not
advising the appropriate team Leader for reason for absence on a timely basis)
• Disorderly conduct (this can include conduct outside the office which has an
effect on the individual and on the company)
• A significant issue relating to sub-standard work, poor attendance or time
keeping
Examples of matters for which Final Warning will be given
• Repetition of matters outlined above
• Serious acts of insubordination

8. • Misuse of company or clients equipments, facilities or properties
Examples of matters that will cause Termination of Appointment
• Any repetition of matters contained in the immediate above will lead to
termination of appointment
Examples of matters that will cause Summary Dismissal
• theft or fraud
• violence against any employee or its clients, suppliers or guests or anyone
associated with the company
• deliberate damage of the company property, its employees or clients
• being under the influence of illegal drugs
breach of duty regarding non-disclosure of confidential information
• acts of incitement or actual acts of discrimination, harassment or
victimization(including of sex or ethnic origin)
• being charged with an offence that makes continued performance of the job
inappropriate
• possessing illegal drugs while at work, at client’s premises or company’s
events
• deliberate falsification of records or expenses.
• Incapability through alcohol on company or clients premises or when
representing the company.
• Incapability through use of substances
In all these, the circumstances and seriousness of the above examples will be taken to
account to determine whether summary dismissal is appropriate.