Wellness Check-In Policy Example – Volunteer and Charity Policies

Wellness Check-In Policy Sample

In this article, we’ll look at the key elements that make up an example Wellness Check-In Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Wellness Check-In Policy Template

The following are the main elements that should be included in your Wellness Check-In Policy:

1. Title Page

• Policy Title: Wellness Check-In Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Wellness Check-In Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Wellness Check-In Policy aims to foster a supportive work environment by promoting regular wellness discussions between managers and employees. These check-ins are designed to monitor employee well-being, identify any potential issues early, and provide necessary support or resources. By integrating these conversations into the workplace routine, the policy seeks to enhance mental health awareness, reduce stigma around discussing personal challenges, and ensure employees feel valued and supported. This proactive approach contributes to a healthier, more engaged workforce, ultimately benefiting both individuals and the organization

3. Scope

• A description of who the Wellness Check-In Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees and managers, promoting regular wellness check-ins to assess and support employee well-being. It aims to create an open dialogue about mental health and overall wellness, ensuring that employees feel supported in their work environment. Managers are encouraged to schedule these check-ins routinely, fostering a culture of care and understanding. The policy is part of the broader Sick Leave and Mental Health Policies, emphasizing the importance of proactive engagement in employee health. It seeks to address potential issues early, enhancing productivity and job satisfaction

4. Definitions

• Clarify any key terms or jargon used within the Wellness Check-In Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Wellness Check-In Policy focuses on fostering regular interactions between managers and employees to assess well-being and provide necessary support. It falls under the category of Sick Leave and Mental Health Policies, emphasizing the importance of mental health in the workplace. These check-ins aim to create a supportive environment where employees feel comfortable discussing their health and any challenges they may face. By prioritizing these conversations, the policy seeks to enhance overall employee well-being and productivity, ensuring that any issues are addressed promptly and effectively

5. Policy Statement

• A detailed outline of the Wellness Check-In Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Wellness Check-In Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Managers should schedule regular wellness check-ins with employees to assess their well-being and provide necessary support. These meetings aim to create an open dialogue about mental health and any challenges employees may face. Managers are encouraged to actively listen, offer resources, and discuss potential adjustments to work conditions if needed. Employees should feel comfortable sharing concerns, knowing that these discussions are confidential and focused on support rather than performance evaluation. The policy emphasizes the importance of fostering a supportive work environment to enhance overall employee well-being

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Wellness Check-In Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Managers are responsible for scheduling regular wellness check-ins with employees to monitor their well-being and provide necessary support. They must create a safe and open environment for discussions about mental health and any challenges employees may face. Employees are encouraged to actively participate in these check-ins, sharing any concerns or needs they might have. Both parties should collaborate to identify resources or adjustments that could enhance the employee’s well-being. The policy aims to foster a supportive workplace culture, ensuring that mental health and sick leave needs are addressed proactively

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Wellness Check-In Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Wellness Check-In Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Wellness Check-In Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.