The most diverse and least regulated group of documents of an organizational and legal nature represents the regulations on departments, samples of which can be found in any organization, regulations, instructions, rules. Their development is carried out by the corresponding services of enterprises in all areas of the company.
Document essence
The regulations on departments, samples of which are often held by the personnel of the organization, are legal acts that establish the basic rules for the work of companies, their structural units, subordinate lower institutions, enterprises and organizations.
Another interpretation of the situation is a collection of rules that govern certain areas of activity (political, cultural, economic and the like).
A separate group of documents is being developed to regulate the totality of labor, organizational, and other relations on various specific issues. For example, a sample of a standard provision on the personnel department, a provision on document management, and so on.
In addition to standard acts, individual documents are developed. The purpose of the development of these provisions by higher organizations is to regulate the activities of specific subordinate structures, units, bodies, etc.
Provisions on departments, samples of which are developed at each enterprise, relate to normative local acts. Their goal is the regulation of all areas of work of specific departments of the company.
Provisions on departments are modeled on common forms and include the following details:
- The name of the company.
- Name of the type of act developed.
- Date of compilation of the document.
- Registration serial number of the act.
- Place of compilation of the document.
- Fingerboard "Approved."
- The text of the document.
- Signature of the head of the organization.
The order on the approval of the regulations on the department (sample below) is drawn up by the personnel of the personnel department and signed by the head of the enterprise.
Provisions on structural divisions consist in most cases of six sections:
- General information.
- Tasks and goals of the unit.
- Department functions.
- Rights and obligations of the structural unit.
- Responsibility of the department.
- The relationship of the unit with other structural units.
General information
In the general information on the department regulations (sample section below) the following information is indicated.
- The full name of the structural department (and abbreviated if it is fixed in the charter documents).
- Indication of the place occupied by the unit in the structure of the enterprise (organization).
- Determination of the degree of economic and economic independence.
- Information about who the unit is directly subordinate to.
- Information about the position of the person who is engaged in the management of the structural department, the procedure for his appointment (dismissal) from the post.
A sample provision on the personnel department of an enterprise is being developed one of the first, since these entities are engaged in the recruitment of new employees.
A separate paragraph of the first section of the act is a list of basic legal, regulatory, instructive, policy documents, which are taken as the basis for the activities of the unit.
If the department is divided into subdivisions, sectors, the general clause may include a subclause on the internal structure. This subsection contains information on the internal division of the department, indicates the name (full, abbreviated), the positions of the heads of each of their divisions, indicating directly subordinate persons and bodies.
The final paragraph contains information on whether the unit has a separate seal. If it is present, the description of the item, purpose, storage conditions are indicated.
Tasks and goals of the unit
The regulation on the personnel department, the model of which was presented above, and other organizational structural units in the second section contains goals and tasks developed on their basis. This paragraph should justify the existence of a department in the organization.
The goals set by the division management must meet the requirements of reality, long-term and communication between each other and other plans, and the tasks of the enterprise as a whole.
Department Functions
The sample regulations on the personnel department and other structural units should contain a complete list of the functions of a particular department with distribution, which powers are assigned only to the specified entity, and which - to the unit together with other departments.
If any functions are of a general nature, the section indicates in what form this or that department is involved in the exercise of powers. If there is an internal structure, the names of each subdivision and its functional responsibilities are signed.
Rights and obligations of the structural unit
The fourth section of the document (sample provisions on the legal department of the organization below) contains information on the rights and obligations of the structural unit.
This paragraph contains a list of the powers of this unit and the responsibilities that it bears in the process of carrying out its activities. The section also fixes a characteristic of rights of a specific nature that do not have similar departments of the structure.
If the unit is endowed with any powers in relation to other structural units, a separate column indicates the extent to which the subject can realize the legalized opportunity to offer (demand, prohibit, use) anything from the subordinate department.
The scope of rights is established depending on the degree to which their implementation will help to efficiently fulfill assigned duties and carry out functions.
Department Responsibility
The section on liability is considered one of the most important in the act (for example, in the regulation on the legal department of the organization, a model of which was presented above). It fixes the types of administrative, disciplinary and, in exceptional cases, criminal liability.
A large responsibility lies with the employees of the procurement department (sample provision below), which is directly recorded in the relevant federal laws.
Often, sanctions are applied only to the head of the relevant unit, if he improperly performs the duties assigned to him. Also, the section should contain precise formulations of economic type responsibility in relation to the conduct of economic internal accounting.
Unit Relations with Other Structural Units and Organizations
An important aspect of the work of departments is the interaction of departments within the organization and with external entities. An important role here is played by the provision on the legal department (the model is presented in the article), which should reflect the ways of exercising powers outside the enterprise, as legal experts often interact with third parties and organizations in the specifics of their work.
In the sixth part, the document flow process within the unit and when interacting with other departments should be recorded. It also indicates a list of basic documents that should be developed by the relevant structural units personally and jointly with other departments.
An important aspect of the sixth section is the determination of the frequency and timing of the provision of developed acts.
At the end of the business paper, which completes the completed act, the signature of the head of the structural unit and a note on the approval of the document by the head of the entire enterprise are put.
Regulation on collegial and advisory bodies
A separate item is the provision on collegial and advisory bodies. It is a document of an organizational type, which has a regulatory nature.
The provision under consideration includes the following subparagraphs:
- composition;
- features of the formation order;
- competence;
- operating procedure;
- rights and obligations.
Bodies of a deliberative or collegial type can be governing (for example, a board, board of directors) and specialized (academic, scientific, technical or pedagogical council).
The following information is recorded in the regulation on an advisory or collegial body:
- Subject status.
- The procedure for drawing up work plans.
- Features of the preparation of materials considered at the meeting.
- Submission of approved materials and other papers for consideration.
- The procedure for the study of documents and the adoption of the final decision made in the framework of the meeting.
- Keeping a written record.
- Registration of the final decision.
- The procedure for the announcement of the decision to all performers.
- Provision of meetings with material and technical equipment.
Features of the preparation of certain provisions
Staff regulations may be drawn up for all employees or employees of an individual unit. For example, the regulation on the commercial department (sample below) may be developed separately, and on the members of the structural department separately.
The following should be reflected in the personnel document:
- issues of social and professional development of members of the work collective;
- the establishment of the basic principles of labor relations between staff and the employer;
- determination of ways of organizing work;
- disclosure of the personnel concept of the enterprise - the principles and system of hiring, planning, stimulating performance, social policy in the company, etc .;
- wording of mutual responsibility of staff and employer.
The regulation on the personnel department, a sample of which is taken from the practice of clerical work in foreign countries, is a document designed to regulate social and labor relations in the process of forming organizations and enterprises of a commercial type in the country during the formation of the institution of private property relations.
Due to the fact that the emergence of a new type of acts is associated with the emergence of financial and commercial relations, the role of relevant documents has increased. The regulation on the commercial department, on the basis of which an act is often drawn up that regulates the features of the work of personnel, together with the document under consideration, is developed by specialized specialists: employees of the wage and labor organization department, human resources departments, legal services, etc.
In most cases, a group of employees is headed by a personnel director, deputy head of the enterprise development department or the head of the company himself. The Labor Code does not contain requirements for the drafting of provisions of this type. In this regard, its items are not related to citizens who provide organizations with services under civil law contracts.
The staff regulation contains principles for building relationships between the administration and employees, the list of which includes the following aspects:
- compliance with legislation;
- equality of subjects;
- voluntary commitment;
- authority of legal representatives of entities;
- prevention of compulsory or forced labor, discrimination in the work process;
- reality of fulfillment of obligations.
In the process of developing the position, the employer must take into account the above principles of interaction between the parties, as well as other rules for building relationships between the employer and employees. Failure to comply with the requirements may result in social and legal liability.
Often, business owners require the inclusion of clauses on the prohibition of criticism of company policies when talking with competitors and customers. In addition, it is not allowed to disclose information about the difficulties that the enterprise has to unauthorized persons. It is also strictly forbidden to perform actions that undermine the organization’s reputation.
There are no uniform layouts and forms of the provision under consideration. Therefore, each enterprise should develop an act independently.
The next special type of provision is the act of moral and material incentives. It is considered a document of a local type, therefore, insurance and pension authorities, when disputes arise regarding payments, often do not accept acts developed by the company.
The purpose of the development of the regulation is to motivate employees to improve the quality of productivity in fulfilling the tasks assigned to employees, conscientiously and timely fulfillment of duties, and increase the degree of responsibility.
The document should contain the following sections:
- principles for applying incentive measures;
- basic performance indicators;
- types, measures, forms of encouragement;
- the procedure for selecting employees;
- the competence of the leader in relation to the application of measures;
- grounds for rewarding employees (order, order);
- procedure for conducting relevant events.
Often, acts on the application of incentive measures are drawn up as part of the regulation on the financial department of an enterprise, a sample of which is developed together with other similar documents.
The signing of the relevant papers is carried out by the deputy head of the company, regulating the work of these areas (often most of the provisions are staff members and specialists of the legal department).
The organization most often provides for the need to visually draw up all the documents compiled by the head of the legal service or another official who is responsible for the legal aspect of the enterprise.
Some companies require that the chief accountant also check the documents drawn up, especially if the provision provides for large financial costs. The final sight is carried out by the head of the enterprise.
Layout of document structure
The points of the document under consideration are similar to the sections of the regulation on the accounting department (sample below) and other business units. The act should disclose the following aspects of the company:
- General provisions.
- Basic principles of building the work of the enterprise and the relationship between the management of the organization and staff
- The procedure for fixing labor relations.
- Basic competencies and obligations of the employer.
- Rights and obligations of company employees.
- Time for work and rest.
- The procedure for remuneration.
- Social guarantees.
- Ways to hang up the qualifications of employees.
- Ensuring the employment of workers.
- Disciplinary measures (penalties and rewards).
- The final points.
If the company has developed a document regarding personnel, then new employees are introduced to the situation before signing an employment contract.
Regulations on departments and structural units, samples of which are available at each enterprise, are developed with the aim of regulating the work of all departments of the organization, distributing responsibilities between them, fixing the competencies of each entity of the company and determining the limits of responsibility of each unit included in the structural system of the company.