According to the Labor Code of the Russian Federation, every employer is obliged to train a trainee or future employee in all standards of behavior in the organization in order to ensure safety in the workplace.
Before starting work at the enterprise, the future employee gets acquainted with various documentation related to labor protection. Based on the results, a sheet of familiarization with the labor protection instructions is filled out.
High-risk profession
What kind of document is this?
The work safety instruction sheet is a kind of form in the form of a table. It contains several standard information about the worker who has read the instructions. The document must be kept with each instruction and attached to the last page.
There is also a familiarization log, it contains information about occupational safety and health. The difference between the above documents is the scale. The journal contains all the instructions, but the sheet is for only one.
Note! When employed in an organization, each employee needs to know local regulations and his obligations. All information can be found in the job description, and then you should read, remember it and sign it.
Normative base
Order of Rosarkhiv No. 236 dated December 20, 2019 “On approval of the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating their storage periods”
In accordance with Part 2 of Art. 22 of the Labor Code of the Russian Federation, the employer is obliged to familiarize the employee with the internal documents of the organization against signature, and in accordance with Part 3 of Art. 68 of the Labor Code of the Russian Federation - even before signing the contract, provide for reading the internal labor regulations and other documents related to the performance of labor functions. The job description is not included in the package of mandatory LNA, but is often mentioned in the contract so as not to describe all the employee’s responsibilities.
Since 2013, single unified forms have been abolished, so there is no universal form for the job description sheet, although departmental orders can approve forms for specific government bodies or areas of activity. For example, separate forms have been approved for the fire service, customs service, etc. Commercial private organizations have the right to develop their own forms.
Why is it necessary to familiarize an employee with local regulations?
Occupational safety checklist
According to current rules, company management must familiarize employees with local regulations. It is the provisions of local documents that regulate the relationship between the parties in terms of labor relations and establish the rules that the administration and employees of the enterprise must follow.
All employees of the organization should read and remember their rights and responsibilities; only after familiarizing themselves with them can you demand something from people. That is, it is impossible to hold a person accountable for violations of labor discipline if he violated a rule that he did not know (or if it was not documented).
How an employee can be familiarized: sheet and familiarization log
Order on labor protection in an organization, sample
There are only two effective ways to familiarize staff with local regulations:
- Magazine. After the briefing, a special journal indicates the numbers of instructions with which a specific employee was familiarized.
Familiarization magazine
- Sheet. Forms are printed with all the necessary information and then given to the employee for registration and signature.
The employee must sign after the employer has reviewed the special assessment of working conditions during induction training.
Important! Some enterprises use one of the above options for familiarizing themselves with the instructions, but it is recommended to use both at once to avoid problems with the GIT.
At what stage do you read the instructions?
Often, to begin with, an introductory briefing is carried out, and then the employee is presented with a sheet. This must occur before he officially begins his work duties.
Instructions for labor protection during cleanup work
Also, along with the basic training program at the workplace, the employee is presented with hazard and risk cards (HRC), IOT by profession, and with them special instructions regulating work.
Important! Employers should ask the question: “How to familiarize a new employee with the SOUT card?”, and pay more attention to this document.
The special assessment card for working conditions should record hazardous factors in the workplace, if any. A new worker is familiarized with it during induction training.
How to design a sheet
From the sample sheet presented below, you can understand that it is not at all difficult to design. It is worth mentioning that the document looks like a small table with the necessary data. Filling out the sheet will not be difficult and will not take much time, because you only need a small range of information about the employee. The following columns are required in the table for familiarization with local acts:
- instruction number;
- worker's full name;
- the position he holds;
- the date when the person was familiarized with the document;
- signature.
The journal has a different type of table that contains more information.
Below is a sample sheet for familiarizing yourself with the labor safety instructions.
Reference list
Why do you need a sheet of familiarization with local regulations?
In accordance with the provisions of Art.
22 and 68 of the Labor Code of the Russian Federation, employer firms are required to familiarize employees, both those already hired and those applying for work, with local regulations (hereinafter referred to as LNA), which apply to labor relations involving these employees. Such acts may be, for example, a provision on trade secrets, internal regulations, or a collective agreement. In addition to the legal obligation of the employer to familiarize employees with the relevant LNA, the company may also have objective reasons to do this. For example, if she does not familiarize the employee with the same labor rules, she will not have the right to hold the employee accountable for the consequences of violating them.
The legislator does not regulate how an employee should familiarize himself with local documentation. In practice, several mechanisms are common to ensure that the employer complies with the requirements of Art. 22 and 68 Labor Code of the Russian Federation. Among these is the preparation of a sheet of familiarization with LNA. Let's study in what structure it can be presented.
A sample prepared by ConsultantPlus experts will help you draw up a notification to employees about the transition to electronic work books. If you do not have access to this system, a full access trial is available for free.
Why do you need an employee signature?
First of all, the signature is placed so that the employee understands that he himself is responsible for non-compliance with labor safety instructions after reading them. It is a kind of guarantee that a person has read all the necessary information, remembered the rules and will not deliberately endanger his life or injure himself by violating the established order.
There are often cases where an employee, not following company instructions, was injured and could then sue for monetary compensation. In such moments, the signature on the familiarization sheet plays a big role. If a person knew all the nuances, but was still injured, then it will be problematic to obtain compensation after such an injury.
How long and how to store the form
Job descriptions relate to personnel documentation and, as a rule, are stored in the organization’s archives for at least 75 years.
However, based on government regulations, the validity period of the instruction is 5 years for those professions where there is no increased danger to human life. If the work involves a risk of injury, then this occupational safety document is valid for only 3 years.
Note! As time passes, the instructions are reviewed, changed and re-agreed with the worker.
If work with increased risk is carried out from time to time (not systematically), then it must be carried out according to a work permit regulated in a special journal. It is also indicated that occupational safety training will be carried out when issuing a work permit. Such instruction should be carried out at certain intervals: at least 4 times a year, if the work involves increased danger; or 2 times a year, if not connected.
How to prepare an introduction sheet for a job description (sample 2020)
It is not at all difficult to draw up a job description sheet, a sample of which is presented below, given that we are talking about a small plate with basic data.
Shape and structure
The table should contain the following columns:
- serial number;
- FULL NAME. employee;
- date of review;
- signature of the worker who occupied the position again.
Who contributes the information?
As a rule, the registration and subsequent recording of job descriptions is carried out by the personnel department - in particular, one of the department employees authorized to take such actions.
That is, it is he who creates a tabular version of the sheet and attaches it to each instruction, but subsequent notes on familiarization are made by the employees themselves, who, after reading, sign and date.
Is a magazine necessary for familiarization with the job description? Read in the article. For what purposes do you need a 2-NDFL certificate? Find out here.
A typical job description for a chief accountant is in this material.
How to fill it out correctly?
Filling out the familiarization sheet is not at all difficult, given that you only need to enter a short range of information, namely, the employee’s last name, first name and patronymic and the date the instructions were read, followed by a signature in your own hand.
Example and template
The law does not provide for a procedure for familiarizing yourself with job descriptions, therefore the standard format of the sheet is not regulated, but it is possible, located below, which is used in many companies as a standard one.
Form of familiarization sheet with job description
Where and for how long is it stored?
By virtue of clause 695 of Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, job descriptions relate to personnel documentation, which is stored in the archives of the enterprise for at least 75 years.
And since the sheet, after being attached, is already part of the instructions, it is also stored for at least the specified time.
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Job Descriptions
Is it possible to fire an employee for refusing to sign a sheet?
As a rule, a sheet with instructions on labor protection is presented to employees before they begin to fulfill their obligations.
However, if a person does not agree to sign this document, then the company has the right not to provide him with the opportunity to work. An employee must know the general regulations on labor protection in the organization in order to avoid dangerous situations in the workplace. The signature on the sheet officially confirms that the person has read the instructions and is aware of the consequences.
Why do you need an introduction sheet?
When employing an employee, the company management is obliged, even before signing the agreement, to let him read the internal labor regulations, the collective agreement and other documents that relate to the performance of labor duties (Part 3 of Article 68 of the Labor Code of the Russian Federation).
Such LNA also includes a job description (JI), which indicates job functions. Sometimes it is drawn up as an annex to the employment contract. But for convenience, responsibilities are most often prescribed in a separate standard document for a whole group of employees. According to labor legislation, employees must be familiarized with internal regulations by signature (Part 2 of Article 22 of the Labor Code of the Russian Federation). To collect signatures from all interested parties, a special sheet is drawn up as an appendix to the DI. The legislation does not stipulate that it is mandatory to fill out a sheet of familiarization with the job description, but for convenience, it is used in practice. In it, subordinates sign autographs, confirming their agreement with the specified rules and job responsibilities. If there are no standard DI in the organization, then the functions required for the employee are indicated in the employment contract. By signing it, he accepts the terms of work.
Autographs of employees on the familiarization sheet are not a mere formality. If a controversial situation arises between management and a subordinate about the performance of certain duties, a signature will help resolve the issue. If a person violated labor discipline, his signature on the familiarization sheet will prove that he is aware of the need to perform certain functions assigned to him. Or it will prove the opposite situation, that this or that obligation that the management is trying to assign to him is not provided for in the DI signed by him.
IMPORTANT!
Typically, new employees are introduced to DI when they are hired. But sometimes, when significant adjustments have been made to it or have not yet been used at all, the instructions are read and signed during the current work process.
From 03/01/2022, Order of the Ministry of Labor of the Russian Federation No. 773n dated 10/29/2021 will come into force, which provides ways to familiarize yourself with the rights of workers in the workplace using various printed and visual information. This includes informing the employee (clause 1 of Appendix No. 1 to the above order):
- when applying for employment, about the terms of the employment contract;
- during work, about the results of special operational safety measures in the workplace;
- on the requirements of DI, on labor protection and other regulations of the employer.
If the employer has the opportunity, he has the right to use different methods to convey information to employees - posters, leaflets, official website, videos, corporate printed publications.
IMPORTANT!
If the company has electronic document management, then management has the right to inform employees electronically. It is also possible to confirm that the employee is familiar with the job responsibilities using an electronic digital signature.
