Employee Assistance Program Policy Template

This employee assistance program policy forms a firm basis for your employment policies. It should be adapted to your company’s needs and circumstances relating to employee welfare and support programs.

The Principle

The company is committed to the emotional and mental health and stability of its employees. We would like to extend a hand of alliance, sympathy, and support whenever our staff face adversity, whether it is minor anxiety or a serious crisis.

This is the basis of our Employee Assistance Program (EAP). The EAP is a confidential counseling regimen administered to employees and their families who are undergoing hardships due to mental illness or other misfortunes that may befall a family.

The EAP policy outlines the company provisions and procedures for supporting our employees when they face hardships or anxiety in their work and family lives.

Application and Scope

This policy applies to all of our employees, their children, and spouses. The company has an office specifically handling this EAP, which is responsible for rolling out the program on behalf of the company. The program official also updates managers and employees on relevant changes and appraises union representatives of the program so that it can benefit union members.

Scope of Issues Addressed

The EAP addresses work-related and personal challenges. Examples include:

  • Bereavement
  • Misunderstanding and poor relationship with colleagues
  • Personal anxiety
  • Addiction (e.g. substance abuse, gambling, etc.)
  • Domestic violence
  • Health burden in the family
  • Financial difficulties and debts
  • Worry over retirement

The EAP supports anyone who faces challenges that affect them and their families and that interfere with their professional performance. As such, the above list is not exhaustive. The EAP is also open to those who wish to help others and may need advice on how best to go about it.

The company will disseminate the opportunities offered by the EAP and encourage employees to use it by placing leaflets at the front office reception and broadcast the services in newsletters, blogs, and other media.

Access to the EAP by Employees

Employees can contact the EAP in various ways, which include:

  • The company’s free hotline number
  • Visiting the EAP office in person from 10 am to 4 pm every day between Monday and Friday
  • An email directed to the EAP manager or appropriately delegated staff

Communication from employees will be treated with strict confidentiality, but employees will be advised to be careful with the use of their company emails in case of cyber-attacks that may compromise the confidentiality of their communication.

EAP Services

The employee assistance program includes:

  • Mental illness assessments and counseling; employees may be referred to specialists if need be
  • General counseling and emotional support
  • Confidential consultations
  • Crisis management
  • Referrals to an expert on finance, lifestyle, or family life
  • Career guidance and job orientation for the employee’s children

Who is in Charge at EAP?

The EAP office is staffed by:

  • An EAP official, generally an external professional or HR employee with special training in staff counseling and crisis management in the work-place. This person coordinates EAP programs and is the point of contact on behalf of the company.
  • Trained specialists who undertake counseling, confidential assessments, and referrals.
  • An external professional or network of specialists to whom we can refer an employee on a need basis under the existing insurance coverage. Employees are advised to contact the EAP office for further advice.

Managers’ Brief

Our managers are required to:

  • Empathize with staff and be open to questions and encourage them to seek the services of the EAP office whenever appropriate.
  • Be on the lookout for employees who may be experiencing work or family-related stress and refer them to the EAP if need be.
  • Liaise with the EAP and seek guidance on how best to approach employees in need of assistance.

Periodic Review of EAP

To ensure EAP is addressing the envisaged needs of the company and employees, it will be subjected to regular reviews. Employee feedback and ideas will be encouraged and analyzed to inform policy updates and improvements.

Download this policy sample:

Google Doc – Letter
PDF Document – Letter (.pdf)
Microsoft Word – Letter (.docx)
OpenDocument Format – Letter (.odt)
Rich Text Format – Letter (.rtf)
Plain Text – Letter (.txt)
Google Doc – A4
PDF Document – A4 (.pdf)
Microsoft Word – A4 (.docx)
OpenDocument Format – A4 (.odt)
Rich Text Format – A4 (.rtf)
Plain Text – A4 (.txt)

Disclaimer: This information is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor World Manager will assume any legal liability that may arise from the use of this information.

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