Mental Health and Wellbeing Policy Template

Mental Health and Wellbeing Policy

Purpose of Mental Health and Wellbeing Policy

This Mental Health and Wellbeing Policy explains [Company Name] commitment to promoting and protecting the mental health and wellbeing of employees. The policy sets out the principles, practical support, and responsibilities that enable a safe, supportive, and inclusive workplace. It exists to ensure employees understand available resources, how to request help, and how the organization responds to mental health needs.

Scope

This policy applies to all employees, contractors, and temporary staff of [Company Name]. It covers workplace-related mental health matters, wellbeing initiatives, requests for support or reasonable adjustments, and lines of responsibility for responding to concerns.

Principles

• Promote a positive work environment that supports mental wellbeing.
• Treat mental health matters with confidentiality, respect, and sensitivity.
• Provide timely, practical support and reasonable adjustments where appropriate.
• Encourage early conversation and nonjudgmental responses to concerns.

Employee Support and Entitlements

Employees are entitled to access support for mental health and wellbeing through the channels [Company Name] makes available. Typical support options include:

• Employee assistance program or equivalent confidential counseling services where provided.
• Referrals to occupational health or external specialists when required and with employee consent.
• Reasonable adjustments to duties, hours, or workplace arrangements to support recovery and sustained performance.
• Access to paid or unpaid leave according to relevant company leave policies when needed for mental health reasons.

Reasonable Adjustments

Employees may request reasonable adjustments to support their mental health at work. Examples include temporary changes to workload, flexible hours, a change of duties, remote working, or adjustments to the physical workspace. Requests should be made to the employee's manager or HR and will be considered on an individual basis.

Confidentiality and Privacy

Information disclosed about an employee's mental health will be treated as confidential and shared only on a need-to-know basis. Any disclosures will be documented securely and stored in accordance with company data handling practices. Employees will be informed before information is shared with others.

Role of Managers and HR

Managers are expected to:

• Foster an open environment where employees feel comfortable discussing wellbeing concerns.
• Listen without judgment, signpost available support, and respond promptly to requests for adjustments.
• Maintain confidentiality and follow reporting procedures when required.

HR is responsible for:

• Advising managers and employees on the application of this policy.
• Coordinating support, assessing reasonable adjustment requests, and documenting outcomes.
• Maintaining confidential records and monitoring wellbeing initiatives and trends.

Training and Awareness

[Company Name] will provide managers and employees with guidance and training to recognize signs of distress, promote wellbeing, and use available support mechanisms. Training may include mental health awareness, how to have supportive conversations, and safe ways to make referrals.

Reporting and Requesting Support

To request support, employees should contact their manager or HR. Employees may also use any designated wellbeing or EAP contact points provided by [Company Name]. Requests should include the nature of the concern, any immediate needs, and proposed adjustments if known. Emergencies or situations that present a risk to safety should be reported immediately through established emergency procedures.

Approval Process

Decisions on support measures, adjustments, and exceptions are approved through a documented process. Typical steps include:

• Employee submits a request to their manager or HR, either verbally or in writing.
• Manager discusses the request with the employee and consults HR as needed.
• HR evaluates the request, may seek medical or occupational health advice with employee consent, and proposes reasonable adjustments.
• Manager and HR agree the adjustments and record the decision, duration, and review dates.
• Where an exception to standard policy is required, HR documents the rationale and obtains necessary approvals from senior HR or designated approvers.

Non-Compliance

Failure to follow the procedures set out in this policy, including breaches of confidentiality or harassment related to mental health, may result in disciplinary action in accordance with [Company Name] disciplinary policies. Managers who do not follow their responsibilities may be subject to review and management action.

Note

This policy may be updated from time to time to reflect changes in best practice or organizational needs. Employees should refer to the latest version held by HR. For questions, clarification, or support in applying this policy, employees are encouraged to contact HR.