A.Richard Calenius, a
senior professional in human resources who works in
the San Francisco Bay area, responds:
Actually, employee handbooks and policy manuals are
not required in California, although they're a good
way to communicate essential information and ensure
consistency. But if at least 10 percent of
employees speak a different primary language than
English, employers must provide written information
in that language on laws covered by the Fair
Employment and Housing Act, including those
concerning overall employment discrimination,
pregnancy leave, California family/medical leave
(if there are 50 or more employees), and sexual and
disability discrimination.
It's always wise to keep an acknowledgement
receipt on file indicating that an employee has
received and read this information, perhaps as part
of new-employee orientation. If a company that
meets the 10 percent foreign-language threshold has
an employee handbook or written company policy
manual, only information in the handbook that's
covered by the FEHA has to be translated.
Nonetheless, it would be a good idea to make the
entire handbook available in that language, so all
workers have accurate information about the law and
company policies. Then, should there be a lawsuit
or other third-party charge, the company can
demonstrate that it took reasonable steps to inform
employees of their rights.
Employment information in English and Spanish is
available free from the California Department of
Fair Employment and Housing
(www.dfeh.ca.gov). Translation
services translate company documents for a fee;
typically, they charge by the word.