HR Manual - DRAFT - Copy

COVER

IMPORTANT NOTICE

TABLE OF CONTENT OVERVIEW Welcome Our Company What we do Policies & Declaration Office Property & Equipment SECTION A: EMPLOYEE ONBOARDING PROCESS Interview/Section Process Induction Probationary Period Promotion; Training & Development Staff Responsibility Rights of the Employer Appraisals; Annually and/or Bi-Annually SECTION B: EMPLOYMENT CONDITIONS Personnel Possessions General Staff Meetings Attendance and Punctuality Hours of Work Renumeration Disciplinary Policy Retirement Termination of Employment

SECTION C: CODE OF CONDUCT Standards of Conduct Dress Code Telephone, Computer, & Electronic Media Use Confidentiality Conflict of Interest Dispute Resolution Grievance Management Sexual Harassment SECTION D: TIME AWAY FROM WORK Leave of Absence Paid Holidays Vacation Sick Leave Personal Days Jury Duty Compassionate Leave Family Medical Leave Personal Emergency Leave Disability Leave Adoptive / Maternal / Parental Leave Unpaid Leave Management Leave SECTION E: OCCUPATIONAL HEALTH & SAFETY Health & Safety Drug, Alcohol Use, & Smoking Workplace Violence & Harassment

SECTION F: ADDITIONAL INFORMATION Forms

SECTION A IMAGE EMPLOYEE ONBOARDING PROCESS

THE SELECTION & INTERVIEW Handbook and other PROCESS supplementary documents needed to create a staff profile. A signed The Recruitment Process for copy of the Letter of Employment available positions within the would confirm acceptance of offer company would be advertised and should be returned to the HR internally and externally for persons Department within one week of to submit their applications. date of offer. Acceptance for the relevant positions applied for will be based PROBATIONARY PERIOD on those persons who fulfill the criteria for qualifications and work The Standard Probationary Period is experience. Only shortlisted three (3) months. An assessment candidates would be selected for an will be done at the end to confirm, interview. A standard interview extend probation or dismiss a staff would comprise of a panel selected member based on the overall to review completed application performance observed throughout forms and ascertain which the period. applicant/s would be an ideal fit for the position/s advertised. PROMOTION; TRAINING & DEVELOPMENT INDUCTION The company encourages growth Once a candidate is appointed / and promotion from within. As such, when positions become selected, an employment package available, internal staff are notified and considered first. Interested including a Letter of Employment staff are encouraged to apply once their qualifications and overall will be offered stating Conditions of Employment, Remuneration, alongside a Job Description, Staff

performance / work experience performance that is outlined in fulfil the criteria of the job vacancy. his/her official job description. The Other Key Performance Indicators onus is on each staff member to be (KPI’s) would form basis for the guided by and adhere closely to selection process examples include their outlined duties and attendance record, deportment and responsibilities. Staff will be knowledge of respective post. The assessed annually on the company also encourages training anniversary date of their and development and will identify employment. and invest in the most appropriate training programs, workshops or For those who are on contract, seminars accordingly. Likewise, we there will be a break of two weeks do implore for staff to continuously post their anniversary date, without advance in their own personal and pay, for a final decision to be made educational development. as to their confirmation of / issuance of a new contract. APPRAISALS; ANNUALLY and/or BI-ANNUALLY Each staff member will be notified of the official date of their A Performance Evaluation / appraisal. Appraisal’s purpose is to promote, enhance and evaluate the quality of a staff member’s individual job

SECTION B IMAGE EMPLOYMENT CONDITIONS

WORK HOURS/WEEK; LUNCH TIMES/ Requests outside these hours or a shift EXTENDED WORK HOURS/ ABSENCE of a lunch time are to be formally requested in writing to the Managing FROM WORK Director. Each staff member will be advised of their respective lunch hour The standard work hours are forty (40) /schedule. hours per week. Work days and hours are as follows: Mondays to Fridays: There is a staff time and signature 8:30AM – 5:30PM. Strict adherence is register which is kept at the front desk required by each staff member. of the building. It is the responsibility of each staff member to ensure accurate Please Note: Specific Conditions and timely logging in and logging out Associated with working beyond each morning, evening and when going normal work hours: Due to the nature off property, including for lunch. of an architectural practice, special compensation nor overtime pay, OFFICE KEYS: The Managing Director including Christmas Bonus cannot be and Supervisor are responsible for the guaranteed. The amounts and kind of office keys and the opening and closing compensation, if any, may vary from of the office. year to year depending upon the financial status of the company at that The company understands that there time. might be exceptional / emergency cases which could cause one to be late REIMBURSEMENT: Reimbursements and/or absent on a particular day. As would be awarded once relative such, if as situation as such arises, it is receipts are supplied to the Managing the staff member’s responsibility to Director and/or Supervisor. contact the Supervisor or Managing Director directly, up to fifteen (15) LUNCH PERIOD: The designated period minutes prior the start of the work day, for lunch is one (1) hour. The hours i.e., by the latest 8:45 AM. If no call is available are: 12:00 NOON – 1:00 PM received, the Supervisor / Managing or 1:00 PM – 2:00 PM. Strict adherence is required by each staff member.

Director has the option / right to deem month. Pay stubs will be issued on the someone as being late and/or absent same day (electronically). Salaries will and will be recorded in the register as also be subjected to the following such. standard deductions which are in accordance with government The company does not tolerate requirements. Reminders of these negligence, non-compliance, lateness deductions are as follows: National or absenteeism of staff attendance. Insurance Scheme (NIS), Income Tax (Payee-As-You-Earn / PAYE), Education RENUMERATION; LIST PAYROLL Tax and National Housing Trust. Other DEDUCTIONS / OVERTIME PAY applicable taxes will be applied based As stated within your Letter of on those earning above the threshold Employment, salaries are paid on a ceiling of J$1.5M. monthly basis, on the last Friday of the DISCIPLINARY POLICY GENERAL STAFF MEETINGS All Offences will be noted on files of A General Staff Meeting will be held each Team Members. The Procedure each week on Fridays commencing at for Disciplinary actions is as follows: 9:00 A.M. and chaired by either the Supervisor and/or Managing Director. Offences range in the following order: Usually, this meeting will be held for one to two (1-2) hours. This is separate Misconduct (Verbal/Written) – and apart from any ad hoc meetings organized by the same representatives. Serious Misconduct This is an opportunity for staff to hear (Written/Suspension) – Gross about the happenings within the Misconduct (Dismissal) company and voice any concerns they may have. Negligence (Written/Suspension) Gross Negligence (Dismissal). All staff members are mandated to be in attendance.

First Offence: Verbal Warning which would be dependent on the (depending on the level of offence, nature of the offence. You will be some might include a written warning) informed. Second Offence: Written Warning Fourth Offence/Occurrence: (setting out the detailed circumstances Disciplinary Panel Hearing and of their actions and a warning that if Dismissal or Automatic Dismissal. repeated could lead to suspension). Dismissals would normally not be Please note that Written Warnings applied prior to the fourth stage unless may be considered a First warning in the Panel deems the offence to be of some instances as denoted in Schedule Gross Misconduct or Gross Negligence, below. (First Offence(verbal) warning detrimental to the Company’s interest column will be left blank and make the and illegal as per the Rules and Second Offence automatically the First Regulations stipulated by the Offence, with the others following Government of Jamaica’s criminal suite). code. Third (Final) Offence: Suspension Any offence that could potentially lead without pay (from three [3] up to a to an Automatic Dismissal or is at the maximum of ten [10] working days; Fourth Stage pending Dismissal, the the number of days is dependent on Managing Director is the only the type and level of offence and one Authority Figure to make that final will be made known accordingly. This decision. will also be accompanied by a written warning letter outlining the circumstance of their current actions and if a future repetition were to occur. Please note that many Third Offences would be accompanied by a disciplinary Hearing and/or Dismissal









SECTION C IMAGE CODE OF CONDUCT

GENERAL CONDUCT If there is a need to use your cell phone Each employee is expected to conduct in the office, the following must be his/herself at all times in a professional adhered to: manner and as an ambassador of the organization. Each staff member is GENERAL USAGE responsible to approach all customers, Employees are free to use their cell internally and externally in a phones during work hours, but away professional and ethical manner that is from the general work area of where in line with company’s image and in they may be a disturbance to other keeping with the company’s mission, coworkers. vision and values. Lower your voice when using the Be on-time for work. telephone within the office and be Respect everyone’s work-space mindful of disturbing others. No loud talk. No loud music (use headphone while Relocate from workstation if the call listen to music or other media) will be length (over 2 minutes). No video media (unless educational) during work hours Cell phones may be used for business calls CELL PHONE USAGE POLICY Approved personnel may use their cell Cell phone usage must be minimal to phone for monitoring the company non-existent. They must only be used social media pages for emergencies, only important circumstances or if approved for work Prohibited purposes. The following are simple guidelines governing cell phone usage: Phones are not to be used in meetings. Turn your ringer to a low level or off. Phone call must not be taken or made Utilize the vibrate function to the best in the restroom. of your ability. Playing games on phones during work hours are prohibited.

Use phones for any reason while Hanakle will (in future) provide driving a company vehicle. uniforms to certain team members and they are required to wear them whilst Use cell phone’s camera or microphone at work on upon visiting clients at their to record confidential information. respective locations, unless otherwise told. Uniforms are required to be worn Download or upload inappropriate, Mondays – Fridays during standard illegal or obscene material on a hours. If there is an unavoidable company cell phone using a corporate circumstance to which one cannot internet connection. wear their uniform, a valid reason is to be presented to the Supervisor / DRESS CODE POLICY Managing Director upon arrival at the office. In the absence of a valid reason, Dress Code Deportment plays a very the employee will be sent home to important role in the working change accordingly. environment. We consider each team member an ambassador and of course Guidelines for Dress Styles – Females must retain the positive image/ reflection of Hanakle Limited. First 1. Styles must be appropriate impressions can only be strongly and in keeping with the image emphasized. One’s attire must always of Hanakle Limited. be professional for the business environment as you are constantly in 2. Hanakle Logo Shirts, vest and contact with clients on behalf of the caps will be provided company. 3. Clothes should not be Dress Codes ensure conformity, transparent, suggestive or professionalism, identity and revealing; either by style or encouragement in a positive work fabric, clinging to the body or environment whilst limited distractions too short. of overly or under –dressed attire. 4. Splits on skirts should be not more than two (2) inches above the knees.

5. Hemlines should not be more Guidelines for Dress Styles – Males than one (1) inch above the knees. 1. Styles must be appropriate and in keeping with the image 6. Clothes worn should cover the of Hanakle Limited. main sections of the body to include: back, cleavage, 2. Hanakle Logo shirts, vest and breast, chest, midriffs, caps will be provided. bottom, thighs and private areas. 3. Other shirts should have collars designed to be worn 7. Sleeveless tops must be worn with a tie; under-shirts must with a jacket. not show through the outer shirt or by the neck line. 8. Jeans are allowed on trips to off-site locations. 4. Long sleeved shirts are to be fastened at the wrist and not 9. Make-up, nail polish colors ‘rolled / pushed up’. and jewelry should be worn in moderation, kept relatively 5. Pants should be tailored and conservative and enhance a are to be always worn only on natural appearance. the waist and belted; belts and buckles must be moderate and 10. Hair is to be clean and well should be up to two (2) inches groomed; conservative hair thick maximum. styles and hair colors are encouraged. 6. Earrings are not allowed 7. Jeans are allowed on trips to 11. Head gear (for religious purposes) may be worn with off-site locations. special permission. 8. Clothes should not be 12. Ladies are required to wear suggestive / revealing either closed up shoes in office and by style or fabric, clinging to boots on site. the body or too short. 9. Hair is to be clean and well 13. Only one pair of earrings is groomed. prohibited at work. This limits 10. Facial hair also should be one moderately sized earring neatly trimmed. per ear. The lower earlobe is 11. Head gear (for religious the only portion of the ear purposes) may be worn with that earrings are allowed to be special permission. worn.

12. Socks must be worn at all 2. Caprie pants, stretch or close- times and coordinated with fitting jeans are not allowed. one’s attire. 3. Slippers (flip-flops) or sneakers 13. Dress shoes are acceptable in are not allowed. the office (unless for health reasons and with special 4. Jeans (black, blue, etc.; no permission). Colors include: bright colors, stretched, torn, black, navy and brown. bleached or close-fitting pants) and an appropriate blouse/shirt GUIDELINES FOR FIELD WORK may be worn. Employees engaged in field activities GENERAL are required to follow the guidelines outlined below: 1. All categories of staff are required to adhere to the 1. Appropriate footwear i.e., guidelines outlined in the Closed up shoes or boots code. Permission may be should be worn at all times. received from your supervisor (Director/Manager) prior to 2. Comfortable pants such as wearing the outfit unless in jeans are allowed unless the case of emergency. deemed inappropriate. However, they should not be 2. Additionally, all members of stretched, torn, bleached or staff, are expected to dress close fitting. appropriately when visiting the offices of the Trust when 3. Safety vest and helmets on leave (e.g., (where applicable) should be vacation/departmental). This worn at all times. is necessary as outsiders to the organization may 4. 4D Orbit’s shirts should be recognize you as an employee worn when out in the field and and may leave with a negative especially where labeled vest opinion of the Trust and its will not be worn. staff. GUIDELINES FOR CASUAL FRIDAYS 3. All other guidelines concerning revealing, suggestive 1. 4D Orbits embroidered shirts, transparent or bodily expose polo or cotton are allowed. should be maintained.

SEXUAL HARRASSMENT POLICY Management Team. When a complaint is received, it will be immediately Definition of Sexual Harassment: This is investigated and appropriate action deliberate or repeated unsolicited taken. comments, gestures or physical contact of a sexual nature which is unwelcome. Finally, this policy is intended to These include obscene or suggestive protect all team members and is it is language, coercion, humiliation and proven that a team member has embarrassment. knowingly and intentionally falsely accused another team member of The purpose of this policy is to harassment; it will be considered that establish clearly and unequivocally that the former is guilty of harassment and Hanakle Limited /4D Orbits is that the person will be appropriately committed to providing a safe work disciplined. environment, free from sexual discrimination and harassment of all 1. Please refer to the Policies forms. The Company is committed to a Section of this Handbook for a workplace that is free from harassment list of examples of Sexual and has therefore set Guiding Harassment: Principles and procedures by which allegations of sexual harassment may 2. Any unwelcomed touching be reported, investigated and resolved. 3. Offering employment benefits This policy is being issued out of a in exchange for sexual favors. genuine concern for all team members 4. Making or threatening and we expect each team member to treat this issue seriously. If team reprisals after a negative members experience or know of such response to sexual advances abuses, they are both encouraged and 5. Visual conduct that includes expected to present them to their leering, making sexual immediate Supervisors and/or gestures, whistling as a person passes or displaying of sexual suggestive objects or pictures, cartoons or posters 6. Unwanted sexual advances

7. Verbal conduct that includes If an employee experiences or making or using derogatory witnesses sexual or other unlawful comments, teasing, epithets, harassment in the workplace, it should slurs or jokes be immediately reported to the Managing Director. This report should 8. Verbal sexual advances or include a detailed log of the times and propositions dates, when the advances were made. The report should also include any 9. Verbal abuse of a sexual witnesses to the alleged harassment, nature, graphic verbal location, date and time of incident, commentaries abut an alleged perpetrator, additional individual, suggestive or supporting evidence/materials, and any obscene letters, emails, text response from the alleged perpetrator. messages or invitations or phone calls of a sexually All allegations of sexual harassment will suggestive nature. be quickly and discreetly investigated. To the extent possible, the identity of 10. Unwelcome sexual advances the employee and that of any (either verbal or physical) witnesses and the alleged harasser will requests for sexual favors, and be protected against unnecessary other verbal or physical disclosure. However, the alleged would conduct of a sexual nature be advised by the Managing Director constitute sexual harassment who is responsible for initiating and include: maintain all communication with them. When the investigation is completed, 11. Submission of such conduct is the parties involved will be informed of made either explicitly or the outcome. implicitly a term or condition of employment 12. Submission or rejection of the conduct is used as basis for making employment decisions 13. The conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile or offensive work environment.

If allegations are proven to be true, investigated immediately. Disciplinary disciplinary actions up to and including actions up to and including termination termination will be applied accordingly will be applied accordingly in addition in addition to all the other standard to all the other standard procedures for procedures for dismissal. dismissal. However, if allegations are proven to be false, the accuser (s) will be

SECTION D IMAGE TIME AWAY FROM WORK

VACATION LEAVE There is no ‘roll-over’ of sick days into a new contract period. Sick days taken Staff members are eligible to ten (10) within the probationary period are working days’ vacation leave per treated as days without pay. Sick leave contract period (after the probationary time is only applicable as vacation. period of the first year). A roster will be set up at the beginning of the contract COMPASIONATE DAYS period for persons to submit their desired dates. Submission and approval The Company understands that there for vacation leave is given at minimum are times in life that one will two (2) weeks / one (1) month prior to experience the death / loss of a loved the first day of the requested leave. one. We empathize with you and your There is no ‘roll-over’ of vacation family and understand that you may period. not be in the frame of mind to work as efficiently as you would normally. We Due to the nature of the business, encourage you to spend time with your staff members might be asked to push family to grieve and support each other back their requested leave dates due during the solemn time. As such, we to the clash of deadlines for specific will offer to those staff members up to ongoing projects. three (3) compassionate days - with pay, should they need. This applies only SICK LEAVE to the immediate family members. Staff members are eligible to five (5) Submission of request should be given days sick leave per calendar year. By at least (1) day notice / in advance, if the third (3rd) working day, a staff and when possible. member is required to submit a Medical Doctor’s certificate stating Staff members will be offered up to their ineligibility to work for a period three (3) no pay days, should they stated by the doctor. need.