SayPro Human Capital Circular Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP084

Approved by: SayPro Chief Executive Officer
Date Approved: 10 September 2025
Review Date: 10 August 2026

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

PURPOSE

The purpose of this policy is to establish a standardized and controlled process for managing the creation, approval, dissemination, and storage of Human Capital (HC) circulars across SayPro. Circulars play a vital role in ensuring consistent internal communication of policies, updates, notices, events, and procedural changes affecting SayPro Human Capital.

SCOPE

This policy applies to all circulars initiated, prepared, circulated, and archived by the SayPro Human Capital Division, including but not limited to:

Internal memos and official notices
Human Capital-related policy updates
Training and capacity development announcements
Regulatory or procedural changes
Employment-related communication

POLICY STATEMENT

SayPro is committed to ensuring that all Human Capital circulars are managed in a consistent, traceable, and professional manner. Circulars must be clear, approved, dated, numbered, and archived. Unauthorized or informal circulars are strictly prohibited.

OBJECTIVES

To standardize the preparation and approval of HC circulars
To ensure traceability and accountability of all circulated information
To establish reliable storage and retrieval procedures
To protect the integrity of internal communication

DEFINITIONS

Circular: An official internal communication distributed to SayPro Human Capital regarding key updates, instructions, or announcements.

Circular Register: A formal log that records each issued circular for auditing and tracking purposes.

PRINCIPLES

Each circular must have a unique reference number and date
All circulars must be approved by the CHCO or designated Officer
Circulars may not contradict approved SayPro policies
Circulars must be published and distributed using approved platforms only

ROLES AND RESPONSIBILITIES

7.1 Chief Human Capital Officer (CHCO)

Oversees the preparation, approval, and issuance of all HC circulars
Maintains the Circular Register and archives

7.2 Royal Directors

Request circulars as needed for operational updates
Ensure circular content is accurate and relevant

7.3 Officers

Draft and submit circular content for review
Ensure that the approved circulars are communicated and implemented within their teams

7.4 Human Capital

Review and comply with circular instructions
Seek clarification when circular content is unclear

PROCEDURES

Step 1: Drafting

A circular is drafted using Template SayProF084-01.
Content should be concise, clear, and specific.

Step 2: Review

The draft is reviewed by the responsible Officer or Royal Director.
Feedback is incorporated before formal submission.

Step 3: Approval

The final version is submitted to the CHCO for review and approval.
The CHCO assigns a reference number and date of issue.

Step 4: Distribution

The approved circular is distributed via official SayPro communication channels (e.g., email, noticeboards, portal).
The circular is recorded in the Circular Register (SayProF084-02).

Step 5: Archiving

A soft copy is stored in the secure SayPro HC Archive.
Physical copies (if applicable) are filed in the HC Registry.

FORMATS AND TEMPLATES

MONITORING AND AUDIT

The CHCO will conduct a bi-annual review of the Circular Register
Any discrepancy or unauthorized circular issuance will be escalated to the Governance Committee
Compliance reports are submitted quarterly to the Royal Committee

NON-COMPLIANCE

Issuing an unauthorized circular will result in a formal warning or disciplinary action
Miscommunication due to non-compliance may lead to operational delays or performance review penalties

FAQs

Q1: Who is allowed to issue Human Capital circulars?
A1: Only the CHCO or a designated Officer with prior written approval may issue official HC circulars.

Q2: Can I edit or revise a previously issued circular?
A2: Circulars may only be revised through a formal re-issuance process, referencing the original circular number and explaining the update.

Q3: Where can I find previously issued circulars?
A3: All circulars are stored in the SayPro Circular Archive and recorded in the Circular Register.

Q4: What if I fail to implement circular instructions?
A4: Non-compliance with official circulars is subject to review and possible corrective action.

REVIEW

This policy is subject to review every six months or upon request by the SayPro Governance and Compliance Committee.

Approved By:
Neftaly Malatjie
Chief Executive Officer