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SayPro Human Capital Staff Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP463

Document Code: SayProP463
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 28 May 2025
Next Review Date: 28 November 2025

  1. Purpose

This policy provides a standardized framework for the recruitment, onboarding, performance management, development, promotion, discipline, and exit of SayPro Human Capital (staff), ensuring compliance with SayPro values, legal requirements, and strategic goals.

  1. Scope

This policy applies to:

  • All SayPro Human Capital (full-time, part-time, fixed-term, contract, volunteer)
  • SayPro Royal Directors and Officers
  • SayPro Executive and Deputy Chief Leadership
  • SayPro Human Capital Operations and Governance Units
  1. Objectives
  • To standardize staff lifecycle processes within SayPro
  • To ensure fair, inclusive, and equitable staff treatment
  • To define clear responsibilities and processes for staff management
  • To support staff development and retention across SayPro
  • To comply with labour laws, regulations, and SayPro internal standards
  1. Governance Roles and Responsibilities

4.1 SayPro Chief Human Capital Officer (CHCO)

  • Oversees execution and compliance of staff policies and procedures
  • Monitors workforce planning, development, and risk mitigation

4.2 SayPro Royal Directors

  • Manage and approve hiring, transfers, and discipline within their divisions
  • Ensure policy implementation at operational levels

4.3 SayPro Officers

  • Implement staff procedures, maintain records, and support daily staff activities
  • Report incidents and staff concerns to Royal Directors or CHCO

4.4 SayPro Human Capital

  • Must adhere to staff policies, procedures, and conduct standards
  • Participate in required reviews, development, and feedback initiatives
  1. Key Procedures and Processes

5.1 Recruitment & Appointment

  • Positions must be advertised internally and/or externally
  • Selection panels must include at least one Royal Director or Officer
  • Offers made after reference and background checks are complete
  • Issuance of employment contracts and orientation by HC Officer

5.2 Onboarding

  • Completion of Onboarding Checklist and Staff Induction Program
  • Assignment of ID, email, and system access (where applicable)
  • Introduction to SayPro Values, Culture, and Code of Conduct

5.3 Performance Management

  • Probation reviews conducted after 3 and 6 months
  • Annual performance reviews using the SayPro Staff Performance Appraisal Template
  • Low-performing staff supported through Performance Improvement Plans (PIP)

5.4 Training & Development

  • All staff receive a Personal Development Plan (PDP)
  • Attendance in mandatory skills training, compliance workshops, and mentorship
  • Access to SayPro learning management system and CPD pathways

5.5 Leave and Attendance

  • Staff entitled to leave per local employment law and SayPro Leave Policy
  • All leave requests submitted via Leave Request Form (SayProF463-05)
  • Absenteeism monitored by Officers and reported to Royal Directors

5.6 Promotions and Transfers

  • Internal promotions based on merit, performance, and available roles
  • Transfers approved by both sending and receiving Royal Directors
  • Documentation filed and shared with CHCO for records

5.7 Disciplinary and Grievance Procedures

  • Incidents managed using Disciplinary Procedure Template (SayProP463-A)
  • All grievances submitted in writing and resolved within 14 working days
  • Final disciplinary action may include suspension, demotion, or termination

5.8 Exit Management

  • Exit Interviews conducted using SayPro Exit Interview Form (SayProF463-08)
  • Final clearance and handover documented by Officer
  • Exit checklist completed before issuing Certificate of Service
  1. Supporting Documents and Templates
  • Staff Recruitment & Interview Guide (SayProF463-01)
  • Employment Contract Template (SayProF463-02)
  • Staff Induction Checklist (SayProF463-03)
  • Staff Performance Appraisal Form (SayProF463-04)
  • Leave Request Form (SayProF463-05)
  • Transfer Request Form (SayProF463-06)
  • Disciplinary Action Form (SayProF463-07)
  • Exit Interview Form (SayProF463-08)
  • Staff Promotion & PDP Template (SayProF463-09)
  1. Monitoring and Compliance
  • The Human Capital Governance Unit will audit staff files quarterly
  • Any breach of policy will result in formal investigation
  • SayPro CHCO and CEO will receive bi-annual compliance reports
  1. Review Cycle

This policy is reviewed every 12 months or sooner if legislative or organisational changes occur. Revisions must be approved by the CEO upon recommendation by the CHCO.

  1. Frequently Asked Questions (FAQs)

Q1: What is the probation period for new staff?
A: Standard probation is 6 months, subject to review and extension where necessary.

Q2: Can I apply for an internal promotion?
A: Yes. Internal staff are encouraged to apply for new roles and must meet job criteria.

Q3: What if I have a grievance?
A: Submit a formal complaint to your Officer or Royal Director using the grievance process outlined in this policy.

Q4: Will I get a Certificate of Service when I leave?
A: Yes. All exiting staff will receive a Certificate of Service after completing the exit process.

Approved by:
Neftaly Malatjie
Chief Executive Officer