Your cart is currently empty!
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
- 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.
- 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
- 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
- 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
- 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
- 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)
- 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
- 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.
- 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