People & HR Policy

1. Overview and Scope

This policy applies to all ASAT Labs employees, contractors, interns, and volunteers. All HR processes are managed through our integrated HR management system, ensuring consistency, transparency, and compliance.

• Ensure fair, transparent, and merit-based employment practices
• Promote diversity, inclusion, and equal opportunity through systematic tracking
• Support employee development through comprehensive training and appraisal programs
• Provide comprehensive leave management through automated workflows
• Maintain compliance with employment law through robust reporting and analytics

2. Recruitment & Hiring Policy

Fair Hiring Our recruitment process is designed to attract, assess, and select the best candidates based on merit and fit with our values.

Recruitment Principles

• Merit-based selection: Decisions based on skills, experience, and potential
• Transparency: Clear job descriptions and fair assessment criteria
• Diversity: Actively encourage applications from underrepresented groups
• Consistency: Standardized processes for all positions
• Legal compliance: Adherence to employment law and regulations

Recruitment Process

1. Job Requisition: Create job opening with staffing plan approval
2. Job Posting: Configure job details, requirements, and publish on career portal
3. Application Management: Track candidates through structured recruitment process
4. Interview Scheduling: Coordinate interviews through integrated calendar system
5. Candidate Evaluation: Score candidates using standardized assessment forms
6. Job Offer: Generate offer letters using approved templates
7. Employee Onboarding: Create employee record and assign structured onboarding tasks

3. Equal Opportunity & Non-Discrimination Policy

ASAT Labs is committed to providing equal opportunities and maintaining a workplace free from discrimination and harassment.

Protected Characteristics

We do not discriminate on the basis of:

• Age, gender, gender identity, or sexual orientation
• Race, ethnicity, nationality, or religion
• Disability or health conditions
• Pregnancy, maternity, or family status
• Political beliefs or trade union membership

Reasonable Adjustments

• Accessibility: Physical and digital accessibility accommodations
• Equipment: Specialized tools and assistive technology
• Working arrangements: Flexible hours or location adjustments
• Communication: Alternative formats and interpretation services

Inclusion Initiatives

• Training Records: Track diversity and inclusion training completion
• Employee Groups: Manage resource groups and networks through employee directory
• Leadership Programs: Schedule and track leadership development programs
• Pay Equity Analytics: Generate salary reports by demographics for equity analysis
• Recruitment Analytics: Track diversity metrics through recruitment reporting

4. Performance Management Policy

Our performance management approach focuses on continuous development, clear expectations, and regular feedback to help everyone achieve their potential.

Performance Framework

• KRA Definition: Set Key Result Areas (KRAs) for each role and individual
• Goal Tracking: Monitor SMART objectives through performance dashboards
• Appraisal Cycles: Structured annual and bi-annual appraisal workflows
• Multi-rater Feedback: 360-degree feedback collection from all stakeholders
• Skill Assessment: Track employee skills and competencies through skill mapping
• Development Plans: Link training programs to performance outcomes

Performance Standards

• Exceeds Expectations: Consistently delivers exceptional results
• Meets Expectations: Achieves all key objectives and standards
• Developing: Making progress but requires additional support
• Below Expectations: Not meeting minimum requirements

5. Probation Period

All new employees serve a probationary period to ensure mutual fit and provide structured support for integration.

Probation Framework

• Employee Setup: Configure probation period in employee records
• Automated Alerts: System notifications for review milestones (1, 3, 6 months)
• Probation Appraisal: Dedicated appraisal templates for probation reviews
• Task Assignment: Structured onboarding activities and milestones
• Status Tracking: Monitor probation progress through management dashboard

Probation Outcomes

• Successful completion: Confirmation of permanent employment
• Extension: Additional time with specific improvement areas
• Early confirmation: Exceptional performance may allow early completion
• Termination: If role is not suitable with appropriate notice

6. Appraisal Process

Annual appraisals provide comprehensive review of performance, achievements, and development needs.

Appraisal Cycle

1. Appraisal Creation: System generates appraisal forms based on configured cycle
2. Self-Assessment: Employees complete self-evaluation through employee portal
3. Manager Assessment: Supervisors evaluate using standardized forms
4. 360-Degree Collection: Automated peer and subordinate feedback collection
5. Appraisal Review: Consolidated dashboard for final evaluation
6. Goal Setting: Link new KRAs to next appraisal cycle
7. Development Tracking: Monitor training completion and skill development

Appraisal Outcomes

• Performance rating and feedback
• Salary review and adjustment
• Promotion consideration
• Training and development opportunities
• Career progression planning

7. Promotion & Development Policy

We are committed to developing our people and providing opportunities for career advancement based on performance and potential.

Promotion Criteria

• Performance: Consistently exceeds expectations in current role
• Readiness: Demonstrates skills and competencies for next level
• Potential: Shows capacity for growth and increased responsibility
• Values: Embodies organizational values and culture

Development Opportunities

• Training Programs: Comprehensive internal and external training programs
• Training Records: Track completion, certifications, and effectiveness
• Skill Gap Analysis: Identify development needs through skill mapping
• Training Calendar: Centralized scheduling and booking system
• External Training: Approval process and tracking for external courses
• Career Progression: Link training completion to promotion eligibility

8. Leave & Absence Policy

We provide comprehensive leave entitlements to support work-life balance and employee wellbeing.

Leave Principles

• Entitlement: Clear, fair allocation based on service and role
• Planning: Advance booking to ensure business continuity
• Flexibility: Accommodating personal and family needs
• Support: Additional leave for exceptional circumstances

Leave Categories

• Annual leave and public holidays
• Sick leave and medical appointments
• Parental leave (maternity, paternity, adoption)
• Compassionate and bereavement leave
• Study leave for approved qualifications
• Jury service and civic duties

9. Annual Leave Policy

Leave Entitlement

• Standard: 25 days plus public holidays
• Long Service: Additional day per year after 5 years (max 30 days)
• Pro-rata: Part-time staff receive proportional entitlement
• Carry Over: Up to 5 days may be carried to next year

Leave Booking Process

1. Leave Application: Submit via employee self-service portal
2. Automated Workflow: Route to appropriate approver based on leave policy
3. Balance Validation: System automatically checks available leave balance
4. Approval Notifications: Email alerts to managers for pending approvals
5. Calendar Integration: Approved leave syncs with organizational calendar
6. Payroll Integration: Leave deductions processed automatically in salary

10. Sick Leave Policy

Sick Leave Entitlement

• Statutory: Minimum as per employment law
• Enhanced: Full pay for up to 6 months, half pay for further 6 months
• Return to Work: Phased return and adjustments as needed
• Occupational Health: Professional support and assessments

Sick Leave Management

• Absence Reporting: Submit sick leave via mobile app or employee portal
• Medical Certificate Upload: Attach documents directly to leave application
• Automated Alerts: System notifications for extended absence reporting
• Return to Work: Schedule return meetings through integrated calendar
• Absence Analytics: Track patterns and generate comprehensive absence reports

Support Services

• Employee Assistance Program (EAP)
• Occupational health referrals
• Mental health first aid
• Workplace adjustments and accommodations

11. Parental Leave Policy

Maternity Leave

• Duration: Up to 52 weeks (39 weeks paid)
• Enhanced Pay: Full pay for first 18 weeks
• Flexible Return: Phased return options available
• Job Protection: Right to return to same or equivalent role

Paternity Leave

• Duration: 2 weeks standard, up to 50 weeks shared
• Enhanced Pay: Full pay for first 4 weeks
• Flexibility: Can be taken in blocks or continuously

Adoption Leave

• Same entitlements as maternity/paternity leave
• Time off for adoption appointments
• Support throughout adoption process

12. Remote Work Policy

We support flexible working arrangements that enable productivity while maintaining collaboration and culture.

Remote Work Options

• Hybrid: 2-3 days office, 2-3 days remote
• Full Remote: Available for suitable roles
• Occasional: Ad-hoc remote working as needed
• International: Limited remote work from other countries

Eligibility Criteria

• Completed probation period successfully
• Role suitable for remote delivery
• Demonstrated self-management skills
• Appropriate home working environment
• Reliable internet and technology setup

Remote Work Management

• Shift Configuration: Define remote work shifts and flexible hours
• Attendance Tracking: Mobile check-in/out via company mobile app
• Timesheet Management: Track project time and productivity metrics
• Expense Claims: Process remote work expenses through integrated system
• Performance Monitoring: Dashboard analytics for remote work effectiveness

13. Flexible Working Policy

Flexible Options

• Flextime: Variable start/finish times within core hours
• Compressed Hours: Full-time hours in fewer days
• Job Sharing: Two people sharing one full-time role
• Reduced Hours: Permanent part-time arrangements
• Term-time Working: Aligned with school holidays

Flexible Working Process

1. Request Submission: Use structured workflow for flexible working requests
2. Manager Review: Comprehensive approval process with comments and conditions
3. Shift Modification: Update employee shift patterns in system
4. Trial Period Tracking: Monitor arrangement effectiveness through analytics
5. Permanent Setup: Confirm arrangement in employee records

14. Employee Wellbeing

Wellbeing Management

• Health Records: Confidential tracking of health screenings and medical information
• Benefits Administration: Comprehensive management of wellness benefits
• Expense Claims: Streamlined processing of wellbeing-related expenses
• Event Management: Centralized scheduling of team events and activities
• Wellbeing Surveys: Regular surveys to track employee satisfaction and wellbeing

Workplace Environment

• Ergonomic assessments and equipment
• Natural light and comfortable temperatures
• Quiet spaces and collaboration areas
• Healthy food options and water stations

Work-Life Balance

• Respect for personal time and boundaries
• Email curfews and meeting-free times
• Sabbatical opportunities for long service
• Volunteer time off for community service

14. Contact Information

HR Department: hr@asatlabs.org

People Director: people@asatlabs.org

Employee Relations: relations@asatlabs.org

Learning & Development: learning@asatlabs.org

Wellbeing Support: wellbeing@asatlabs.org

System Support: hr-system@asatlabs.org

Employee Self Service: Access via employee portal at portal.asatlabs.org

Anonymous Feedback: Available via employee feedback portal