HR & Employment Policy

Updated 1 October 2024

Section 1 - Policy Overview

Purpose

The purpose of this HR Policy document is to provide clear guidelines and expectations regarding employee conduct, workplace environment, and organizational values. It aims to establish a foundation for a safe, inclusive, and productive workplace by outlining the responsibilities of both the employer and employees.

Scope

This HR policy applies to all directors, managers and employees, contractors, and volunteers across all departments and locations within the organisation. This document serves as a comprehensive guide to maintaining professional behaviour and upholding the company's standards, ensuring that these principles are consistently adhered to by everyone involved with the organisation.

Policy review

The HR Policy will be reviewed and updated on an annual basis to ensure its relevance and effectiveness. This process involves evaluating current practices, considering feedback from stakeholders, and incorporating legislative changes. By doing so, the organisation commits to continuous improvement and adapts to evolving business and societal needs.

Definitions

Service: The service that is provided by Felcorp Support

Client : A client of Felcorp Support that may be an individual or corporate entity

Supplier: A 3rd party supplier of Felcorp Support that is not involved in the management or operation of Felcorp Support

Employee:  A part time or full time employee of  Felcorp Support

Management: The management team at Felcorp Support including team and division managers and upper management

Recruitment: The process of hiring new staff or re-hiring staff  at Felcorp Support

Employment:  Employment at Felcorp Support on either a full or part time basis, does not include contractors or suppliers.

Breach: A contravention of any of Felcorp Support's company policies

Remediation: An action or decision that resolves a breach of policy

Dispute: A disagreement or alleged contravention of a policy covenant

Disciplinary action:  A reprimand or corrective action in response to breach of policy

Section 2 - Conditions of Employment

1.    Employment Agreement

 We have strict conditions of employment at Felcorp, these are the following sections as outlined in a full time employment agreement at Felcorp:

1.  Outlined job duties - designated and approved job duties as per the role they are employed in. These job duties cover their expected duties and any potential ancillary duties they encounter.
2. Salary – employee’s annual salary, their monthly equivalent amount, the pay cycle (monthly) and timing of salary payments
3. Leave entitlements – all full time employees are granted 30 days paid leave which is above minimum state employment laws.
4. Working hours – we have clearly outlined full time working hours which are 9am to 6pm (IST) Monday to Friday, 45 hours per week in line with state employment laws.
5. Overtime – we have a mandated overtime pay policy meaning any time staff work overtime they are guaranteed overtime pay entitlements in the following pay cycle. Pay loading rates are in line with state employment laws.
6. Perks and Fringe Benefits – we clearly define any company perks and fringe benefits that the employee is entitled too.
7. Training & CPD - we define our training and continual professional development programs ensuring that all operational staff adhere to 40 hours of formal training and development each year.
8. Participation of company activities and events - While we not mandatory, we do strongly encourage staff and management to participate in activities outside of office hours that are arranged by our organisation.
9. Appraisal and Annual Performance Reviews – we outline our procedure of appraisal and annual performance reviews in the employment agreement.
10. Notice period – we outline our notice period requirements. They are 15 days for operational staff and 1 month for management staff.
11. Enforcement of Company policies – employees are bound by our company policies which detail code of conduct, conditions of employment, data security, privacy and confidentiality.
12. Disciplinary actions – we outline our avenues of disciplinary actions we may exercise on breach of our company policies.
13. Termination and dismissal – we outline our termination process, exit interview and owing salary and leave entitlements in line with state laws.

 

2. Occupational health and safety (Duty of Care)

As outlined in the THE PUNJAB OCCUPATIONAL SAFETY AND HEALTH ACT, 2019, employees must in their discretion:

1. take reasonable care for their own safety and that of other persons who may be affected by their acts or omissions at the workplace without wilfully doing anything to endanger themselves or other persons; 
2. take proper use of any protective clothing and equipment when an action or activity would reasonably require such clothing or equipment;
3. have no wilful interference with or misuse of any means, appliances, equipment or any other property that could cause harm to others; 
4. ensure free and unobstructed passage from places of danger and report forthwith to the immediate supervisor of any situation.

Note: Felcorp Support, as an employer,  has a duty of care to ensure appropriate controls, procedures and policies are in place to specifically protect employee health and wellbeing. 

3. Employee Onboarding

1. Signed Employment Contract

The onboarding process at Felcorp Support begins with the signing of an employment contract. Once a formal offer is extended, new employees must review and sign their employment contract prior to commencing work. This contract outlines their designated job duties, salary, leave entitlements, and other employment conditions as detailed in Section 2.

2. Acknowledgement and Training on Company Policies

Following the signing of the employment contract, all new employees are required to attend an orientation session focused on understanding Felcorp Support's company policies. This session covers essential policies including code of conduct, data security, privacy, and confidentiality, as well as conditions of employment. New employees must acknowledge their understanding and commitment to adhere to these policies by signing an acknowledgment form. This ensures that everyone is aware of their responsibilities and the standards expected by the organisation from the outset.

3. Skill-Based Training with Senior Management or Team Leaders

Our onboarding process also includes skill-based training sessions led by senior management or team leaders. These sessions are designed to integrate new employees into their respective teams and to equip them with the specific skills and knowledge necessary for their roles. Each employee is assigned a manager, who oversees their training progress and assists with any questions or challenges they might encounter. These initial training sessions are followed by a tailored development plan, ensuring continuous learning and growth within the company.

4. Continual Professional Development (CPD) Policy

1. 40 hours of annual CPD

We require each operational employee to complete 40 hours of structured and formal CPD training or development programs annually. This policy is designed to enhance employee skills, knowledge, and competencies, ensuring they are well-prepared to meet the demands of their roles and contribute effectively to the company's objectives.

2. Team Manager Responsibilities

Team managers are responsible for tracking and documenting each employee's CPD progress, providing feedback, and identifying additional learning opportunities to tailor each employee's development plan.

5.  Offsite and Remote Work (WFH)

1. Normal Operations

All employees are required to work from the office during their designated working hours at the office on a full time basis. We do not permit a work from home policy as an option an employee can exercise. Failure to comply with this policy constitutes a breach of policy and classified as unexplained absenteeism.

2. Exceptions for Remote Work

In certain situations where it is deemed unsafe to operate from the office, or when specific circumstances arise, Felcorp Support may grant approval for employees to work from home. These exceptional instances must receive prior approval from both the HR department and Senior Management. Each request will be assessed on a case-by-case basis to ensure that our operations align with the health, safety, and well-being of all employees, while continuing to meet organisational objectives.

6. Religious Accommodation and Prayer Spaces

1. Religious Accommodation

Felcorp Support will make reasonable accommodations for employees' religious practices as long as such accommodations are not unreasonable. Employees seeking accommodations must submit a formal request to the Human Resources department. Requests will be evaluated on an individual basis, considering the specific needs of the employee and the operational requirements of the company.

2. Designated Prayer Spaces

To facilitate religious practices, Felcorp Support will provide designated prayer spaces within the office premises. These spaces will be respectful, private, and appropriately maintained to ensure a conducive environment for prayer and other religious activities. Access to these areas will be agreed with HR prior to the activities performed.

3. Protections for Religious Practices

Employees are entitled to engage in religious practices and expressions without fear of discrimination or retribution. Felcorp Support prohibits any form of harassment or discrimination based on religious beliefs or practices and these freedoms are protected within our code of conduct.

4. Guidelines for Observance

Employees are expected to adhere to the following guidelines for religious observance:

• Utilise designated prayer spaces and maintain the cleanliness and condition of these areas.
• Ensure religious practices do not adversely interfere with work responsibilities, operational efficiency or disrupt other staff from their job duties.
• Notify supervisors of required accommodations in advance, allowing for the necessary arrangements or adjustments to schedules.

7. Electronic Communications

1. Appropriate Use

Employees must use electronic communication tools primarily for official company business. Personal use should be limited and must not interfere with work duties or productivity. Employees are expected to engage in respectful and professional communication at all times, adhering to the company's code of conduct.

2. Privacy and Confidentiality

All electronic communications are subject to monitoring to ensure compliance with corporate policies. Employees must exercise caution to protect sensitive information, using encryption and other security measures as appropriate. Sharing confidential company information outside the organisation without authorisation is prohibited.

3. Unacceptable Use

The use of electronic communication tools for sending or receiving offensive, discriminatory, or inappropriate content is strictly prohibited. Employees must not use these tools to engage in activities that could harm the company’s reputation or violate any laws or regulations.

4. Reporting Violations

Any suspected misuse of electronic communication tools should be promptly reported to the Human Resources department. Felcorp Support will investigate all reported violations and take appropriate disciplinary actions if necessary.

8. Staff Monitoring

1. CCTV Surveillance

Our premises are subject to 24/7 CCTV surveillance to ensure the safety and security of all employees and company property. CCTV cameras are installed to monitor public spaces, access points, and key operational areas. Footage is stored securely and access is restricted to authorized personnel.

3. Email Monitoring

Email communications are monitored to maintain compliance with company policies, ensure data security, and prevent misuse. This includes scanning for sensitive information and prohibited content. Employees are reminded to use email responsibly and maintain confidentiality in all communications.

4. Chat and Messaging App Monitoring

Chats and messages exchanged via company-provided applications are monitored to ensure adherence to our code of conduct and prevent inappropriate use. Employees are advised that messages sent and received on official platforms are subject to review at any time.

5. Computer Activity Monitoring

We monitor computer activity usage through our anti-virus software to ensure compliance with our information security policies. We can monitor internet connectivity, search history, keyboard strokes, Bluetooth an external device connectivity, app and program usage as well as a variety of other technical monitoring aspects.

6. Employee's right to privacy

Only HR and Senior Management have access to monitoring activities. No data is shared outside of Senior Management, HR and IT.

9. Performance Tracking

Felcorp Support utilises a comprehensive performance tracking system designed to maintain high standards of productivity and support employee development. This policy outlines the key metrics and procedures used to evaluate employee performance.

1. Client Feedback

Client feedback is a crucial component of performance assessment. Employees are encouraged to maintain open lines of communication with clients and gather feedback on their performance. This feedback is collected through surveys, direct communication, and performance reviews, providing insights into areas of excellence and opportunities for improvement.

2. Management Feedback

Regular feedback from direct supervisors and team leaders forms part of the ongoing professional growth process. Employees will receive constructive feedback during one-on-one meetings, performance appraisals, and project debriefs. This ensures that employees are aware of their strengths and areas needing enhancement.

3. Senior Management Feedback

Periodic evaluations by senior management offer a broader perspective on employee contributions towards organisational goals. Employees will have the opportunity to engage with senior leadership for further development, ensuring alignment with company objectives and strategic initiatives.

4. Job Analytics

Job analytics involve assessing key performance indicators (KPIs) relevant to each employee's role. This includes the completion of tasks, quality of work, and achievement of objectives. Analytics tools will be used to monitor these KPIs, providing data-driven insights to guide performance improvement plans.

5. Time Tracking and Efficiency

Employees must adhere to time tracking protocols using the approved company systems. Accurate recording of work hours and tasks completed is imperative. This data is used to evaluate productivity levels and identify patterns that may impact efficiency, fostering a balanced approach to workload management.

6. Adherence to Workflow Procedures and Expectations

Adherence to established workflow procedures is essential for maintaining operational efficiency. Employees are expected to follow documented procedures, meet deadlines, and achieve set expectations. Periodic audits and compliance checks will be conducted to ensure adherence and optimise workflow processes.

10. Right to Disconnect

1. Communication Outside of Office Hours (Work related)

Employees are not expected to respond to work-related communications, such as emails, calls, or messages, outside of regular office hours unless explicitly agreed upon. This policy aims to reduce stress and prevent burnout, ensuring that employees can recharge and maintain their well-being.

2. Communication Outside of Office Hours (HR-related)

HR-related communications are not classified as work-related and can be addressed outside regular office hours. Therefore, office communications regarding HR, leave, absence and other conditions of employment aspects, we still expect you to communicate with management or HR as normal if we contact employees outside office hours.

2. Option to Reject Overtime

Employees have the right to decline overtime work offers that extend beyond their contracted working hours. While there may be occasions where overtime is necessary to meet critical business needs, participation in overtime is voluntary and always incurs overtime loading regardless of the situation.

3. Exceptions and Special Arrangements

In rare instances, certain roles may require availability outside regular hours for emergencies or critical operations. These roles will be clearly identified, and expectations will be discussed with the relevant employees beforehand. Any necessary communication outside regular hours will be pre-arranged, and employees will be fairly compensated according to the agreed terms.

11. Employee Whistleblower Protection Policy

2. Reporting Process

Employees who become aware of any concerns or potential violations should promptly report them through designated channels. Reports can be made via a confidential HR form or email. Employees are encouraged to provide as much detail as possible to facilitate a thorough investigation.

3. Protection Against Retaliation

Felcorp Support strictly prohibits any form of retaliation against employees who in good faith report concerns or participate in an investigation. Employees who experience or witness retaliatory behaviour are encouraged to report it immediately through the same confidential channels.

4. Investigation and Confidentiality

All reports will be taken seriously and investigated impartially by the HR department or an appointed third-party investigator. The company will make every effort to maintain confidentiality throughout the process to protect the identity of the whistleblower and the integrity of the investigation.

5. False Claims

While the company encourages open communication and reporting of concerns, employees who knowingly submit false reports or intentionally provide misleading information may be subject to disciplinary action.

6. Awareness and Communication

This policy will be communicated to all employees and made readily available in the company's policy manual and online portal. Regular training sessions will be conducted to ensure employees understand the process and their rights under this policy.

12. HR Compliant Process and Procedural Policy

1. Submission of Complaints

Employees are encouraged to submit complaints regarding any issues or concerns they may have, whether it be workplace misconduct, policy violations, or other matters impacting their work environment. Complaints can be submitted anonymously or with the employee's identity via the following channels:

• Anonymous Submission: Employees may use the confidential HR online portal or the suggestion boxes located in communal areas for anonymous complaints.
• Identified Submission: Complaints can be directly submitted to HR via email or in-person discussions for those who prefer to identify themselves.

2. Acknowledgment and Initial Review

Once a complaint is received, HR will acknowledge its receipt within three business days. An initial review will be conducted to determine the validity and urgency of the complaint. If the complaint is deemed valid, it will proceed to a formal investigation.

3. Investigation Process

A private and comprehensive investigation will be conducted by HR or an appointed third-party expert. The investigation will include gathering evidence, interviewing involved parties, and assessing relevant documentation. Throughout the process, confidentiality will be maintained to protect all parties involved and ensure a fair examination.

4. Incident Logging

For complaints that are considered valid and substantiated, an incident will be formally logged in the company records. This log will include detailed documentation of the complaint, investigation findings, and any actions taken as a result. Access to this log is restricted to authorised personnel only, maintaining a high level of confidentiality.

5. Resolution and Communication

Upon concluding the investigation, HR will communicate the findings and any corrective measures to be implemented to the involved parties. Feedback from the complainant will be considered to ensure the resolution is satisfactory. If additional steps are required, HR will continue to monitor and address the issue promptly.

6. Follow-Up

For ongoing support and to prevent recurrence, HR will routinely follow up with relevant employees and departments. This will ensure that the resolution is effective and any necessary adjustments are made to policies and procedures.

This HR complaints process policy aims to foster a transparent, safe, and supportive work environment where employees feel empowered to voice their concerns without fear of discrimination or retaliation.

13. Dispute and Mediation Process Policy

1. Initiating a Dispute

Employees who believe they have been subject to a breach of company policy or have witnessed behaviour that constitutes misconduct can formally raise a dispute. This can be done by submitting a written statement to HR detailing the nature of the dispute, involved parties, and any evidence supporting their claims.

3. Mediation Request

Upon initiating a dispute, employees may request mediation services to help resolve the issue. Mediation is a voluntary process facilitated by an impartial third party to assist involved employees in reaching a mutually acceptable agreement. Employees can request a specific mediator, or HR may appoint a qualified professional.

4. Mediation Process

• Preparation: Before the mediation session, the mediator will review all relevant documentation and statements from the involved parties.
• Session: The mediation session will be conducted in a neutral and confidential environment, where each party has the opportunity to present their perspective.
• Outcome: If both parties reach an agreement, the terms will be documented in a settlement agreement. If no agreement is reached, the mediator will outline potential next steps or alternative dispute resolution methods.

5. Confidentiality and Conduct

All information shared during mediation sessions is confidential and will not be used in further proceedings unless required by law. Participants are expected to engage in the process with respect and a genuine intent to resolve the dispute.

6. Resolution and Follow-Up

After the mediation, HR will follow up with the parties to ensure the agreed-upon resolution is implemented and effective. HR may provide additional support or make policy adjustments to prevent future disputes.

7. Disciplinary Actions

HR and/or Senior Management may decide on exercising disciplinary actions when an investigation has resulted in a breach of policy. This is to be determined by the severity of the breach and whether gross misconduct has occurred.

14. Breach of Policy

1. Classification of Incidents

When a breach of company policy is reported or discovered, it will be thoroughly investigated to classify the nature of the misconduct. Incidents are categorised into three main types:

• Minor Misconduct: These are less severe breaches that may not significantly impact the employee's role or the workplace environment. Examples include occasional tardiness or minor procedural infractions.
• General Misconduct: This entails more serious issues such as repeated minor infractions, inappropriate behaviour, or failure to comply with company standards that disrupt the work environment.
• Gross/Serious Misconduct: These are critical violations that can severely affect the workplace or violate ethical/legal standards. Such breaches may include theft, harassment, or severe safety violations.

2. Disciplinary Actions

The nature of the breach will determine the disciplinary actions taken. For minor misconduct, measures may include verbal warnings or further training. General misconduct generally results in written warnings or suspension. Gross misconduct can lead to immediate dismissal or legal action.

3. Logging of policy breaches

All incidents of general and gross misconduct will be documented and permanently recorded in the employee's file to maintain a comprehensive employment history.

4. Confidentiality and Employee Rights

Throughout any investigation and disciplinary process, confidentiality will be upheld, and employees will be made aware of their rights, including the right to appeal any disciplinary decisions. This ensures a fair and consistent approach to managing breaches of policy.

15. Disciplinary Actions Policy

1. Logging of Disciplinary Actions

All disciplinary actions taken against an employee will be meticulously documented and logged in the employee’s permanent file. This practice ensures a comprehensive employment record and facilitates a consistent approach to managing employee conduct.

2. Types of Disciplinary Actions

The company reserves the right to exercise the following disciplinary actions at its discretion, depending on the severity and nature of the infraction:

i. Formal Verbal Warning: A discussion aimed at addressing minor issues and encouraging improvement.

ii. Formal Written Warning (Email): A documented warning outlining the issue and expected changes.

iii. Performance Improvement Plan: A structured plan detailing specific areas of improvement, timelines, and support offered.

iv. Loss of Bonus: A financial penalty whereby the employee forfeits their incentive or bonus reward.

v. Demotion: Reduction in rank or position as a consequence of continued misconduct.

vi. Suspension with Pay: Temporary removal from the workplace with continued pay, usually pending investigation.

vii. Suspension without Pay: Temporary removal from the workplace without pay, as a consequence of serious misconduct.

viii. Termination: The end of employment as a result of severe or repeated breaches of policy.

ix. Legal Action: In instances of unlawful conduct, the company may pursue legal recourse to address grievances.

16. Termination and Dismissal

Termination and dismissal processes are executed in accordance with clear clauses and in compliance with local state laws.

The grounds for termination or dismissal include:

1. Failure to Meet Performance Standards

Employees who consistently fail to meet the established performance criteria, despite efforts and opportunities for improvement, may face termination. Detailed records of performance evaluations and improvement plans will support such decisions.

2. Three General Misconduct Breaches in a One-Year Period

Employees committing three instances of general misconduct within a one-year timeframe may be subject to dismissal. This reflects a pattern of behaviour that disrupts the work environment and contravenes company values.

3. Serious Misconduct Breach

Any violation deemed as serious misconduct, posing a threat to company integrity, safety, or ethical standards, may result in immediate termination. This includes but is not limited to theft, harassment, and significant safety violations.

4. Economic and Restructuring Reasons

In circumstances where company restructuring, economic downturns, or changes in business direction necessitate workforce reductions, terminations may occur. The company commits to a transparent process and explores potential relocation or reassignment opportunities where feasible.

All terminations and dismissals will be conducted with respect for the employee, ensuring compliance with all legal obligations and providing necessary documentation and support during the transition.

17. Equal Opportunity Employer Policy

1. Commitment to Equality

We are an equal opportunity employer meaning that we do not discriminate or exhibit bias with regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, disability, marital status, or any other characteristic protected by law. We are committed to diversity and inclusion in our workplace, respecting individual differences, and promoting an inclusive environment for all employees.

2. Recruitment Practices

Our recruiting process is based on merit, qualifications, and experience. We do not discriminate or show preference based on any protected characteristic. We strive to ensure that all job descriptions accurately reflect the essential functions of the position and do not contain any discriminatory language. Our recruitment efforts also extend to diverse communities to attract a wide range of qualified candidates.

3. Work Environment

We are committed to providing a safe, respectful, and inclusive work environment for all employees. Discrimination or harassment is not tolerated and is breach of employee code of conduct.

18. Leave Policies

1. Paid Time Off (PTO)

Employees accrue Paid Time Off based on their years of service, allowing them to take time off for personal reasons, vacations, or wellness. The PTO balance is updated each pay period, and employees can request time off via the company's HR portal. PTO requests are subject to managerial approval and must be submitted at least two weeks in advance. Unused PTO may be carried over into the following year, subject to a cap determined by company policy.

2. Sick Leave

To ensure the wellbeing of our workforce, employees are entitled to a specified number of sick leave days per year, which may be used in cases of illness, injury, or to care for a sick family member. Employees must inform their supervisors as soon as possible when taking sick leave and may be required to provide a doctor's note for absences extending beyond three consecutive days. Sick leave is a separate provision and does not impact PTO balances.

3. Family and Medical Leave

Eligible employees may take leave for reasons such as the birth of a child, adoption, caring for an immediate family member with a serious health condition, or a serious health condition of their own that affects their ability to perform work duties.

4. Maternity/Paternity Leave

The company provides paid maternity and paternity leave to support employees welcoming a new child. Maternity leave covers a specified period before and after the birth, typically up to 12 weeks, whereas paternity leave is provided for a shorter duration. Employees should coordinate with HR to plan their leave and ensure documentation is in place. This leave runs concurrently with applicable FMLA leave.

5. Bereavement Leave

In the unfortunate event of a family member's passing, employees are entitled to bereavement leave. This leave allows for time to grieve and attend funeral services without deducting from their PTO. Bereavement leave is typically granted for a period of up to five days, depending on the relationship to the deceased.

6. Unpaid Leave

In certain circumstances, employees may request an unpaid leave of absence for personal reasons not covered by other leave policies. Unpaid leave is granted at the discretion of management and is subject to the operational needs of the company. Employees should provide as much notice as possible and include the reason for the request in their submission.

All leave requests, unless otherwise specified, should be submitted through the company’s HR portal, and must adhere to company policy and legal guidelines. Employees are encouraged to speak with their supervisors or HR for further clarification on leave policies.

19. Meals, Breaks, and Rest Periods Policy

1. Meal Breaks

Employees are entitled to a minimum of a 1 hour meal break each day. We encourage employees to eave their desk and travel to communal areas or spend time outside the office environment during their lunch break.

2. Rest and Activity Breaks

In addition to meal breaks, employees are provided with regular short breaks throughout the workday, typically lasting between 5 to 10 minutes every two hours. These breaks are opportunities for employees to engage in physical activity or movement, such as stretching, a brief walk, or any other form of light exercise.

3. Flexible Scheduling

Recognising diverse needs and preferences, the company offers flexible scheduling options to accommodate varying patterns of work and rest. Employees have the flexibility to tailor their break times around personal productivity peaks, provided this does not disrupt team operations or service delivery. HR can accomodate these requests and support scheduling suggestions.

4. Encouragement of Movement

To cultivate a dynamic and flexible workplace culture, employees are encouraged to participate in wellness activities offered by the company. This may include organised sessions such as yoga or group walks during lunch breaks. The company supports a shift from sedentary work habits to an active lifestyle, contributing positively to the health and morale of the workforce.

All policies regarding meals, breaks, and rest periods are designed to be more generous than the minimum relevant labour laws to further support staff ensure their productivity is maximised.

Section 3 - Contact Information

For any questions or concerns regarding this Data Protection Policy, please contact us at:

Email: service@felcorp.com.au

Phone: + 61 2 9669 9375

Address: 37/453 Bourke St,  Surry Hills NSW 2010