Human Resource Section Standard Operating Procedures (SOP)

1. Introduction

Standard Operating Procedures (SOP) provide a clear, repeatable framework for the Human Resource (HR) function. They help ensure consistency, legal compliance, and alignment with the organizations strategic goals. The following document outlines the core SOPs that every HR professional in the department should understand and follow.

2. Recruitment & Selection

2.1 Job Requisition

1. Manager completes the Job Requisition Form (JRF) and obtains required approvals.
2. HR reviews the JRF for completeness and validates the budget.
3. Job description (JD) is updated, posted internally, and uploaded to external job boards.

2.2 Candidate Sourcing

• Utilize ATS (Applicant Tracking System) to post vacancy on agreed channels.
• Engage recruitment agencies only after a written request and approval.
• Maintain a talent pool database for future openings.

2.3 Screening & Shortlisting

HR screens resumes against mandatory criteria (education, experience, certifications). Shortlisted candidates are forwarded to the hiring manager with an evaluation rubric.

2.4 Interview Process

The interview consists of three stages:

1. Phone screen HR validates cultural fit and basic qualifications.
2. Technical interview Subjectmatter expert assesses rolespecific skills.
3. Final interview Hiring manager and at least one senior leader evaluate overall suitability.

2.5 Offer Management

After selection, HR prepares an Offer Letter using the standard template, obtains final approval, and sends the offer electronically. Candidates have a 5businessday window to accept or negotiate.

3. Onboarding

Effective onboarding accelerates timetoproductivity and improves retention. The SOP covers prestart, day1, and the first 90 days.

3.1 PreStart

• Send welcome email with reporting details, system access request, and required documentation.
• IT configures workstation, email, and necessary software.
• Facilities prepares workstation, access badge, and parking permit.

3.2 DayOne Activities

1. HR conducts orientation covering policies, benefits, and health & safety.
2. Manager introduces team, assigns a mentor, and reviews the 90day plan.
3. Employee completes all mandatory compliance training within the first week.

3.3 306090 Day Checkins

HR schedules brief checkins at 30, 60, and 90 days to assess integration, address concerns, and confirm completion of required training.

4. Performance Management

4.1 Goal Setting

At the start of each fiscal year, managers and employees collaboratively set SMART goals in the Performance Management System (PMS). Goals are reviewed and approved by the department head.

4.2 Continuous Feedback

Managers provide informal feedback at least monthly. All feedback is documented in the PMS to support the formal review.

4.3 MidYear Review

• Employees complete a selfassessment.
• Managers evaluate progress, adjust goals if necessary, and discuss development opportunities.
• HR records the outcome and updates the employee file.

4.4 Annual Review

The annual performance review follows a structured rating scale (15). Calibration meetings ensure consistency across the organization. Compensation adjustments are linked to the final rating.

5. Learning & Development

L&D aims to close skill gaps and prepare employees for future roles. The SOP outlines request, approval, delivery, and evaluation of training.

5.1 Training Needs Analysis

1. Managers submit a Training Request Form (TRF) aligned with identified competency gaps.
2. L&D reviews the request, checks available resources, and proposes a delivery method.
3. Approval is obtained from the Learning Committee.

5.2 Delivery

• Internal sessions are scheduled through the LMS (Learning Management System).
• External courses require a purchase order and prior budget confirmation.

5.3 Evaluation

Participants complete a posttraining survey (Kirkpatrick Level 1). Learning effectiveness is measured through followup assessments (Level 2) and performance impact (Level 3) after 60 days.

6. Compensation & Benefits

6.1 Salary Administration

Salaries are reviewed annually during the compensation cycle. Market data, internal equity, and performance ratings drive adjustments. All changes are entered into the payroll system at least five business days before the effective date.

6.2 Incentive Programs

• Shortterm incentives (STI) are calculated quarterly based on predefined KPIs.
• Longterm incentives (LTI) are granted to eligible staff as part of the retention strategy.

6.3 Benefits Enrollment

Open enrollment occurs each November. HR provides enrollment guides, hosts webinars, and processes all enrollment forms within two weeks of the deadline.

7. Employee Relations

7.1 Policy Communication

All policies are uploaded to the intranet and communicated via email when revisions occur. Employees must acknowledge receipt in the HR portal.

7.2 Grievance Handling

1. Employee submits a written grievance to HR.
2. HR acknowledges receipt within two business days and initiates an investigation.
3. Investigation findings are shared with the employee and relevant manager within ten business days.
4. Appropriate remedial action is taken, documented, and closed.

7.3 Disciplinary Process

Disciplinary actions follow a progressive framework: verbal warning written warning final warning termination. Each step requires documentation, manager signoff, and HR review.

8. Offboarding

8.1 Resignation / Termination Notice

• Employee submits a resignation letter (minimum 30 days notice unless otherwise stipulated).
• HR confirms receipt, prepares an Exit Checklist, and notifies IT, Facilities, and Finance.

8.2 Exit Interview

Conducted within the last working day, the exit interview captures feedback on culture, management, and suggestions for improvement. Data is aggregated for quarterly HR analytics.

8.3 Final Settlement

1. HR verifies outstanding leave balances, expense reimbursements, and benefits termination dates.
2. Finance processes the final paycheck and any statutory payments.
3. Access to all systems is revoked no later than 24 hours after the employees last login.

9. Compliance & Audits

9.1 Record Retention

All HR records are retained according to local labor law (typically 7 years). Digital files are stored securely on the HR SharePoint with rolebased access.

9.2 Internal Audits

• HR conducts a quarterly audit of recruitment, onboarding, and termination files.
• Findings are reported to the Compliance Officer and corrective actions are tracked in the action register.

9.3 External Audits & Reporting

During statutory audits, HR provides requested documentation within the agreed timeline. Annual HR metrics (turnover, timetofill, training hours) are submitted to senior leadership for strategic review.