NDRC Employee Policies – Labour & Workplace Standards

PURPOSE

The National Debt Review Center herein referred to as an "employer" is committed to conducting business in an ethical and honest manner and is committed to implementing and enforcing systems that ensure all forms of bribery, corruption, and fraud are prevented.

The employer has zero tolerance for bribery and corrupt activities. We are committed to acting professionally, fairly, and with integrity in all business dealings and relationships we build with our employees. The employer will constantly uphold all laws relating to anti-bribery and corruption and adhere to the requirements in combating any form hereof.

SCOPE OF APPLICATION

This policy applies to all employees, managers, and owners of the employer, including temporary or contract employees. Employees must ensure that they do not become involved in any way in the payment of bribes. This policy sets out the minimum standards (South African Legislation, ILO conventions and recommendations, or any other relevant legislation that might be applicable) to which all employees of the employer must adhere at all times.

The policy is provided to our other partners, customers and clients, who will be required to take reasonable steps to ensure that in carrying out activities supported by the company, they and their employees, directors and associates comply, with all applicable anti-bribery and anti-corruption laws. In this policy, "third party" means any individual or organisation we come into contact with during the course of your role.

DEFINITIONS

GIFTS AND HOSPITALITY

This policy does not prohibit gifts, entertainment, hospitality or other promotional expenditures (given and received) to or from third parties which are proportionate, transparent, reasonable and for bona fide purposes related to the aims and objectives of the Institute.

The giving or receipt of gifts is not prohibited if all of the following requirements are met:

• it is not made with the intention of influencing a third party to obtain or retain business or a business advantage;
• it complies with local law;
• it is given in our name, not in your name;
• it does not include cash or a cash equivalent (such as gift certificates or vouchers);
• it is appropriate in the circumstances;
• taking into account the reason for the gift, it is of an appropriate type and value and given at an appropriate time;
• it is given openly, not secretly;
• gifts should not be offered to, or accepted from, government officials or representatives, or politicians or political parties, without the prior approval of the Senior Management.

Gifts to a value of more than R1 000.00 per event, per person should not be given or offered unless they have the written approval of a member of the Senior Management.

All gifts and hospitality to a value of more than R1000.00 per event, per person accepted or offered by any employee should be entered on the register of gifts.

UNACCEPTABLE ACTIONS

It is not acceptable for you (or someone on your behalf) to:

• give, promise to give, or offer, a payment, gift or hospitality with the expectation or hope that this will influence the decision-making of the Institute;
• give, promise to give, or offer, a payment, gift or hospitality to a government official, agent or representative to "facilitate" or expedite a routine procedure;
• accept payment from a third party that you know or suspect is offered with the expectation that the Company's decision making will be influenced;
• accept a gift or hospitality from a third party if you know or suspect that it is offered with an expectation that the Company's decision making will be influenced;
• threaten or retaliate against another worker who has refused to commit a bribery offence or who has raised concerns under this policy;
• engage in any activity that might lead to a breach of this policy.

FACILITATION PAYMENTS

We do not make, and will not accept, facilitation payments or "kickbacks" of any kind. Facilitation payments are typically small, unofficial payments made to secure or expedite a routine government action by a government official.

If you are asked to make a payment on our behalf, you should always be mindful of what the payment is for and whether the amount requested is proportionate to the goods or services provided. You should always ask for a receipt which details the reason for the payment.

CONFIDENTIALITY AND PROTECTION

The employer and employees must ensure that all reports of bribery and/or corruption are investigated and handled in a manner that ensures that the person who disclosed the offences' identity is protected.

All employees, senior management and/or third parties are encouraged to inform Senior Management if he/she is aware of any offences relating to bribery and/or corruption. We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy.

GENERAL

This policy will come into effect immediately and apply at all times. The company will be entitled to review this policy as and when considered necessary all amendments are to be reduced in writing.

SCOPE OF APPLICATION

This policy shall apply to the employer and the employees of this company. Although this policy is intended to guide employers and employees, the perpetrators and victims of harassment may include owners, employers, managers, supervisors, colleagues and co-employees, new job applicants, trainees, volunteers, clients, suppliers, contractors and any other person who enters the workplace or have any dealings with the company.

DEFINITIONS

"harassment" means:

• Unwanted conduct, which impairs dignity;
• Creating a hostile or intimidating work environment for one or more employees or is calculated to or has the effect of inducing submission by actual or threatened adverse consequences and is related to one or more grounds of which discrimination is prohibited in terms of section 6(1) of the Employment Equity Act.

"harassment" includes:

• Violence;
• Physical abuse;
• Psychological abuse;
• Emotional abuse;
• Sexual abuse;
• Gender-based abuse; and
• Racial abuse

TYPES OF HARASSMENT

• Harassment may be the result of physical, verbal or psychological conduct.
• Physical harassment includes physical attacks, simulated or threatened violence, or gestures.
• Verbal bullying may include threats, shaming, hostile teasing, insults, constant negative judgement and criticism, or racist, sexist, or LGBTQIA + phobic language.
• Psychological harassment.
• Other conduct like slandering, humiliation, withholding work-related information, sabotaging the performance of work, intolerance of physiological or medical disability.
• Surveillance of an employee without his/her knowledge and with harmful intent.
• Use of disciplinary or administrative sanctions without cause
• Demotion without justification.
• Abuse or selective use of disciplinary action.
• Pressuring an employee to engage in illegal activities.
• Pressuring an employee to resign.

OBJECTIVES

• Harassment, including acts of violence, will not be tolerated in the workplace;
• Harassment on a prohibited ground is a form of unfair discrimination which infringes the rights of the complainant and constitutes a barrier to equality in the workplace;
• Harassment related to a prohibited ground in the workplace will not be permitted tolerated or condoned;
• Grievances about harassment will be investigated and handled in a confidential manner;
• Complaints in harassment matters have the right to follow the procedures in the policy and appropriate action will be taken by the employer;
• It will be a disciplinary offence to victimize or retaliate against an employee who, in good faith, lodges a grievance about harassment, whether in respect of themselves or another employee.

INFORMAL PROCEDURE

• The complainant or another appropriate person explains to the perpetrator that the conduct in question is not welcome; or;
• An appropriate person approaches the perpetrator, without revealing the identity of the complainant, and explains to the perpetrator that his conduct constitutes harassment.

FORMAL PROCEDURE

• A complainant may choose to follow a formal procedure, either with or without first following an informal procedure.
• The employer can follow a formal procedure, even if the complainant did not choose this route, if a risk assessment by the employer indicates that the formal route should be followed.
• The normal internal grievance and disciplinary procedures will be followed as per the contract of employment, including the complainant's desired outcome of the proceedings.
• The grievance shall be dealt with expeditiously within the time-frames stipulated in the contract of employment.
• Should the matter not be satisfactorily resolved by the internal procedures, a complainant may refer the dispute to the CCMA, Bargaining Council, or the Labour Court.
• Victimisation or retaliation against a complainant will be a disciplinary offence.

DISCIPLINARY SANCTIONS

The range of disciplinary sanctions may include the following:

• Warnings for minor instances of harassment;
• Dismissal for continued minor instances or serious instances of harassment;
• Transferring the perpetrator to another workplace within the company;
• A complainant can lay a criminal charge or institute civil proceedings against the alleged perpetrator.

CONFIDENTIALITY

The employer and employees must ensure that grievances regarding harassment are investigated and handled in a manner that ensures that the identities of the persons involved are kept confidential.

In cases of harassment, management, employees and parties concerned must endeavor to ensure confidentiality in the disciplinary enquiry. Only appropriate members of management as well as the aggrieved person, representative, alleged perpetrator, witness and interpreter if required, must be present in the disciplinary enquiry.

ADDITIONAL SICK LEAVE

Where an employee's existing sick leave entitlement has been exhausted, the employer should consider granting additional paid sick leave in cases of serious harassment. If the harassment results in an employee being ill for longer than two weeks, the employee may be entitled to claim benefits in terms of section 20 of the Unemployment Insurance Act.

SCOPE

The policy applies to all employees conducting interviews and dealing with the possible employment of candidates applying for certain positions at the company. It is the view of the company to only employ candidates that comply with the specific requirements for the position the candidate is applying for.

OBJECTIVES

This policy is to ensure that the correct person for the job be employed, whom is competent and has the necessary qualifications/skills/attributes/competency that the company requires from an employee employed in the desired position.

SPECIFIC PRESCRIPTS

Application process:

• An employee handling the process of receiving CV and or applications form applicants will ensure that the application has been completed in full. Any application that has not been fully completed must be disregarded. Only with the exception if management gives the authorization not to do so. This must be done in writing.
• The receiver of CV's must ensure that all the necessary requirements stipulated in the vacancy announcement has been complied with. If not, then the application must be disregarded.
• All necessary documentation needs to be collected from an applicant.
• The information can only be discussed or shown to authorized employees at the company and needs to be kept confidential. No discussion of applicants and their documentation presented with unauthorized personnel will be tolerated.
• All necessary documentation needs to be presented to the relevant employees.

Interviewing/Screening/Background process:

• All interviews will be handled with the utmost professionalism.
• No discussion of what has been said during an interview with a candidate with unauthorized personnel is allowed. Interviews can only be discussed with relevant employees who is duly authorized.
• Interviews and the documentation at hand needs to be kept confidential.
• The interviewer or authorized employee has to conduct a screening process to ensure all documentation is correct, legal and relevant to the position the candidate is applying for.
• The interviewer or authorized employee has to conduct a background check on all candidates.
• All documentation presented by a candidate needs to be verified.
• The references a candidate presents in his/her CV needs to be contacted and the information provided needs to be documented.
• No candidate may be made an offer or employment without the duly authorized permission from the member in the company that has to make the decision.

GENERAL

Transgression of this policy will lead to disciplinary action to be taken against the employee at hand.

By signing this policy, the employee confirms that he/she has read the policy and fully understands the content therein. By signing this policy, the employee confirms that this policy has been explained to him/her fully and he/she understands this policy and knows about all rules regarding candidates applying for a position at the company.

PURPOSE

The employer supports and facilitates the development, availability and retention of skilled human capital directly related the company's activities. The purpose of this policy is to enable employees who are in financial need with the means of studying towards qualifications that are relevant to the Employer's business and to hopefully acquire skills, which will help the business in the future.

SCOPE

This policy shall be applicable to all employees employed by the employer, whom wishes to apply for a company bursary or have been successful in obtaining a company bursary.

DEFINITIONS

• Bursary committee – Means the committee of employees who select recipients of bursaries on an annual basis as selected by members of staff.
• Company – Refers to the employer.
• Employee – Refers to any employee in service of the employer, whether in a permanent, temporary or contractual capacity.
• Recipient – Refers to an employee who has been granted a bursary in terms of this policy by the company.
• Student – Refers to an employee who has been granted a bursary to study towards a qualification at an accredited educational institution and which bursary is granted in terms of this policy.

OBJECTIVES

Within the framework of employer's Bursary policy, the objectives are as follows:

• To develop identified skills with special emphasis on scarce and critical skills.
• To encourage the education and further development of employees.
• To encourage and support employees who intend to further their education at accredited educational institutions in order to obtain qualification provided that the qualification registered for by the employee must be relevant to the service that the company renders.

SPECIFIC PRESCRIPTS

The policy of the company is that:

• Any employee who intends to further their education at accredited educational institutions will be enabled to do so through financial assistance by the company provided that they meet the specific bursary grant criteria as set out by the company.
• All recipients of a company bursary will have to comply with all rules of the bursary committee as my be applicable at the time of the bursary grant.
• A recipient may be required to provide their services to the company for a specified period of time after obtaining their qualification.
• The company may discontinue financial assistance to a recipient who does not pass a certain number of modules in a specified period of time as determined by the bursary committee.

SELECTION CRITERIA

Selection will be based on the following criteria:

• Academic pass in Grade 12
• Financial need depending on the position of the employee
• Relevance of the course to company's line of business
• Proof of registration/acceptance

THE BURSARY COMMITTEE

The bursary committee will be responsible for:

• Receiving all application forms
• Selection of applications
• Advising successful and unsuccessful applicants
• Facilitating payment of fees
• Ensuring that students sign contracts.

CONTRACTUAL COMMITMENT

• All successful applicants will be required to enter into a signed agreement with the company upon the award of the bursary.
• The student, upon successful completion of his/her studies will be expected to work at the company for an amount of time equal to the number of years for which he/she received funding from the company.
• Should the student fail to meet the terms and conditions of the proposed award and withdraw from the course of study without advising the company the bursary will be cancelled.
• Should the employee be unable to fulfill his obligations in terms of this agreement after the completion of his studies, then the company will be entitled to recover the total costs contributed towards the employee's studies.

GENERAL

The deadline for application of bursaries for each year will be 15th of February. There will be no exceptions made.

PURPOSE

The employer envisages a workplace where each employee and/or client is treated with respect. The employer further envisages to stop the use of obscene, insulting, abusive and/or degrading language in the workplace in all forms and to instruct all employees from behaving and communicating in a professional manner.

SCOPE

This policy shall be applicable to all currently paid employees of the company.

OBJECTIVES

To ensure that employees and employer treat each other and/or clients with respect and to stop the use of obscene, insulting, abusive and/or racial language between employees and/or employee/employer and/or employee/client.

SPECIFIC PRE-SCRIPTIONS

• Any form of obscene, insulting, abusive or racial language is condemned by the employer and will not be tolerated.
• Each employee will be treated with respect and dignity at all times.
• Failure to adhere to this policy will result in the employer taking serious disciplinary action.
• Racism in any form is unacceptable in the workplace. Should any person be found guilty of this behaviour the employer will take the strongest disciplinary action and will assist the person to who it was made to take further criminal action against such an employee.
• Employees are instructed to communicate in a professional tone to all colleagues, superior and clients at all times and must refrain from using any profanity.

GENERAL

The company will be entitled to review this policy as and when considered necessary all amendments are to be reduced in writing.

PURPOSE

We designed our company confidentiality policy to explain how we expect our employees to treat confidential information. Employees will unavoidably receive and handle personal and private information about clients, partners, and our company. We want to make sure that this information is well-protected.

We must protect this information for two reasons. It may be legally binding (e.g., sensitive customer data.) or constitute the backbone of our business, giving us a competitive advantage (e.g., business processes.)

SCOPE

This policy affects all employees, including board members, investors, contractors, and volunteers, who may have access to confidential information.

DEFINITIONS

For the purpose of this Policy, "Confidential Information" shall mean any information that:

• is disclosed by the party which discloses such information ("Disclosing Party") to the party which receives such information ("Receiving Party") pursuant to this Policy, which is included in materials (including but not limited to documents or other tangible entity such as electronic media in which electrical data is stored and e-mail) clearly indicated as being confidential; or
• is designated as being confidential by the Disclosing Party to the Receiving Party orally or by other means than the foregoing 3.1.1; provided, however, that the information set forth in the preceding item 3.2.2 shall be excluded from Confidential Information unless the Disclosing Party notifies in writing the Receiving Party, within thirty (30) days from the time of the disclosure, of such Confidential Information in itself and that such information is Confidential Information.

Notwithstanding the provisions in the preceding paragraph, Confidential Information shall not include any information which can be objectively proved to fall into one or more of the following items by the Receiving Party:

• Information which was already known to or in possession of the Receiving Party prior to the time of the disclosure by the Disclosing Party to the Receiving Party;
• Information which was already known or available to the public prior to the time of the disclosure by the Disclosing Party to the Receiving Party without the Receiving Party's breach of any obligation owed to the Disclosing Party;
• information which is or subsequently becomes known or available to the public other than through the fault or negligence of the Receiving Party after the disclosure by the Disclosing Party to the Receiving Party;
• Information which was obtained by the Receiving Party from a third party other than the Disclosing Party, which was disclosed to the Receiving Party without the third party's breach of any obligation owed to the Disclosing Party;
• Information which is independently developed by the Receiving Party; or
• Information with respect to which the Receiving Party obtained prior consent of the Disclosing Party that such information is not subject to the confidentiality obligation hereunder.

OBJECTIVES

To prevent company or our client's confidential information to be used for any unintended use or disclosure thereof to any unauthorized third party.

SPECIFIC PRESCRIPTS

GENERAL

PURPOSE

To identify and rectify any and all possible or actual conflict of interest to promote and improve the reputation and integrity of the company, it services and/or its products.

SCOPE

All employees must take all necessary steps to eliminate any practice and or services that may create a conflict between their interest and the interest of the company.

DEFINITIONS

"Conflict of interest" in the workplace refers to when an employee takes part in an activity (circumstances, arrangement or relation) which brings them benefits that are contrary to the companies.

OBJECTIVES

• Possible conflict of Interest situations must be identified as soon as they arise, and it is the employee's duty to disclose any and all information relating to the possible conflict of interest for it to be investigated and a possible resolution to be reached.
• The company is committed to the highest levels of integrity and requires employees to handle themselves in an honest fashion.

SPECIFIC PRESCRIPTS

GENERAL

PURPOSE

The Purpose of this policy is to ensure that we, as a Company convey a professional and consistent message to our clients and business partners, with a uniform appearance. We need to establish our updated corporate identity across all outgoing and internal communication.

Each employee needs to be empowered to confidently apply the Company's corporate identity. The purpose of the Branding Policy is further therefore to ensure that staff, suppliers, agencies and contractors of the Company who use the Company brand and its various manifestations across the corporate spectrum, subsidiaries and projects in various applications do so consistently and coherently, in order to maintain the integrity of, and build the Company brand and to ensure the Company's primary intellectual property is protected.

SCOPE

This policy applies to all permanent, project based and fixed term employees of the Company and third parties who have been granted the rights to use The National Debt Review Center brands.

This policy relates to the primary elements of a corporate identity to include, but is not limited to:

• Corporate design (including the Company's logo, symbols, associated typeface and graphics, and the consistent manner in which they are used visually on stationery, marketing materials, packaging, etc.)
• Corporate communication (advertising, public relations, information, social media etc.)
• The visible elements (e.g., the name of the Company, logotypes, signs, offices, buildings, advertising, vehicle livery, packaging, letterheads, business cards, etc.) which can be used to identify the Company.

OBJECTIVES

The objective of this policy is to ensure clear and consistent presentation of the Company by:

• standardising presentation of communications and key messages to staff and the public.
• Aligning all resources available for brand management.
• establishing the Company's Corporate Identity and means of proper communication which will be provided to all staff from time to time, as the authoritative information source of the Company identity.
• Formalising arrangements for control of the Company's identity in all marketing, communication, publications and any other market-facing material.
• Providing a process for handling the inappropriate or unauthorised use of the Company's identity; and
• Providing for regular monitoring and review of the Company's identity.

SPECIFIC PRESCRIPTS

GENERAL

The Company will maintain a single, consistent Corporate Identity which protects and enhances the Company's reputation. Implementation of the Company's approved Corporate Identity will be managed by Sibabalwe Dakana. All applications of the Company's Corporate Identity, whether produced by the Company must be consistent with the Style and Design Procedures of the company as identified in the Company's Corporate identity, which will be made available to all employees on the day of appointment by Management.

PURPOSE

The Disciplinary code should be implemented in the workplace on each and every employee, to ensure orderly behaviour and to regulate the interaction between the employer and employees, as the company has certain standards, rules and regulations. The Disciplinary code outlines each and every type of misconduct from minor to more serious type of transgressions.

The disciplinary code is intended to provide a framework of these standards, rules and regulations which ensures that employees know and understood exactly what the company expects from each employee in the workplace. The disciplinary code also prescribes the penalties which are likely to be imposed by the company should employees transgress these rules.

The main purpose of following a disciplinary procedure is to ensure that the company acts accordingly across the board to all employees in the workplace when an employee breached the rules (misconduct) according to the disciplinary code.

THE CODE OF GOOD PRACTICE

This procedure has been drafted in accordance with the principles set out in the Code of Good Practice, which is contained in Schedule 8 of the Labour Relations Act, no. 66 of 1995. It is recommended that this procedure be read in conjunction with the Code of Good Practice.

Misconduct is one of the grounds in law that justifies an employer terminating the contract of employment of an employee. However, for a dismissal for reasons of misconduct to be fair the dismissal must be:

• Substantively fair - there must be a valid reason for the termination of the contract of employment. The facts of each case will determine whether the dismissal is for a fair reason and whether dismissal is the appropriate penalty; and
• Procedurally fair – the dismissal must be affected in a procedurally fair manner.

Structure of the Disciplinary Procedure – The procedure is drafted on the assumption that an employer will apply progressive discipline on the understanding that discipline should be corrective rather than punitive.

SCOPE

The disciplinary procedure and disciplinary code are relevant and applicable to all employees and contractors in the workplace of the company.

DEFINITIONS

• "Management" – shall include employees from superior level upward for the purpose of discipline.
• "Day" – shall mean, for the purpose of this procedure, a normal working day which can include Monday to Sunday which can include any Public Holidays.
• "Misconduct" – by an employee is interpreted to be the unauthorised and / or inappropriate action by the employee in contravention of the rules and regulations of the disciplinary code.
• "Chairperson" – Impartial individual to consider whether the accused employee is guilty/not guilty.
• "Disciplinary Hearing" – Refers to a formal meeting, chaired by an impartial individual from a legal organisation of the company or any of the company's subsidiaries.
• "Employee Representative" – Shall mean a colleague or co-employee/ shop Stewart.

OBJECTIVES

The implementation of the disciplinary code and procedure by the company is important to ensure the effective functioning of the organization, and to achieve the set goals and objectives. The disciplinary procedure is therefore the instrument by means of which the organization can maintain effective discipline in the workplace.

The disciplinary code and procedure are intended to provide a framework of these standards, rules and regulations which ensures that employees know and understand what the company is expecting from them and what the employees can expect in terms of disciplinary action should an employee transgress any rule or deviate from appropriate behaviour.

SPECIFIC PRESCRIPTS

GENERAL

This Disciplinary code or procedure may be amended from time to time by the company in consultation with all the affected employees within reasonable time frame, provided that the disciplinary code is not in conflict with the provisions of the Labour Relations Act.

PURPOSE

The purpose of this policy is to provide guidance to all company staff regarding what the company considers to be appropriate work wear. This dress code policy was established in order to standardise the dress code within the company to an acceptable level and to project the professional image of the company.

SCOPE

This policy applies to all departments within the company and the policy shall be applied consistently to both men and women within such departments. This policy will provide guidelines for each work setting within the company in order to standardise the company dress code.

OBJECTIVES

The ongoing success of the company depends largely on sustaining a professional image and reputation towards its clients and the public at large. For that reason, all employees act as representatives of the company in their various roles and always need to be professional and their work attire needs to project such professional image. The following general principles apply in this context:

• Personal appearance and hygiene play an important role in reflecting our professional image in the public and to the clients we serve; and
• Our appearance should always reflect what is appropriate for our roll within the company, work setting and personal safety.

SPECIFIC PRESCRIPTS

GENERAL

All managers are required to ensure that the dress code policy is adhered to and need to take corrective steps for non-compliance thereto. Corrective disciplinary action for non-compliance shall be taken in terms of the company's disciplinary code (i.e., a first offence calls for a written warning).

If an employee has failed to comply with the dress code, such employee shall be instructed by his/her manager to leave the work premises and return home in order to dress appropriately in accordance with the dress code and then return to work immediately. Such an employee will not be paid for the duration of time he/she was off duty. Furthermore, the loss of work time shall be deducted from the employee's salary.

PURPOSE

The purpose of this policy is to achieve a drug-free workplace which serves to enhance the safety, health and productivity of employees and to reduce/prevent injury or fatality at the workplace by providing guidelines to prevent employees from entering the workplace /or working whilst under the influence of drugs or the using of drugs whilst being on duty. Guidelines will also be provided to assist employees who suffer from drug dependency.

SCOPE

This policy applies to all departments and branches within the company and the policy shall be applied consistently to both men and women within such departments or branches.

DEFINITIONS

OBJECTIVES

The objectives of this policy are as follows:

• To protect the safety, health and wellness of the employees in the company by preventing injury or fatality at the workplace;
• To protect the safety and well-being of the employer's clients when on the company premises;
• Define employer and employee responsibilities where cases of drug abuse present themselves;
• Ensure the early identification of employees suffering with behavior problems leading to the misuse of drugs or related substances;
• Provide mechanisms for the detection, treatment, management and rehabilitation of employees who may have a drug dependency problem.

SPECIFIC PRESCRIPTS

The policy of the company is that:

• Any employee of the company who is or who appears to be under the influence of drugs, alcohol or related substances may not enter or remain on the company premises or at a client's premises;
• No employee of the company may be under the influence of drugs, alcohol or related substances whilst on duty on the company premises or on a client's premises (including standby duty);
• No employee of the company may partake of, be in possession of, or traffic in drugs, in any of the workplaces of the company or on a client's premises, except where written permission for the possession or consumption of intoxicating liquor or drugs has been granted;
• No employee may be impaired or under the influence of drugs or alcohol away from the company or a client's premises, if such impairment or influence adversely affects the employee's work performance;
• Transgression of the above by any employee of the company will lead to disciplinary action;
• All categories and levels of employees are subject to the stipulations of this policy.

DRUG AND/OR ALCOHOL TESTING

REHABILITATION

Drug dependency or addiction and alcoholism can be treated by undergoing rehabilitation. Assistance in rehabilitation will be offered to all permanently appointed employees who suffer from alcohol or drug dependency/addiction, regardless of whether the referral was compulsory or voluntary.

Assistance will consist of:

• Once off granting of three (3) weeks sick leave to all employees who have been certified by a registered medical practitioner as an alcohol or drug addict for successfully attending an in-patient rehabilitation programme;
• Once off granting of three (3) weeks sick leave to all employees who have been certified by a registered medical practitioner as an alcohol or drug addict for successfully attending an out-patient rehabilitation programme;
• The granting of sick leave will be subject to the submission of proof of successful attendance of the initial rehabilitation programme by a registered medical practitioner.

GENERAL

All managers and/or department heads are required to ensure that the guidelines provided by the drug-free workplace policy is followed to the letter and adhered to by the employees under their supervision. Corrective disciplinary action will be taken against any employees who do not non-comply with this policy, in accordance with the company's disciplinary code.

PURPOSE

The purpose of this policy is to create a safe and healthy working environment for all the employees in the company. To ensure that productivity and safety in the workplace is maintain and to ensure that the interests of the employer and the employee are protected

SCOPE

This policy applies to the employer and all employees of the company. The policy will among other things focus on safety employees and employers. To prevent injuries and fatalities in the work place, to maintain and production

DEFINITIONS

• "drug" means any controlled substance in terms of the Criminal Procedure Act
• "testing" means the processes of inquiry into the state of an employee's capacity to perform duties.

OBJECTIVES

To ensure drug and alcohol free working environment for all employees.

SPECIFIC PRESCRIPTS

GENERAL

The company will bear the costs of any drug and alcohol testing, should they require the employee to be subjected for testing including the positive results. Any additional test that the employee request will be paid by the employee.

PURPOSE

The policy aims to finalise the procedure related to the termination of the employment relationship. The termination of the employment relationship by any party, either the employer or employee, will have different consequences. Furthermore, the purpose of this policy is to identify workplace, organisational or human resources factors that have contributed to an employee's or the employer's decision to terminate employment.

SCOPE

This policy applies to all permanent employees regardless of the manner in which the employment relationship is terminated. Exceptions might include fixed term, seasonal work, project based and temporary employees, until the contrary is proven or in contravention with any legislation.

Human Resources, or a third-party firm designated by Human Resources, will conduct exit interviews with employees, once the last working day had been established.

DEFINITIONS

OBJECTIVES

• The termination of employment is subjected to the LRA and the BCEA / Relevant Bargaining Council as well as the Contract of Employment, at all times;
• To assist with the finalisation of the termination of employment, this policy will endeavour, within reason and within management's jurisdiction, to streamline, rectify, clarify or retract any and all matters related to the termination of employment where necessary;
• This policy will furthermore act as a guideline for the Human Resource Department or Management in the finalisation of an employee's departure from the company;
• The exit interview will not be mandatory however, the opportunity for an exit interview will benefit the employer and the employee with closure in the employment relationship;

SPECIFIC PROCEDURES

GENERAL

The policy may from time to time be amended to suit the workplace. The employer may deviate from the prescribed policy, taking into consideration the situational context of the deviation case by case.

PURPOSE

To safeguard the creations of the mind, such as inventions; literary and artistic works; designs; and symbols, names and images used designed or emanating from the company and its employees.

SCOPE

This policy applies to all staff employed by the company.

DEFINITIONS

OBJECTIVES

The objective of this IP policy is to provide a consistent framework within which the company's IP is developed and managed for the benefit of the company and its employees.

SPECIFIC PRESCRIPTS

GENERAL

Failure to follow any provision of the above policy may lead to disciplinary action.

PURPOSE

The purpose of this policy is to establish uniform rules and processes to be followed when employees report late for duty.

SCOPE

This policy shall be applicable to all employees employed by the employer, irrespective of the position that an employee holds.

DEFINITIONS

OBJECTIVES

The objectives of this policy is to establish a uniform process to be followed by employees when they report late for duty, to set-out guidelines for non-compliance with this policy and to ensure that the business can operate effectively whilst dealing with late coming.

SPECIFIC PRESCRIPTS

DISCIPLINARY ACTION

The employer will adopt a system of progressive discipline which uses increasing disciplinary measures to try to correct an employee's conduct in accordance with the disciplinary code in the workplace, i.e. first offence would warrant a verbal warning, second offence a written warning, etc.

GENERAL

All managers and/or department heads are required to ensure that the guidelines provided by this policy is followed to the letter and adhered to by the employees under their supervision. Corrective disciplinary action will be taken against any employees who do not non-comply with this policy, in accordance with the company's disciplinary code.

PURPOSE

The purpose of this policy is to regulate all forms of leave as a benefit to employees as well as to outline procedures to be followed for granting and taking of such leave. Policy provisions apply to all permanent, contract and temporary Company employees.

SCOPE

This policy is applicable to all employees permanently and non-permanently employed at the company.

DEFINITIONS

ANNUAL LEAVE

SICK LEAVE

MATERNITY LEAVE

FAMILY RESPONSIBILITY LEAVE

OTHER LEAVE TYPES

GENERAL

The Company reserves the right to decide when an employee may take leave in the best interest of the Company. Leave applications shall be considered on merit and will not be unreasonably denied.

Legislation as stated in Section 20(11) BCEA, prohibits payment of an employee instead of granting compulsory leave except on termination of employment.

PURPOSE

In certain instances, employees require loans from their employers. The purpose of this policy is to regulate the process and conditions on how employees may acquire staff loans.

SCOPE

This policy shall be applicable to all employees employed by the employer, irrespective of the position that an employee holds in the company whom wishes to obtain a staff loan.

DEFINITIONS

OBJECTIVES

The objective of this policy is to provide uniform guidelines to employees on the process to be followed when applying for a staff loan.

SPECIFIC PRESCRIPTS

An employee who wishes to apply for a staff loan from his employer need to adhere to the following:

• Request consent/permission in writing from an authorized person.
• Fill in and sign an acknowledgement of debt.
• Acknowledgment of debt needs to be signed off by the authorized person.
• The acknowledgment of debt needs to be filed with the person who has access to the employee's personal file.

The employer may deduct the loan amount from the employee's wage / salary, providing that such deduction may not exceed 25% (twenty five) of the employee's wage / salary.

Interest on that amount may be charged at rate not exceeding 10% per annum, calculated from the date of receiving the loan amount.

In the event of termination of services, all loan amounts including interest, will be deducted from the employee's salary/wage before the final payment will be paid over to the employee.

GENERAL

It remains the employer's sole discretion on whether he/she wants to grant a staff loan. The employer furthermore does not have to state a reason for denying or granting a staff loan.

PURPOSE

To bring awareness in the workplace about how marketing is done in order to achieve the maximum profit and sustain the business in the department/company.

SCOPE

Applicable to all employees whose duties and/or responsibilities involve the sale of a product or service offered and to market this on behalf of a company.

DEFINITIONS

OBJECTIVES

Employees who have been employed as a marketer or whose duties include the sale of a product or service to be aware of the guidelines and rules related to marketing in the company

SPECIFIC PRESCRIPTS

• Identity the target market and what resources the company has given you in order to build a clientele (eg company phone/computer/advertising)
• Utilize the above resources in order to reach the target set out by the company without abusing company property
• Offer excellent customer service in order to build the existing clientele and for current clients to continue their patronage with the company
• Ensure Proper communication and always look well-presented depending on whether the service offered is over the phone or face to face

GENERAL

Failure of an employee to meet the reasonable targets set out by the company at any stage during the employment relationship will be considered as poor work performance and the correct procedure shall apply should an employee continue to fail despite guidance/counselling/training and any other assistance it may result in a dismissal.

PURPOSE

The purpose of this policy is to establish a policy and procedure for managing incapacity due to poor performance at The National Debt Review Center in line with the requirements of the Labour Relations Act. This will assist managers/supervisors to identify the reasons for the non-performance and to provide a structured and consistent system of assisting the employee to improve his/her performance to the required standards within a reasonable period.

SCOPE

This policy is applicable to all employees under the employment of The National Debt Review Center and can be initiated at any stage during the employment relationship.

DEFINITIONS

Poor Work Performance – This means the inability or failure of an employee to meet the required standard(s) or output(s) for the position in which he/she is employed.

Poor work performance includes:

• Less than expected output of poor quality.
• Failure to meet set targets.
• Any non-conformance to reasonable or agreed standards.
• Poor sub-standard quality and quantity of work
• Any other reasons that may be responsible for the employee's poor work performance.

OBJECTIVES

Performance appraisal is a planned process of directing, supporting, aligning and improving individual performance in enabling the sustained achievement of organisational objectives. It is a constructive process by which a manager and subordinate clarify expectations and agree on objectives to be achieved.

It must contribute to an organisation where people are able, willing and empowered to make meaningful contributions in accordance to their potential. These should align individual employees' goals and objectives with organisational goals and objectives.

CORE PRINCIPLES

• The appraisal process aims to improve the effectiveness of the organisation by contributing to achieving a well-motivated and competent workforce.
• Appraisal is an ongoing process with an annual/monthly formal meeting to review progress.
• The appraisal discussion is a two-way communication exercise to ensure that both the needs of the individual, and of the organisation are being met.
• All directly employed employees who have completed their probationary period are required to participate in the appraisal process.

PERFORMANCE APPRAISAL IMPLEMENTATION

Performance appraisal discussions will be held over a designated 4 week period on an annual basis. They will be arranged by the appraisee's line manager. The discussion will be held in private. Information shared during the appraisal will be shared only with senior management.

All appraisal documents should be issued to both parties prior to the discussion, in order to allow time for both parties to reflect and prepare. A time and venue for the discussion will be advised at least one week before the meeting takes place.

GENERAL

Should the employee not comply/adhere to the set standards required from the company, the employee's services may be terminated once the appraisal procedure has been implemented, complied with and the incompatibility of the employee with his position has been established.

PURPOSE

It is recognize that cell phones (and smartphones especially) have become an integral part of everyday life. They may be a great asset if used correctly (for productivity apps, calendars, business calls etc. But, cell phones may also cause problems when used imprudently or excessively.

For this reason, the following policy is implemented and agreed upon by employer and employee as to provide guide for the permitted use of a personal cell phone

SCOPE

This policy shall apply to any and all employees in the workplace.

DEFINITIONS

OBJECTIVES

Despite their benefits, personal cell phones may cause problems in the workplace. Employees who use their cell phones excessively may:

• Get distracted from their work;
• Disturb colleagues by speaking on their phones;
• Cause security issues from inappropriate use of company-issued equipment;
• Cause accidents when they illegally use their phones inside company vehicles or near areas where using phones is prohibited.

SPECIFIC PRESCRIPTS

GENERAL

The company retains the right to monitor employees for excessive or inappropriate use of their cell phones. If an employee's phone usage causes a decline in productivity or interferes with the operations of the employer, that employee may be banned from using their cell phones in future.

Employees may face severe disciplinary action up to and including termination, in cases when they cause a security breach, violate the confidentiality policy, cause an accident by recklessly using their phones, or cause a reduction in the productivity of the employer's business.

PURPOSE

The purpose of this policy is:

• To give the employer the opportunity to assess the employee's ability to meet the work performance standards.
• To give the employer the opportunity to monitor the employee and to intervene when poor work performance is identified.
• To enable the employer to take action in order to terminate the services of the employee, provided that the legal procedures has been complied with in accordance with the Labour Relations Act 66 of 1995.
• To set a target date by which the employee can become fully effective in the position.
• To give the employee the opportunity to prove that he/she is suitable for the position.

SCOPE

This policy is applicable to all probationary employees.

DEFINITIONS

OBJECTIVES

The objective of this policy is to reach the purpose in granting the employer the right to assess, monitor and take action against a recently employed person, who is not performing according to the standard expected from him/her.

The objective is further to also grant the employee some time to become fully effective in the position and to prove that he/she is suitable for the position.

SPECIFIC PRESCRIPTS

GENERAL

All permanent employees will be subjected to this policy for the duration as determined in the contract of employment. Failure to comply with this policy will result in the employer taking the relevant steps in terms of the Labour Relations Act 66 of 1995 in order to rectify poor work performance.

PURPOSE

The purpose of this policy is:

• To provide a procedure, which will lead to effective, efficient, transparent employment practices and promotion of employees.
• To provide a framework to provide a mutual understanding on how the company will implement transfers.
• To provide a mutual understanding regarding annual salary increases and to provide guidelines on the consistency and aspects taken into consideration in making salary adjustments.

SCOPE

This policy is applicable to all employees of the company and enforceable for the duration of employment with the company.

DEFINITIONS

PROMOTION

TRANSFER

Any request from either the employer / employee shall be done by consent of both parties and cannot be enforced unilaterally. The salary level of the employee need not be adjusted by the transfer.

INCREASES

A positive adjustment to the remuneration in cash which an employee receives for services rendered are subject to administrative review and approval from the employer.

There are several reasons for awarding a salary adjustment and this includes performance, equity and inflation. The company will, at the end of the financial year announce an increase percentage which will be applicable across the board for all employees.

GENERAL

This policy provides guidelines in order to ensure effective, efficient, transparent procedures and a clear mutual understanding with regards to internal promotions, transfers and increases.