Introduction
This HR Policy Handbook establishes a fair, inclusive, and structured framework for managing
human resources effectively. By adhering to these policies, SWF aims to build a strong, committed
workforce dedicated to making a positive impact in education and healthcare. This HR policy
helps to manage our team in a fair, transparent, and organized way, ensuring SWF hire and
support the right people to achieve its mission.
1.1 Purpose of HR Policy
The purpose of this HR Policy Handbook is to establish a structured, transparent, and fair
human resource management framework that aligns with the SWF’s mission of improving
education, healthcare, and social welfare.
1.2 Scope of HR Policy
This policy applies to all employees of SWF team, including volunteers and internees.
1.3 HR Objectives
1.3.1 To recruit and retain a skilled, mission-driven workforce.
1.3.2 To ensure fair and transparent HR practices.
1.3.3 Ensure fair and transparent HR practices.
1.3.4 Create a respectful, safe, and motivating workplace.
1.3.5 To establish policies that complies with the SWF best practices.
Core HR Policies
2.1 Guiding Principles
2.1.1 Fair & Equal – We hire based on skills and merit, not gender, age, religion, or
disability.
2.1.2 Mission-Driven – Employees should be passionate about education and healthcare.
2.1.3 Diversity & Inclusion – We welcome people from different backgrounds to enrich
our work.
2.1.4 Right Skills for the Job – Candidates should have the necessary expertise,
leadership, and teamwork abilities.
2.2 Appointment Mechanism: The HR team will oversee the hiring process to ensure fairness
and transparency. If needed and staff required, new staff will be hired as per the requirement.
Otherwise, volunteers will be brought in to fill immediate positions, and tasks will be assigned
to them accordingly.
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2.3 Volunteers: Volunteers will be hired initially for a period of 6 Months. After that, their
tenure will be extended based on their performance, as decided by the management/ BOD. If a
volunteer works for more than six months, they become eligible for an experience certificate.
The volunteer form is available on the website. Download the form, fill in all the required
details, and email it to SWF.
2.4 Interns: If anyone wants to do an internship, they can download the form from the website,
fill in their requirements, and email it to SWF. After the management’s decision, they will
receive an email response.
3.
Recruitment & Selection Process
The Recruitment and selection process ensures that the SWF attracts and hires qualified
individuals who are committed to advancing its mission in education and healthcare, contributing
to its overall success.
3.1 Job Posting: Through website, Social Media & Internal hiring.
3.2 Application Process:
3.2.1 CV Submission: Candidates will submit their application, including resume, cover
letter and references.
3.2.2 Acknowledgment: SWF will send acknowledgment emails to applicants confirming
receipt of their applications.
3.3 Screening & Shortlisting:
3.3.1 Initial Screening: HR reviews application to ensure candidates meet the basic
qualification and experience.
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3.3.2 Shortlisting:
HR finalizes the shortlist of candidates list who best match the job
criteria for further evaluation.
3.4 Interview Process:
3.4.1 Scheduling: Contact shortlisted candidates to schedule interviews.
3.4.2 Panel Interview: Conduct interviews with a panel that may include:-
a. Top Hierarchy – CEO, MD, Consultant, ED HR, respective Ex Dir
b. Middle Hierarchy – MD, Consultant, ED HR, respective Ex Dir
c. Low Cadre – ED HR, Respective Ex Dir & HR Representative.
3.4.3 Interview Format:
a. Use structured questions to assess behavioral attributes, skills and cultural fit.
b. For role in education and healthcare include scenario based questions or practical
assessments to evaluate specific competencies.
3.5 Reference Checks:
Contact provided references to verify past experience/ employment,
skills and suitability for the role. Also provide HEC attested educational degrees.
3.6 Final Selection:
3.6.1 Decision Meeting: Respective Ex Dir’s will Finalize candidates based on interviews
and assessment results to make a final decision
3.6.2 Approval: Obtain approval from the CEO/ MD & relevant authority for selected
candidates.
3.7 Offer & Acceptance:
Issue a formal letter detailing the Job Title, Salary, Job
responsibilities & terms of employment. Also receive written acceptance from the candidates.
3.8 Onboarding:
3.8.1 Orientation: Schedule an orientation session to introduce new hires to the SWF
mission, values and operational procedures. Conduct an overview of SWF education &
Health care initiatives. Provide initial training of all departments (1 Full Day)
3.8.2 Documentation: Collect required documents (Degrees, Certifications & experience
Letter)
3.9 Performance Reviews: On a tri-monthly basis, performance will be evaluated to assess
contributions and determine whether assigned tasks are being completed on time or not.
3.10 Employment Terms & Condition:
3.10.1 Types of Employment: Full time, Part Time, Volunteers & Interns.
3.10.2 Probation: 3 Months’ Probation Period except volunteers & Interns.
3.10.3 Working Hours
a. Office: Monday to Friday (9AM to 5 PM – with a 1 Hour Lunch Break)
b. Meetings: Every Saturday (12 PM to 3 PM)
3.11 Policy Compliance:
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3.11.1 All recruitment activities must adhere to SWF’s ethical guidelines.
3.11.2 HR will ensure compliance and address any grievances arising from recruitment
processes.
3.12 Grievance Redressal: Employees can report concerns to the HR department for resolution.
3.13 Monitoring and Evaluation:
3.13.1 Set measurable goals and key performance indicators (KPIs) for all programs.
3.13.2 Conduct periodic assessments to evaluate program effectiveness.
3.13.3 Use feedback to refine strategies and improve outcomes.
3.14 Pay System:
The pay will be set according to the percentage and finalized through mutual
understanding under the supervision of finance and senior management.
3.15 Review and Amendments:
Policies will be reviewed annually to ensure alignment with
organizational growth and Organizational best practices. By adhering to this policy, the SWF
will build a strong and committed workforce capable of achieving its mission / goals to
improve education, healthcare and social welfare projects.
4.
Code of Conduct
4.1 All employees and volunteers must adhere to the following principles:-
4.1.1 Act with integrity and honesty in all dealings.
4.1.2 Maintain confidentiality of personal and organizational information
4.1.3 Adhere to all legal, regulatory and organizational policies.
4.1.4 Promote a safe and inclusive environment for staff and beneficiaries.
4.1.5 Foster collaboration and teamwork to achieve the SWF goals.
4.1.6 Employees should wear attire appropriate to their role and work nature. Neat, clean
clothing is required for meetings and office duties, while causal wear should be
avoided to ensure professionalism.