SASF Human Resource Policy

Introduction

Swavalamban Avam Swabhiman Foundation (SAS Foundation) is a registered NGO committed to empowering youth and strengthening communities through education, health, environment, and community development initiatives. This Human Resource (HR) Policy outlines the framework for managing human capital in alignment with our mission, values, and legal compliance.

Purpose

This policy aims to:

• Establish fair, transparent, and ethical practices in managing employees and volunteers.
• Promote a positive, inclusive, and productive work culture.
• Ensure legal compliance with applicable labor laws and nonprofit regulations.
• Foster accountability, development, and well-being of all human resources.

Scope

This policy applies to all employees, interns, volunteers, consultants, and board members associated with SAS Foundation across all locations and projects.

Core Values

SAS Foundation operates on the following core values:

• Integrity & Transparency
• Respect for Diversity
• Service Before Self
• Accountability & Excellence
• Collaboration & Teamwork
• Social Impact

Categories of Engagement

• Full-Time Employees
• Part-Time Employees
• Contractual Staff
• Project Based Consultants, CSR Interns (Academic, Volunteer, CSR)
• Volunteers (Short-Term/Long-Term)
• Advisors and Mentors

Recruitment & Selection

• Hiring shall be merit-based, equitable, and inclusive.
• A clear job description will be provided for each role.
• Background verification and reference checks will be conducted where required.
• Diversity in hiring is encouraged to promote inclusion.

Onboarding & Orientation

• All new members will undergo an orientation program.
• They will receive the SAS Foundation Handbook, project briefs, code of conduct, and role expectations.

Working Hours & Leave Policy

Working Hours:

• Standard: Monday to Friday, 9:30 AM – 6:00 PM
• Flexibility allowed for field visits or special events

Leave Entitlements:

• Casual Leave: 12 days/year
• Sick Leave: 10 days/year
• Earned Leave: 18 days/year (encashable if unused at end of year)
• Maternity Leave: As per Maternity Benefit Act
• Paternity Leave: 5 working days
• Bereavement Leave: 3 days
• Compensatory Off: For weekend/public holiday work

Performance Management

• Annual performance reviews shall be conducted for all employees.
• KPIs will be set for each employee aligned with strategic goals.
• Feedback sessions will be conducted biannually.
• High performers may be recognized through awards or growth opportunities.

Learning & Development

• Employees will be encouraged to attend trainings, webinars, and workshops.
• Interns and volunteers may receive certification and recommendation letters.
• Budget will be allocated annually for team development initiatives.

Compensation & Benefits

• Compensation shall be based on role, experience, and NGO standards.
• Annual appraisals and revisions will be performance-based and subject to fund availability.
• Travel and fieldwork reimbursements will be made as per project guidelines.

Code of Conduct

All members of SAS Foundation are expected to:

• Uphold the Foundation’s mission and values
• Maintain confidentiality and data privacy
• Respect gender and cultural diversity
• Avoid conflict of interest
• Report any harassment, abuse, or discrimination
• Use Foundation resources responsibly

A violation may result in disciplinary action including warnings, suspension, or termination.

Grievance Redressal

• Grievances can be submitted in writing to the HR Officer or the Grievance Committee.
• All complaints will be addressed confidentially and impartially within 15 working days.

Anti-Harassment Policy

• Zero tolerance towards sexual harassment or workplace bullying.
• An Internal Complaints Committee (ICC) is constituted under the POSH Act.
• Annual POSH training and compliance audits will be conducted.

Volunteer & Intern Management

• Engagement letters will be issued.
• A supervisor will be assigned to each intern or volunteer.
• On successful completion, certificates and letters of experience will be provided.

Exit & Separation

• Notice Period: 30 days’ salary in lieu thereof (unless specified in contract)
• Exit interview to understand the reason for leaving and gather feedback
• Clearance of dues within 30 days of separation

Records & Confidentiality

• Personal files, contracts, and performance records will be maintained securely.
• All HR records shall be stored for a minimum of 5 years post-separation.

Amendments

This policy is subject to review every 2 years or earlier based on legal, operational, or strategic needs.

Approval & Acknowledgment

All employees and associates must sign an acknowledgment confirming they have read and understood the HR policy.

For queries, please contact the HR Officer/Managing Trustee at contact@sasfoundation.in