Human Resource Management Policy

Human Resource Management Policy

Lotus Club Foundation – Anuradhapura Valid for the Period: 2025 – 2027

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Introduction

The Human Resource (HR) system is coordinated by the Lotus Club Head Office and aims to:

  • Assign the right staff to the right positions
  • Create a supportive, skill-based working environment
  • Foster strong employer-employee relationships
  • Provide fair compensation
  • Promote continuous skill development, training, and career growth
  • Recognize performance and improve productivity

Human Resource Planning

  • HR plans are reviewed annually based on new developments and donor agreements
  • Staffing decisions are made by the Executive Director and Board of Directors
  • Surplus staff are reassigned productively with proper approvals

Recruitment & Promotion

  • HR is the organization’s most valuable asset
  • Promotions and appointments are made based on qualifications, efficiency, and potential
  • Internal promotions are encouraged
  • Motivation is ensured through compensation, benefits, and recognition schemes
  • The Executive Director holds the power of appointment and disciplinary control
  • Every vacancy must be advertised at least 10 days prior to application deadline
  • Contracts are used for short-term or special assignments

Selection Method

  • Selection includes:
    • Written test
    • Face-to-face or virtual interviews
    • Evaluation forms
    • Optional indirect methods
  • Recruitment panel includes ED, Board members, senior staff, or external resource persons

Internal Candidates

  • Internal staff can be promoted without interviews
  • ED and Board can recommend promotions directly

Volunteers

  • Volunteers may be recruited with a written agreement
  • No salary is guaranteed unless otherwise agreed
  • Compensation depends on qualifications, prior experience, and market scales

Reference & Background Checks

  • Two non-related references are required
  • Professional references are preferred (doctors, engineers, educators, etc.)
  • Educational and police reports, medical clearance, and other safety checks may be required

Appointment Letter

        Must include:

    • Contract type, date, and probation period
    • Salary details, EPF/ETF contributions, and leave entitlements
    • Job description and terms of service
    • Clauses on transfers, confidentiality, discipline, and termination
    • Acceptance by employee and address updates

Probation & Confirmation

  • Probation: Minimum 3 months, maximum 6 months
  • Acting period for internal promotions: 1 year
  • Confirmation is based on performance and follows the original appointment date

Orientation & Career Progression

  • Orientation includes responsibilities, policies, benefits, duties, and behavior
  • All new employees receive relevant documents and manuals
  • ED decides orientation details with supervisors

Training & Capacity Building

  • Skills are identified and enhanced through continuous training
  • Budget allocation for training is essential
  • Staff can request training support via ED

Personal Files

Each employee’s file includes:

  • Bio data, appointment letters, certificates, ID copies
  • Performance evaluations, awards, disciplinary records
  • Stored securely under the Admin Manager’s supervision
  • Files are accessible only in special circumstances and under supervision

Performance Appraisal

  • Conducted annually
  • Tracks progress, guides improvement, sets goals, and supports promotions
  • Includes feedback from supervisors and documentation in personal files
  • Must be submitted before annual increments are approved
  • Confidential and must be understood by the employee

Annual Salary Increments

  • Granted based on:
    1. Performance and conduct
    2. Attendance
    3. Cooperation with co-workers and superiors
  • ED can defer or suspend increments per disciplinary procedures
  • Admin and Finance Managers must coordinate approvals and updates

Statutory Benefits (EPF/ETF)

  • 8% employee + 12% employer contribution for EPF
  • 3% employer contribution for ETF
  • Paid monthly before due dates
  • Lotus Club helps employees access all related benefits
  • Staff are educated on EPF/ETF usage through workshops

Resignation & Termination

  • Employees may resign with 3 months’ notice
  • Lotus Club can terminate service for poor conduct or policy violations
  • Dues, documents, and handovers must be completed before acceptance
  • Clearance certificates and official communication will be handled by Admin
  • Access to internal systems will be revoked post-resignation
  • Service letters are provided upon request

Retirement

  • Retirement age: 55 years
  • Dues must be settled prior to official retirement
  • All work duties and accounts are closed from the retirement date