HR Quality Management Policy

HR QUALITY MANAGEMENT POLICY

Effective Date:

Purpose

This HR Quality Management Policy establishes mandatory principles, responsibilities and processes to ensure recruitment, onboarding, performance management, training, records control and employee-related processes meet organizational quality objectives and applicable legal and regulatory obligations.

Scope

This policy applies to all employees, contractors and hiring activities across all departments and business units. It governs HR process design, recordkeeping, compliance monitoring, corrective action, and continuous improvement activities affecting human capital.

Definitions

For purposes of this policy, "Quality" means conformance of HR processes and records to established procedures and legal requirements; "Nonconformity" means any deviation from required HR procedures, documentation or legal obligations; "Corrective Action" means documented steps to eliminate causes of nonconformity.

Policy Statement & Quality Objectives

The organization shall maintain HR systems that ensure consistent and compliant recruitment, selection, onboarding, training, performance evaluation, record retention and separation processes. Objectives include:

• Accurate and complete employee records with defined retention periods.
• Timely and documented background and reference checks where required.
• Consistent, documented performance management and training plans.
• Reduction of identified HR process nonconformities through corrective actions.

Responsibilities

The following responsibilities are established to implement and maintain HR quality:

- Chief Executive Officer: provides leadership, approves policy and allocates resources to support HR quality objectives.

- HR Director: policy owner responsible for maintenance of HR processes, training of HR staff, oversight of record control, internal audits, and corrective action completion.

- Hiring Managers: ensure compliance with selection, documentation and onboarding procedures and maintain records for positions they supervise.

- Employees: comply with policies and participate in required training, performance reviews and quality activities when requested.

Recruitment, Selection and Verification

Recruitment must follow non-discriminatory procedures. Required documentation for each hire includes application, resume, interview notes, offer letter, signed employment agreement (if applicable), identity verification and documentation of eligibility to work. Where position requirements include background or credential checks, the HR Director will ensure documented consent and completion of checks prior to final appointment.

Training, Competency and Records

Training programs shall be documented and maintained to ensure employees meet role-specific competency requirements. Training completion records are retained in the employee file. The HR Director shall maintain a register of mandatory trainings and review competency records at least annually.

Performance Management

Performance reviews shall be conducted in accordance with established schedules and documented. Managers must retain performance documentation and improvement plans in accordance with the document retention schedule.

Nonconformity, Corrective and Preventive Action

Any HR nonconformity identified through audits, employee complaints, or management observation must be recorded and investigated. Corrective actions shall include cause analysis, remediation steps, responsible parties and verification of effectiveness. Preventive actions shall be implemented when potential causes of nonconformity are identified.

Document Control and Record Retention

HR procedures, forms and records are subject to document control. The HR Director maintains a current index of controlled documents. Standard retention periods:

Employee personnel file retention period (measured from separation):

Audit and Management Review

Internal audits of HR processes will be conducted at least: . Results and corrective actions are presented at management review meetings held: .

Continuous Improvement

The organization commits to ongoing improvement of HR processes through analysis of performance indicators, audit findings, corrective action effectiveness and employee feedback.

Employee Acknowledgment (Personal & Employment Data)

Position Information

Employment History (Most Recent)

Employment History (Prior)

Education

References (Professional)

Legal Disclosures & Authorizations

At-Will Employment: Employment with the organization is at-will, unless expressly provided otherwise in a separate written agreement signed by an authorized executive. Nothing in this policy constitutes a contract guaranteeing employment for a specified duration.

I acknowledge and accept the At-Will Employment statement.

Equal Employment Opportunity: The organization provides equal opportunity in employment and advancement without regard to protected characteristics. Harassment and discrimination are prohibited and will be addressed pursuant to established procedures.

I acknowledge and accept the Equal Employment Opportunity statement.

Authorization to Contact References and Conduct Background Checks: By signing below, I authorize the organization to contact my previous employers and references and to conduct background or credential verification as necessary for the position, subject to applicable law. I understand that adverse findings may affect my employment eligibility.

I authorize contact and background/credential checks as described above.

Employee Certification

I certify that all information I have provided in connection with this HR Quality Management Policy acknowledgment is true and complete to the best of my knowledge. I agree to comply with the organization’s HR policies and procedures and to notify HR of any changes to the information provided.

I certify the foregoing.

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