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Human Resources
Version 1.0 | This Policy was approved on DD MMMM YYYY.
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Introduction

Definitions

This document employs terms related to the DCDR Advocacy that can be found in the TIOF terminology.
For a structure of The IO Foundation, please visit

About this document

This document, hereinafter the Policy, sets out the position maintained by TIOF in matters of Human Resources that you will need to be aware of while being a TIOF Member. You should familiarize yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to your corresponding Team Human Resources Manager.
This Policy sets out TIOF's approach to elements such as engaging with TIOF Members.
Any other non TIOF Member engagements are covered under TIOF's Partnerships Policy.​
Any Member who breaches this Policy will face disciplinary action, which could result in dismissal for gross misconduct. In particular, engagement that is not compliant with the terms described in this Policy will be treated as misconduct under our Disciplinary Procedures. Any non-employee who breaches this Policy may have their contract (or equivalent official relationship with TIOF) terminated with immediate effect.
This document complements TIOF's Code of Conduct.
This document does not form part of any Engagement Document and we may amend it at any time following the procedures described in TIOF's Statute.

Scope

This document directly applies to:
This document indirectly applies to:
The policies set out in this document apply to all TIOF Members unless otherwise indicated. They therefore apply to Members of the Boards (Directors, Advisers, Consultants), Employees, Volunteers and Interns; this is irrespective of their engagement type. They equally apply to all Contributors and will be used as part of the selection criteria when engaging with them.
This Policy applies within all TIOF Spaces, including (although not limited to) management activities, contributions or events; it and also applies when an individual is officially representing the organization in public spaces. Examples of representing the organization include (although not limited to) using an official e-mail address, posting via any official channel or acting as an appointed representative at an event.

Policy details

Human Resources statement

The IO Foundation is committed to engage with TIOF Members who uphold the organization's Values and are fully committed to further advance TIOF's DCDR advocacy.​
Equally, the organization will do all in its capacity to provide capacity building and enable opportunities to its Members.

Values & Criteria

The organization will uphold
  • Enlightenment values
  • Civil Rights
  • UDHR
  • UDDR
  • Merit-based selection processes

Code of Conduct

The organization will be guided by its Code of Conduct at all given times.

Related Policies

The following TIOF Policies are directly related to this Policy and must be uphold at all times:

Engagements

The IO Foundation engages with TIOF Members through engagement documents. These documents are otherwise known as
  • contracts
  • Terms of Reference

Contents of an Engagement document

All TIOF's Engagement documents must be as specific as possible and will include, at a very minimum, the following information:
  • All necessary identifiable information from the TIOF Member
  • Signature fields for all involved parties
  • Clear information about the period of application and probation
  • Complete description of attributions and responsibilities
  • Complete description of the title held by the position
  • Complete description of commitments from TIOF
  • Explicit information on remuneration (when applicable)
  • Explicit information on taxation (when applicable)
  • Explicit information on leaves (when applicable)
  • Clear information on the applicable policies and procedures
  • Explicit mention of the applicable jurisdiction
  • Clear notification of the obligation for both an onboarding and offboarding sessions
All information collected from any TIOF Member is to be treated with outmost confidentiality when necessary and in any case in compliance with both TIOF's Data Protection and Data & Privacy policies.

Positions

The IO Foundation defines its positions in both its organization network and initiatives through its Organizational Taxonomy.
Any changes in this taxonomy must follow the procedures laid out in TIOF's Statue.

Teams

The organization organizes its structure around a number of Teams that perform the necessary institutional and operational activities to further its DCDR advocacy and the implementation of its initiatives.
TIOF Teams must be defined in the most comprehensive way as possible.

Open positions

The IO Foundation will ensure the availability of a recruitment platform that will:
  • Provide a comprehensive list of open positions
  • Allow integral management candidates and their submissions

Organizational Chart

All active TIOF Members must be properly reflected in the organization's Organizational Chart.
The Organizational Chart must be made publicly available

Engagement stages

The following are the different stages through which all engagements are to be conducted.
Changes in the Stage of any TIOF Member must be automatically communicated to both the Member and the relevant Managers as described in TIOF's Organizational Chart.

Sourcing

This stage involves the identification of potential candidates from TIOF, who will be approached to explore their interest in the available position.

Applied

This stage involves potential candidates that have applied to an existing open position.

Screening

This stage involves the evaluation of the candidate for a given open position.

Interview

This stage involves performing an interview with candidates in order to evaluate their suitability for a given open position.
Exploration, if ever necessary, to customize the terms of the open position may be had at this stage.
Negotiations, while not discouraged, will be kept to the minimum possible in order to minimize time and resource consumption.
Any amendments to the terms require the supervision from
  • The corresponding Team Management
  • The corresponding Team Finance
  • The corresponding Team Legal
The organization will ensure the availability of a booking platform to arrange for the interview.

Offer

This stage involves submitting a proposed engagement document to formalize the acceptance of the open position.
Negotiations, if ever necessary, to modify the engagement document may be had at this stage.
Negotiations, while not discouraged, will be kept to the minimum possible in order to minimize time and resource consumption.
Any amendments to the terms require the final approval from
  • The corresponding Team Management
  • The corresponding Team Finance
  • The corresponding Team Legal
Unless otherwise specified, any Offer will have a validity of 15 natural days.
The organization will ensure the availability of a digital signature platform to handle the signature of the engagement document.

Hired

This stage involves confirming to all parties, as well as the corresponding Team Manager, that the candidate has started its engagement period in the organization or initiative.
This stage will imply a number of preparatory operations across tools that will be utilized by the TIOF Member in the performing of attributions and responsibilities as described in the engagement document. These are to be described in detail in the Infrastructure Handbook.

Onboarding

This stage involves providing the TIOF Member with all the necessary induction, training and support to enable the Member to incorporate in the position and perform the attributions and responsibilities as described in the engagement
A TIOF Member failing to attend the Onboarding session, or otherwise showing a lack of interest in its contents, are to be be kept On Probation stage regardless of said probation time having expired.
The non remediation of this circumstance on the part of the Member may be grounds for dismissal as laid out in this policy's Disciplinary Measures.
The contents of the Onboarding session will be composed of
  • Common information
  • Tailored information relative to the corresponding Team to which the Member will belong to
All of the Onboarding information must be
  • decided by the corresponding Team Manager
  • approved by the CEO
  • comprehensively described in the relevant Team Guide by the corresponding Team Docs
  • communicated to the corresponding Team HR Manager

On Probation

This stage involves establishing the TIOF Member under the probation described in the engagement document for the position.
The induction to this stage will trigger the incorporation of the TIOF Member in the organization's Organizational Chart.

Full Member

This stage involves recognizing the TIOF Member under the status of a Full Member.
This stage may activate benefits described in the engagement document or otherwise necessary to pursue the Member's attributions and responsibilities.

On Leave

This stage involves establishing the TIOF Member under a state of leave, during which no activities are to be expected or obligated from the Member.
This stage will imply a number of updates across tools utilized by the TIOF Member to ensure continuity in operations. These are to be described in detail in the Infrastructure Handbook.
A TIOF Member will enter a state of leave under the following circumstances:
The TIOF Member, prior to start the leave, must ensure proper handover of ongoing tasks in order to ensure continuity of operations.

Suspended

This stage involves entering the TIOF Member under a state of suspension.
This stage will imply a number of updates across tools utilized by the TIOF Member to ensure continuity in operations. These are to be described in detail in the Infrastructure Handbook.
This stage may arise upon
  • an express request by the TIOF Member
  • a misconduct from the TIOF Member (in accordance to this policy's Disciplinary Measures)
Due to the critical nature of this stage, the decision to suspend a TIOF Member must be properly articulated and follow the procedures laid out in this policy's Disciplinary Measures.

Dismissed

This stage involves terminating the TIOF Member's engagement with the organization.
This stage will imply a number of updates across tools utilized by the TIOF Member to ensure continuity in operations. These are to be described in detail in the Infrastructure Handbook.
This stage may arise upon
  • the natural conclusion of the period of engagement
  • a misconduct from the TIOF Member (in accordance to this policy's Disciplinary Measures)
The termination will enter into effect
  • automatically at the end of the last working day indicated in the engagement document
  • immediately after the communicating the Member of the decision
Regardless on the nature of the dismissal, the TIOF Member is bound to respect and attend the mandatory Offboarding session.
Upon entering this stage, the corresponding Team Finance shall held any pending payments to the TIOF member until such time where the Offboarding session has been successfully conducted.
Due to the potentially critical nature of this stage, the decision to dismiss a TIOF Member must be properly articulated and follow the procedures laid out in this policy's Disciplinary Measures.

Offboarding

This stage involves performing an offboarding session in order to ensure a proper transition in operations and the return of organization's assets when applicable.
During the offboarding
  • the TIOF Member will
    • provide an accurate state and a proper handover of ongoing operations
    • return all assets, physical, digital or otherwise that may have been confided
    • sign a release form
    • optionally provide feedback concerning the experience during the engagement
  • the organization will
    • ensure that all of the above are complied properly
    • perform a performance assessment
    • if requested, provide feedback concerning the experience during the engagement
Upon the satisfactory execution of the offboarding session, the organization shall release any pending payments to the TIOF Member.

Recognition documents

Following the offboarding, the TIOF Member is entitled to request the organization to issue one or more of the following recognition documents:
  • Letter of recommendation
  • Certificate of volunteering or internship
The document will reflect an accurate, non embellished depiction of the Member's performance under the ceasing engagement.
When applicable and necessary, the organization will issue a performance report should it be required by a 3rd party institution.

Banned

This stage involves placing the Member under an irrevocable condition from occupying any position in the organization at any time and under any circumstance.
Due to the definitive nature of this stage, the decision to ban a TIOF Member must be properly articulated and follow the procedures laid out in this policy's Disciplinary Measures.

Working periods

The organization is committed to no request from the TIOF Member to perform tasks outside of the working periods herein defined.
Exceptions to the stipulations in this policy will be considered under
  • applicable jurisdictional regulations
  • personal beliefs
Such exceptions must be reflected in the TIOF's Member engagement document.

Working days

The standard working days are Monday to Friday.
In any case the working days per week shall not exceed 5 natural days.

Working hours

The standard working hours are 09:00 to 18:00.
A break of 1 hour per day is available for breaks such as
  • lunch
  • relax
In any case the working hours per week shall not exceed 40 natural hours.
Should the TIOF Member require extra off time for reasons based on personal beliefs, said time will not compute in the working hours.

Meetings

As part of their attributions, TIOF Members must observe and attend a number of meetings.
For more information on Meetings, please refer to the TIOF's Meetings Handbook.

Leaves

Work leave

All TIOF Members are entitled to a work leave in the terms reflected in the engagement document.
The standard work leave period is 30 natural days per annum, calculated proportionally to the time of engagement.
Leaves will be paid unless otherwise indicated in the engagement document.
The organization is committed to no request from the TIOF Member to perform tasks during the leave.
Work leave days need be cleared every year and cannot be carried over the following year.

National holidays

In addition to the above leave, all TIOF Members are entitled to the applicable national holidays according to the applicable jurisdiction indicated engagement document.
The organization will establish during the annual General Meeting the corresponding dates for those national holidays.

Voluntary leaves

All TIOF Members can choose to use at will up to 5 natural days, or their proportional amount, of their corresponding work leave. Voluntary leave days must be communicated with at least 15 days in advance and requires prior approval from their corresponding Team Manager.

Sick leaves

All TIOF Members are entitled to sick leaves in accordance to the provisions laid out in TIOF's Sickness Absence Policy.

Emergency leave

All TIOF Members are entitled to emergency leaves for reasons such as
  • family passing
  • emergency procedures
A priori, emergency leaves shall be approved immediately. Supporting documents will be required to justify the absence.
Used days under properly documented emergency leave shall not discount the available days in the work leave.

Career paths

TIOF Members are
Equal opportunities policy

Performance evaluation

Grievances

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Disciplinary measures

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Dismissal

Can happen when:
  • Non compliance with the Onboarding Session
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