01Introduction

The Under Privileged Educational Welfare Society (UPEWS) is committed to promoting educational opportunities, supporting underprivileged students, and providing assistance to individuals and communities facing financial and educational challenges.

The Society recognises that its human resources, including Governing Body members, employees, volunteers, interns, and programme personnel, play an important role in achieving its mission.

This Human Resource Policy Manual establishes transparent, fair, and consistent procedures for managing human resources and ensuring accountability, professionalism, equal opportunity, and ethical conduct throughout the organisation.

02Purpose of the Policy

The purpose of this policy is to:

• Establish transparent recruitment and selection procedures.
• Define the rights and responsibilities of employees and volunteers.
• Ensure equal employment opportunities without discrimination.
• Establish procedures for appointments, salaries, leave, and performance evaluation.
• Promote a safe, respectful, and harassment-free working environment.
• Define disciplinary procedures and grievance mechanisms.
• Protect organisational resources and confidential information.
• Ensure compliance with applicable labour laws and regulations in Pakistan.
• Provide a framework for future recruitment and organisational growth.

03Scope and Applicability

This policy shall apply to:

• Governing Body members, where relevant to their organisational duties.
• Permanent and contractual employees.
• Part-time employees.
• Project-based employees.
• Volunteers and interns.
• Consultants and temporary personnel, where applicable.

The provisions relating to salary, employment benefits, and statutory entitlements shall apply according to the nature of engagement and applicable law.

04Human Resource Management Structure

The Governing Body shall have overall responsibility for approving HR policies and providing oversight of human resource management.

The President shall supervise implementation of HR policies and may delegate administrative responsibilities to the General Secretary or an authorised representative.

The General Secretary shall be responsible for maintaining HR documentation, recruitment records, attendance records, and other personnel-related administrative matters.

Where a dedicated HR department is not established, these responsibilities shall be managed by the authorised office bearer.

05Recruitment and Selection Policy

5.1 Recruitment Principles

The Society shall follow a fair, transparent, and merit-based recruitment process.

Recruitment shall be undertaken according to organisational requirements, programme needs, and available financial resources.

5.2 Recruitment Procedure

The following procedure shall be followed:

• Identification of vacant position and organisational need.
• Preparation of job description and required qualifications.
• Approval of recruitment by the authorised authority.
• Advertisement or invitation of applications, where appropriate.
• Screening of applications.
• Interview and assessment of eligible candidates.
• Verification of qualifications and references, where necessary.
• Final selection and approval.
• Issuance of appointment letter.
• Maintenance of recruitment and appointment records.

5.3 Equal Employment Opportunity

The Society shall not discriminate on the basis of gender, religion, ethnicity, disability, social background, or other legally protected characteristics.

All candidates shall be assessed according to their qualifications, experience, skills, and suitability for the position.

5.4 Conflict of Interest in Recruitment

Any Governing Body member or staff member involved in recruitment shall disclose any personal, family, or financial interest concerning a candidate.

A person having a conflict of interest shall not participate in the relevant selection or approval process.

06Employment Categories

The Society may engage personnel under the following categories:

All appointments shall be subject to approved terms and conditions.

07Appointment and Employment Documentation

Every paid employee shall receive an appointment letter containing:

• Employee's name and designation.
• Job description and responsibilities.
• Date of joining.
• Employment category.
• Salary and applicable benefits.
• Working hours.
• Probation period, where applicable.
• Leave entitlement.
• Reporting authority.
• Notice period and termination conditions.
• Applicable organisational policies.

The Society shall maintain an individual personnel file for each employee.

08Probation Policy

New employees may be appointed on probation for a period of three months, or another period specified in the appointment letter, subject to applicable law.

During probation, the employee's performance, conduct, punctuality, and suitability shall be assessed.

Upon satisfactory completion, the employment may be confirmed in writing.

Where performance is unsatisfactory, the Society may extend probation or take appropriate action in accordance with the employment agreement and applicable law.

09Working Hours and Attendance

The Society shall establish working hours according to operational requirements and applicable labour laws.

Employees shall:

• Observe approved working hours.
• Maintain punctuality.
• Obtain prior approval for leave or absence, except in emergencies.
• Inform the reporting authority in case of unavoidable delay or absence.
• Participate in official meetings and programme activities as required.

Attendance records shall be maintained through an attendance register or another approved system.

10Salary and Compensation Policy

The Society shall determine salaries according to:

• Approved organisational budget.
• Nature and responsibilities of the position.
• Qualifications and experience.
• Availability of project or organisational funding.
• Applicable minimum wage and other legal requirements.

Salaries shall be approved by the authorised Governing Body or delegated authority.

All salary payments shall be properly documented through payroll records, bank transfers, or other lawful payment methods.

No employee shall independently approve their own salary, allowance, or financial benefit.

11Leave Policy

Employees shall be entitled to leave in accordance with applicable law, their appointment terms, and approved organisational procedures.

The following leave categories may be provided:

All leave applications shall be submitted to the reporting authority for approval.

A leave register shall be maintained for each employee.

12Code of Conduct

All employees and volunteers shall maintain professional behaviour and act in the best interests of the Society.

They shall:

• Demonstrate honesty, integrity, and professionalism.
• Respect students, beneficiaries, colleagues, and community members.
• Protect the Society's reputation and resources.
• Avoid discrimination, harassment, bullying, and abusive behaviour.
• Maintain confidentiality of organisational and beneficiary information.
• Avoid misuse of organisational funds or property.
• Disclose conflicts of interest.
• Follow approved policies and instructions.
• Avoid unauthorised commitments on behalf of the Society.
• Maintain accurate records of assigned responsibilities.

13Workplace Harassment and Protection Policy

The Society shall maintain a workplace free from harassment, intimidation, exploitation, and discrimination.

Any employee, volunteer, intern, or other person associated with the Society may report harassment or inappropriate conduct.

Complaints shall be handled confidentially, impartially, and without retaliation against the complainant.

The Society shall establish an appropriate inquiry mechanism and comply with applicable Pakistani workplace harassment legislation, including the Protection against Harassment of Women at the Workplace Act, 2010, as amended.

14Performance Evaluation

The performance of employees shall be reviewed periodically, preferably annually or at the completion of a project.

Performance assessment may include:

• Achievement of assigned responsibilities.
• Quality of work.
• Punctuality and attendance.
• Professional conduct.
• Teamwork and cooperation.
• Compliance with organisational policies.
• Contribution towards educational welfare programmes.

Performance reviews shall be documented and used to identify training needs, improvement opportunities, and future responsibilities.

15Training and Capacity Building

The Society shall encourage staff and volunteers to participate in relevant training and professional development activities, subject to available resources.

Training may include:

• Financial management and record keeping.
• Child safeguarding and beneficiary protection.
• Communication and professional conduct.
• Programme management.
• Monitoring and evaluation.
• Workplace safety.
• Organisational policies and procedures.

16Disciplinary Policy

Any violation of organisational rules, misconduct, negligence, fraud, harassment, or misuse of organisational resources may result in disciplinary action.

Depending on the nature and seriousness of the matter, disciplinary action may include:

• Verbal warning.
• Written warning.
• Final warning.
• Suspension in accordance with applicable law.
• Termination of employment in accordance with law and contract.

Before imposing disciplinary action, the concerned employee shall be informed of the allegations and given a reasonable opportunity to respond.

All disciplinary decisions shall be documented.

17Grievance and Complaint Procedure

Employees and volunteers may raise concerns regarding workplace matters, unfair treatment, management decisions, or misconduct.

The following procedure shall be followed:

• Submission of complaint to the General Secretary or authorised officer.
• Recording of the complaint.
• Review and preliminary assessment.
• Investigation, where necessary.
• Opportunity for relevant parties to present their position.
• Decision by the authorised authority.
• Communication of the outcome to the complainant.
• Maintenance of confidential records.

No person shall be penalised for raising a genuine complaint in good faith.

18Confidentiality and Data Protection

All employees and volunteers shall protect confidential organisational information, including:

• Beneficiary and student records.
• Donor information.
• Financial documents.
• Employee records.
• Organisational correspondence.
• Internal meeting minutes.
• Programme and project information.

Personal information shall only be accessed or shared for authorised organisational purposes.

Unauthorised disclosure or misuse of confidential information may result in disciplinary action.

19Conflict of Interest

All Governing Body members, employees, and relevant volunteers shall disclose any actual, potential, or perceived conflict of interest.

Conflict of interest may arise in:

• Recruitment and appointments.
• Procurement and purchasing.
• Financial transactions.
• Selection of beneficiaries.
• Allocation of scholarships.
• Engagement of relatives or associated parties.

The concerned individual shall withdraw from decision-making where required.

20Volunteer Management Policy

The Society recognises volunteers as an important part of its educational welfare activities.

Volunteers shall:

• Work according to assigned responsibilities.
• Follow the Society's Code of Conduct.
• Respect beneficiaries and students.
• Maintain confidentiality.
• Avoid unauthorised financial commitments.
• Participate in programme activities as agreed.
• Follow safeguarding and organisational procedures.

Volunteer services shall be unpaid unless a separately approved lawful arrangement provides otherwise. Approved reimbursement of genuine expenses shall be properly documented.

21Child and Beneficiary Safeguarding

As an educational welfare organisation, UPEWS shall take reasonable measures to protect students and beneficiaries from abuse, exploitation, discrimination, and inappropriate conduct.

All employees and volunteers working with children shall:

• Treat every child with dignity and respect.
• Maintain appropriate professional boundaries.
• Avoid physical, emotional, or verbal abuse.
• Report safeguarding concerns promptly.
• Protect children's personal information and photographs.
• Obtain appropriate consent for use of photographs or personal information.
• Follow approved safeguarding procedures.

22Resignation and Separation

Employees wishing to resign shall submit written notice according to their appointment letter and applicable law.

Upon separation, the Society shall:

• Complete the handover of responsibilities.
• Recover organisational property and documents.
• Reconcile any outstanding advances.
• Settle lawful dues and benefits.
• Revoke access to organisational records and accounts.
• Maintain separation documentation.

The Society may terminate employment only in accordance with applicable law, contractual conditions, and due process.

23HR Records and Documentation

The Society shall maintain the following HR records, as applicable:

All records shall be maintained securely and made available to authorised persons or competent authorities when required.

24Policy Review and Amendment

This HR Policy Manual shall be reviewed at least once a year or whenever required due to organisational, operational, or legal changes.

Any amendment shall require approval of the Governing Body.

The latest approved version shall be maintained at the Society's head office and made accessible to relevant employees and authorised personnel.

25Current HR Position of the Society

The Society currently operates with the support of its Governing Body and unpaid volunteers. Due to limited financial resources, regular paid employment positions have not yet been established.

The Society intends to introduce paid employment opportunities as financial resources and programme requirements permit.

This policy provides the formal framework for future recruitment, employee management, staff welfare, and organisational development.

26Approval and Adoption by Governing Body

GOVERNING BODY RESOLUTION

Resolution No.: UPEWS/GB/HR/2026/01

The Governing Body of Under Privileged Educational Welfare Society, in its meeting held on 07 January 2026, reviewed and discussed the Human Resource Policy Manual.

After due consideration, the Governing Body unanimously resolved to approve and adopt the HR Policy Manual for the organisation.

The President and General Secretary are authorised to oversee its implementation and ensure that all future recruitment, employment, volunteer management, and HR-related matters are conducted in accordance with the approved policy and applicable laws.

Signatures of Governing Body Members