Setas

HUMAN RESOURCES POLICY

1. AIM

The aim of this policy is to set the procedure for recruitment, dismissal, discipline, training, leave, wage and remuneration systems for the employees.

2. SCOPE

This policy shall apply to all employees of the company.

3. DEFINITIONS

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4. PRACTICE

4.1. Recruitment

4.1.1. Staffing Need

Any staffing need of a department shall be submitted to General Manager by the Head of Department in written. The need shall be analyzed by the General Manager; if not approved, concerned Head of Department shall be informed in written.

4.1.2. Meeting Staffing Need

It is obligatory for job applicants to fill in a “Job Application Form”. Job Application Forms shall be filed by Personnel Manager.

Primarily existing applications shall be reviewed in the course of recruitment procedure. In the event that there is not any eligible applicant, either the need is announced across the company or new applications shall be received through classifieds.

Following rules are considered for job applications:

Not to be dismissed from our company due to an infamous reason beforehand,
Not to be sentenced for an infamous crime or a serious crime limiting public rights,
To possess training, information, knowledge, skills, competency and experience required for the job,
To complete military service or not to have an obligation regarding military service except for some cases required by the job,
To be in medical condition required by the job,
To be able to receive positive references through the inquiries in former workplaces, occupational and personal environment.

4.1.3. Interview

Résumés and filled application forms collected by Personnel Manager shall be analyzed according to criteria defined in terms of reference for the applied job.

Candidates who are suitable for job profile of the vacant position shall be invited to interview by Personnel Manager. Arriving candidates shall be interviewed by the General Manager and Head of the Department with their application forms and résumés if any.

4.1.4. Job Offer

Candidate who is approved by General Manager and Head of the Department shall be extended a job offer by the General Manager according to Corporate Remuneration Policy. If the candidate accepts the offer, offered salary and other conditions shall be written in Job Application Form and it shall be sent to Personnel Manager.

Personnel Manager shall provide a list of documents required to be submitted by the employee and s/he shall prepare the documents. (Works permits must be checked and relevant legal requirements must be met for foreign nationals)

The employee having completed the required documents shall apply to Personnel Manager (Foreign employee needs to complete the official documents within 1 month upon the recruitment). Personnel Manager shall meet General Manager and decide the date of commencement. Employee shall start working on the determined date. Information regarding the employee who does not start working on the determined date shall be submitted to General Manager and Personnel Manager thorough an Internal Communication Form filled by the Head of Department.

All legal procedures for the recruitment of the new employee shall be performed by the Personnel Manager.

4.1.5. Trial Period

Legal trial period is 3 months for newly recruited employee in the company. The employee who is not approved to continue working following 3 months shall be informed by Personnel Manager and legal dismissal procedure shall be carried out.

4.1.6. Re-recruitment

Personnel who have quitted the job or retired cannot be re-recruited as a principle. However, the ones who are deemed to be beneficial for the company may be re-recruited upon the approval of the General Manager.

4.1.7. Employment of Relatives

In the event that the candidate to be recruited is a relative of an employee, s/he shall not be approved for the job. Relatives shall mean immediate relatives (Mother, Father, Siblings, Spouse and Children, Uncle, Aunt). However, they may be employed for the benefit of employer upon the approval of the General Manager. This principle shall not apply to already employed relatives.

4.2. Working Hours

4.2.1 Normal Working Hours

Weekly working hours to be applied in workplaces shall be determined by laws of Turkish Republic. EMPLOYER shall be entitled to organize the start, break and end times for all personnel in accordance with laws. The relevant arrangements shall be announced in the workplace. Personnel is required to be present in the workplace during the specified working hours. In case of tardiness and absence of the personnel, relevant laws and corporate disciplinary principles shall apply. Principles and instructions regarding the attendance at work, organization and practice of the work shall be determined by the EMPLOYER.

All personnel shall be liable to sign “Attendance Register” with entrance and exit hours both at the start and end of business day.

4.2.2 Breaks

Breaks shall be provided in accordance with legal durations at an average time of the business day.

Breaks may be made available for all the personnel continuously within a department at the same time or they may be provided alternately according to the nature of the work. Breaks shall not be included in working hours.

4.2.3 Absence

In the event that employee is absent from work without any excuse and permission from her/his chief, “Absence Form” shall be drawn up by Personnel Manager. “Absence Notification” shall be drawn up for the employee who is absent from work for 3 consecutive days and mailed to her/his address and the labor contract shall be terminated without any compensation.

4.3 Leave

4.3.1 Annual Leave

The employee who has worked for minimum one year as of the commencement date including the trial period shall be entitled to use annual leave. Leave shall not be calculated on the basis of current calendar year but the seniority of the employee as of the commencement date. Coinciding weekend, National Holidays and General Holidays and sick leave based on medical reports issued by Public Hospitals for the ones who become sick during the leave shall not be included. Furthermore, other paid or unpaid leave and sick leave provided during the year shall not be included in the annual leave. Requests for leave shall be approved primarily by Head of Department and General Manager through a Request Form for Leave.

4.3.2 Particular Leave

3 days in case of employee’s marriage,
2 days in the event that employee’s mother, father, siblings, spouse and children die,
1 day in the event that employee’s wife gives birth.
Maternity and Breastfeeding Leave
Sick Leave

4.3.3 Casual Leave

Personnel may request daily or hourly leave based on personal matters. Relevant application shall be made to immediate chief of the employee by filling in “Request Form for Casual Leave”. The chief shall evaluate the request by considering the nature of the work and works to be completed during the leave of the employee and if s/he approves, s/he signs and obtains the approval of the General Manager and submit the form to the Personnel Manager. Casual leave exceeding 2 days within a month and a day at once cannot be used. Casual leave cannot totally exceed 5 days within 1 year. In the event that the employee abuses Casual Leave, chief shall be entitled to reject the leave requests. Disciplinary proceeding shall be initiated for the employee who is absent from work or leaves work despite the rejection of request by the chief. Employee cannot be engaged in income-generating activities during the casual leave. If such an activity is detected, provisions of the Labor Law shall be applied and disciplinary proceeding shall be initiated for the employee.

4.4. Pay Secrecy

Since all remuneration-related information is private, secrecy shall constitute the basis. Provisions of Labor Law and corporate disciplinary regulation shall apply to employees who do not pay strict attention to the pay secrecy.

4.5. Benefits

Birth Benefit: In the event that an employee has a baby, s/he shall receive a birth benefit corresponding to ½ of minimum wage upon the submission of a copy of birth certificate to Directorate for Accounting and Finance. If both parents work for the company, only one of them may receive the birth benefit.

Marriage Benefit: In the event that an employee gets married, s/he shall receive a marriage benefit corresponding to ½ of minimum wage upon the submission of a copy of marriage certificate to Personnel Manager. If both spouses work for the company, only one of them may receive the marriage benefit.

Death Benefit: In the event that an employee or her/his spouse and children die, a death benefit corresponding to minimum wage shall be paid upon the submission of a copy of death certificate to Personnel Manager. If both spouses work for the company, death benefit shall be paid only for one of them.

4.6. Responsibilities of Personnel

Responsibility to Pay Attention to Work;
The employee shall be responsible to carry out the works specified by instructions / terms of reference carefully. S/he shall be responsible for all damages resulting from her/his intention, negligence and inadvertence. Employee shall be responsible for distributing the works to her/his inferior colleagues and finalizing the works and carrying out the instructions of the chiefs ideally.

Responsibility to Follow Principles and Rules of Workplace;
The employee shall be responsible to follow the principles and rules set by the Employer for administration, harmony, discipline, safety and neatness of the workplace and also instructions and procedures thereof.

Responsibility to Pay Attention to Behaviors and Relationships;
The employee shall be responsible to work in harmony with colleagues and superiors in the workplace and to carry out her/his work in an honest and fast manner by establishing good relationships with partner individuals and organizations either private or public.

Responsibility to Keep Secrets;
The employee shall be responsible to keep corporate secrets and information confidential either these secrets and information are relevant to her/his job. The employee cannot disclose secrets, information or documents thereof to unauthorized people and incompetent authorities. This responsibility shall continue during the termination of relation with the company and afterwards.

Responsibility to Consider Corporate Benefits;
The employee shall be responsible to protect benefits regarding the business or workplace of the company and to avoid any behaviors damaging these benefits. The employee cannot use the company resources for personal interests.

Ban on Holding Second Jobs;
The employee cannot work paid or unpaid in workplaces of natural and legal persons even though the job is not within working hours. If s/he is detected to be working, the labor contract shall be terminated without any compensation and notifications as per relevant provisions of the Labor Law. However, the employee may serve in cultural, professional and social associations and construction and retail societies on the unpaid basis provided that General Manager approves it.

Responsibility to Notify Personal Information and Changes thereof;
The employee shall be responsible to timely notify all changes in familial, marital and address status, information regarding the employee, her/his family and relatives which contractual and regulatory rights and obligations are based on and to submit the documents thereof.

Responsibility to Implement Occupational Health and Safety Measures;
The employee shall be responsible to implement all “Occupational Health and Safety” measures taken by the company and ordered by Turkish laws and to wear all personal protective equipment.

Responsibility to Give Information through Press and Mass Media;
The employee cannot participate in press and mass media shows without the written permission of the EMPLOYER. S/he cannot participate in TV shows. S/he cannot make an oral or written statement for press / mass media.

Responsibility to Represent the Employer:
The employer may represent the EMPLOYER regarding her/his operations towards third parties solely upon the written approval of the General Manager.

4.7 Anniversary Celebration

The employee who completes 5th, 10th, 15th, 20th and 25th year of her/his employment shall be rewarded with a gift and a plaque.

4.8 Wishes and Complaints

The employee shall submit wishes and complaints to relevant Head of Department. If useless, it shall be submitted to to the General Manager.

4.9 Personnel File

A personnel file shall be kept for each employee by Personnel Manager. The file includes recruitment documents, correspondence and documents regarding job application, interview, reference forms, appointment, promotion, rewarding, leave, sickness, warning, disciplinary punishment. Personnel files are confidential.

4.10 Discipline

Punishment Types

Disciplinary punishments are as follows;

Notice: To give notice to the employee inn written.
Warning: To warn the employee in written.
Wage Deduction: To deduct the wage of the employee for 1 to 2 days.
Dismissal: To terminate the labor contract of the employee without any notification and compensation.

Disciplinary Committee
“Disciplinary Committee” including 3 members one of whom is the chairman shall be established upon the decision of the General Manager in order to implement the punishments to be imposed in the circumstances defined in this regulation.

Implementing the Punishments
Head of the Department shall personally notify the General Manager of the incidence in written with the signatures of witnesses if any within 2 business days at the latest following the date of incidence. General Manager shall analyze the incidence and take the written statement of the concerned employee within 1 business day and make a call for “Disciplinary Committee” to meet.

Recurrence
In the event that the same or similar actions are repeated, the disciplinary punishment shall be determined by the Disciplinary Committee.

Reserved Status of Labor Law Provisions
The right to terminate the labor contract without any notification and compensation as per Labor Law shall always be reserved notwithstanding the provisions of this regulation.

Reserved Status of Other Provisions
Generally accepted rules of business life, social ethics, all other written and oral rules adopted by the company shall always be reserved notwithstanding the provisions of this regulation.

Notice

Not to follow occupational health and safety rules,
Not to get dressed in accordance with the nature of the work and dress regulation,
Not to follow the cleaning rules,
To be uninterested and apathetic towards the work,
To delay the works unnecessarily,
Not to carry out the duties in line with the rules,
To be harsh and rude towards colleagues and customers,
To make irregular complaints,
To gossip in the workplace,
To perform practical jokes in the workplace,
To talk obscenely or abusively,
Not to keep working despite the former approval for overworking,
To use the email environment in a manner to hinder the working of other people,
Not to start working timely and/or cease to work,
Not to follow the rules and principles set by the employer in order to monitor the attendance to work,

Warning

To try to repair machinery and hardware although s/he is not in charge,
To enter places where s/he is not authorized to enter,
To cause damage due to negligence,
To arrive late without any permission and excuse,
To disturb the machinery, hardware, information in the physical and computer environment,
To cause a delay in the records,
To blame superiors, colleagues and customers falsely and not to prove it through documents,
To represent the company towards third parties without the approval of the employer,
To send emails which are immoral or incompatible with corporate benefits and values to other people,

Wage Deduction

In the event that actions requiring Notice and Warning Punishments are repeated, maximum 2-day wage deduction shall be applied upon the decision of Disciplinary Committee.

Dismissal

To smoke in non-smoking areas,
To bring a lighter, match to the area containing inflammable and explosive substances,
To turn off and on the electric switch although s/he is not in charge,
Not to inform the people in charge about the incidence such as fire etc. as soon as s/he notices,
To threaten the occupational health and safety due to negligence or on purpose,
To cause damage and loss to the machinery, hardware, tools and goods of the Employer at a rate which the employee cannot cover on the basis of thirty-day salary,
To make misleading statements on purpose to the employer,
To talk and behave in a manner against the honor and virtue towards Employer, Employer’s representatives, colleagues and customers,
To abuse the Employer, Employer’s representatives, colleagues and customers sexually,
To tease, swear and insult and fight with the Employer, Employer’s representatives, colleagues and customers,
To come to work drunk, drink alcohol in the workplace, to use drugs in the workplace,
To be drunken while working,
To commit crime in the workplace resulting in prison sentence for more than 7 days and non-suspended sentence,
To commit a theft in the workplace,
To abuse the confidence of the Employer; to commit forgery, bribery etc.,
To be engaged in activities favoring personal interests,
To disclose the information about the workplace or inform other people,
To threaten the colleagues and superiors and behave insultingly,
To sleep in the workplace,
Not to perform the duties although s/he has been warned thereof,
To be absent from work during two consecutive days or two times in a month or a business day following a holiday or three days in a month without any permission or reasonable excuse,
Not to follow the instructions, directives, regulations and provisions set by the Employer,
To forge corporate records,
To forge expenditure reports and documents,
To take the corporate information, documents, files, diskettes etc. out without the permission or give them to other people,
To try to reach files and documents although s/he is not authorized,
To come to work with guns and explosive substances or keep them in the workplace,
To be a member of illegal associations and organizations,
To gamble in the workplace,
To inform the press and mass media without the written permission of the Employer,
Not to keep the pay secrecy,
To obtain personal benefit by abusing corporate title.
Not to deliver the corporate collection and documents thereof timely (within 24 hours at the latest).
To accept gifts and presents which may be deemed as personal interest and which are not approved by the corporate management.
To be unproductive in comparison with employees performing similar duties and to be uninterested in and incompetent for training and self-improvement.
To make phone calls in a manner to disturb the work and workflow.
To revoke colleagues against the Employer.
To make misstatements for superiors, colleagues and customers.
To give personal misinformation in the course of recruitment.

All our material and immaterial rights incurring from actions of the dismissed employee due to disciplinary punishment shall be reserved within the limits of the law.

4.11 Cease of Employment

Heads of Departments shall be responsible for taking all company assets previously granted to the dismissed employee such as telephone, computer, car etc. back, conducting the handover procedure free of problems and conducting the relevant practices in a manner to avoid any problems towards the company.

Heads of Departments shall submit their evaluations regarding the employee planned to be dismissed to the General Manager in written. The employee who is approved to be dismissed shall be notified in written through “Dismissal Notification Form” within the period set by the law. All legal receivables due until the date of dismissal shall be calculated by the Personnel Manager and paid to the dismissed employee and “Dismissal Form” shall be written by the employee and kept in the personnel file.

In case of “resignation”, Personnel Manager requests a signed “Letter of Resignation”from the employee and the company shall be liable to pay salaries and other benefits the employee is entitled to receive until the date of leave (Pay for Annual Leave, Working during Holidays). If the employee does not sign, “Record for Termination of Labor Contract and Employee’s Non-Signing the Notification” shall be drawn up.