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3. HR Policies and Rules

3.1. Non-Disclosure/Confidentiality Agreement​

The safeguarding of confidential business information and trade secrets is crucial to the interests and success of AALA. This includes, but is not limited to, compensation data, financial information, marketing strategies, pending projects and proposals, employee/salary records, and conversations among employees associated with AALA.

All employees are required to sign a non-disclosure agreement as a condition of employment. Improper use or disclosure of trade secrets or confidential business information may result in disciplinary action, including termination of employment and legal action, even if the individual does not directly benefit from the disclosed information.

3.2. Probationary Period for New Employees​

AALA IT Solutions offers a three-month probation period to new hires, as outlined in the Letter of Appointment. During this time, the employee has the opportunity to evaluate the company as a workplace, and the supervisor assesses the employee. In case of resignation during the probation period, the notice period is 15 days, and if the company terminates the employee's services during this period, a notice of one day will be given.

Probationary employees are expected to meet and maintain AALA IT Solutions' standards for job performance and behavior.

3.3. Office Communication and Decorum​

3.3.1. Workplace Environment​

  1. While we value a fun and friendly environment, it's crucial for all team members to maintain a workplace that is respectful and inclusive.
  2. Jokes or comments related to an individual's race, gender, ethnicity, religion, or family are strictly prohibited.
  3. The use of slang, profanity, sexual references, insulting language, or derogatory “puns”, even among colleagues with a close rapport, is not allowed in the office.
  4. Only English and Urdu are permitted as modes of communication on the office premises.
  5. We encourage clear and respectful communication among team members to maintain a high standard of office decorum.

3.3.2. Conflict Resolution​

  1. Under normal working conditions, employees with job-related problems, questions, or complaints should first discuss them with their line manager.
  2. If the issue cannot be resolved at this level, the company encourages employees to escalate it up the management hierarchy until a resolution is reached.
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Check Section 6.4 of the handbook for compensation details related to overtime work.

3.4. Employee Personal Data for Record Keeping​

AALA IT Solutions expects employees to provide accurate data throughout the hiring and post-hiring processes. Any misrepresentations or falsifications in the provided data may result in exclusion or termination from further consideration for employment or continuation of service with the company.

3.5. Employee Files​

Employee personnel files include the following documents:

  1. Job Application Form
  2. Latest Resume
  3. Copy of CNIC
  4. Copy of Educational Certificates
  5. Latest Picture
  6. Salary History
  7. Records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring.

Employee files are the property of AALA, and access to the information is restricted to management staff with a legitimate reason to review the files.

3.6. Update of Employee Personal Data​

Employees are responsible for ensuring the accuracy and currency of their personal data. It is their responsibility to promptly notify the HR Department of any changes, including but not limited to:

  • Mailing address
  • Residential address
  • Telephone numbers
  • Change in marital status
  • Income tax number
  • Name and number of dependents
  • Individuals to be contacted in the event of an emergency

3.7. Outside Employment​

Employees are not allowed to hold outside jobs, even in unrelated communities or professions, regardless of meeting their job description's performance standards. Employees engaged in alternative work (part-time or full-time) may face disciplinary action or termination.

3.8. Resignation​

If an employee wishes to resign, they must email the HR Manager and the concerned Line Manager.

For confirmed employees, a minimum notice period of 30 days or as agreed upon in their employment contract is required. The company reserves the right to accept or reject the resignation.

No final settlement of salary, benefits, or dues will be made until:

  1. All company property is returned in good condition.
  2. A No-Dues Certificate is issued by the Accounts or HR department.

3.8.1. Notice Period Requirement:​

Employees must serve a minimum notice period of 30 days or as agreed upon in their employment contract before resigning.

3.8.2. Penalty for Leaving Without Notice:​

If the Employee resigns or abandons their position without serving the required notice period, the Employer reserves the right to:

  1. Withhold Final Settlement: Outstanding salary, benefits, or dues will not be paid.
  2. Deny Experience Certificate: The employee will not receive an experience certificate or employment verification.
  3. Negative Reference: A negative review will be shared with future employers who contact the company for employment verification.
  4. Legal Action: The company may pursue legal action to recover damages or breach of contract penalties as deemed necessary.

This policy ensures compliance and continuity of operations within the company.

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Notice Period and Penalty for Unauthorized Resignation​

If an employee fails to provide the full month's notice, they must return the salary for the less notice period.

3.8.3. The following clearance is required from the employee:​

  1. Clearance from the MIS department, including closure of all AALA IT Solutions accounts (e.g., instant communication channels, email accounts, source code management accounts).
    1. Instant Communication Channels including Skype, MSN, Mattermost and Slack etc.
    2. Email Accounts including AALA' s Email and/or any other email account provided by AALA. e.g. client's email account.
    3. Source Code Management Accounts including GIT, Bitbucket, SVN etc. provided by AALA or client.
  2. Clearance from Finance, including any advance loan on salary.
  3. Return of all files, records, keys, and any other materials that are property of AALA to the Admin Department.

3.9. Procedure for Giving a Written Warning​

  1. The team lead responsible for addressing team member performance issues will meet with the team member privately, in the presence of an HR representative, to discuss performance concerns. During this meeting, the team member will be informed about specific areas of concern, including examples or incidents that have led to the need for a written warning.
  2. The team lead will send a warning email, with HR copied, detailing the date, time, and content of the discussion. The warning will clearly outline performance issues, expectations, and any actions required for improvement.
  3. The team lead will offer support and guidance to help the team member improve their performance.
  4. The team member will be informed by the team lead about available resources, training opportunities, or mentoring/coaching programs to address identified performance issues.
  5. In cases of ongoing performance issues, a progressive approach will be followed, with the team member receiving three written warnings before termination of employment.
  6. After the initial warning, the team lead will closely monitor the team member's performance for 20 days to assess improvement.
  7. If performance issues persist after the initial warning review, a second written warning will be issued, reiterating areas of concern and expectations for improvement.
  8. Following the second warning, the team lead will provide additional support and coaching to address performance issues effectively.
  9. If, despite receiving two warnings, the team member's performance remains unsatisfactory after 20 days, a third and final warning will be issued.
  10. The third warning will emphasize the seriousness of the situation and potential consequences, including termination of employment, if performance does not improve within 20 days.
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Progressive warnings are intended to give team members a fair chance to improve their performance. If, despite the warnings and reviews, their performance does not improve, termination may be considered as a last resort.

3.10. Termination of Employment​

The Company recognizes that not all employees will remain until retirement. This section clarifies the procedure for terminating the employment contract for permanent employees.

3.10.1 Notice Period​

If AALA IT decides to terminate an employee's services, one month's notice or one month's salary is provided to confirmed employees. Company will decide which option is taken. This rule does not apply to employees on probation or interns. Clearance rules for termination are the same as for resignation.

3.10.2 Notices​

  • Employees must submit a written notice to terminate their employment to their manager, following the notice period specified in their contract (usually one calendar month for those past the probationary period).
  • Confirmation of arrangements between the employee and manager, including the last working day, will be provided in writing.

3.10.3. Final Salary Payment and Deductions​

  • The final salary payment is typically made on the regular pay date after the notice completion or termination date.
  • Annual leave owed or owed to the Company will be calculated at 1/260th of the annual salary. Excess leave may be deducted from the final salary.
  • Any funds owed to the Company for study/examination purposes will be calculated, notified, and deducted from the penultimate or final salary payment.
  • Upon leaving, return all Company property to your manager.

4. Non-Compete and Non-Solicitation Agreement​

Upon leaving AALA IT Solutions, whether due to resignation, termination, or any other form of employment separation, employees agree to the following terms regarding client and employee relationships:

  1. Non-Compete Period: For a period of two years following the end of employment with AALA IT Solutions, the employee shall not directly or indirectly engage in, provide, or offer similar services to any client or partner of AALA IT Solutions for whom they worked during their employment.
  2. Non-Solicitation of Clients: During the two-year period, the employee shall not solicit, contact, or attempt to engage any former clients or partners of AALA IT Solutions with whom they interacted, directly or indirectly, during their employment.
  3. Non-Solicitation of Employees: The employee agrees not to hire or attempt to hire any current employees of AALA IT Solutions for any employment opportunities outside the company during this two-year period.
  4. Enforcement: Any violation of this clause may result in legal action, as it is intended to protect AALA IT Solutions’ business interests and client relationships.

5. Exit Interview​

An exit interview is an important opportunity to ask departing employees why they are leaving the organization. This information can provide valuable insights into AALA IT Solutions' operations and help the company improve its processes.