Purpose
The Human Resources Management Policy Document of the Federation of Barrier-Free Components aims to make clear the attitude of the Federation in terms of labour relations and rights, not limited to the civil sector in which it is located.
This Policy Document is also a guide for the member associations, volunteers and staff of the Federation and contains the ethical principles that constitute the essence of the work that will realise the vision of the Federation. These ethical principles also adopt the principle of respecting, protecting and promoting human rights in terms of daily functioning and internal communication.
The Federation aims to create a happy, productive, successful and healthy workforce that is fair, transparent and gives a voice, where employees have the opportunity to reveal their potential, where each employee contributes to the vision of the federation by creating value and is valued, with high performance, development-oriented, strong and effective leadership in every field, high collective culture and commitment.
Scope
The Human Resources Policy Document covers not only the executives and authorised boards of the Federation, but also our members, volunteers and all stakeholders with whom we carry out activities on behalf of the Federation.
The Policy Document is valid in the relations and activities of the associations that are members of the Federation.
All Federation managers and parties acting on behalf of the Federation act in accordance with the Policy Document, business processes and all relevant procedures are prepared, implemented and audited in accordance with the Policy Document.
However, the Federation executives and authorised boards; in order to make sure that they are aware of the policies to be applied, which policies the Federation and its members will adhere to and their responsibilities:
All officers and employees of the Federation, including the members of the General Assembly of the Federation and the members of the Board of Directors cover;
- Persons and institutions providing support services such as consultancy, attorneyship, consultancy, audit services to the Federation,
- Those who have any interest within the scope of the activities of the Federation,
- All suppliers, companies from which services and goods are purchased and all employees in this context,
- All persons and organisations working directly or indirectly on behalf of the Federation
It is important to understand that all practices and restrictions mentioned in the Policy Document also apply to the individuals and organisations mentioned above. It should not be forgotten that if these persons and organisations engage in any illegal or unethical behaviour, the Federation will be held fully responsible for this situation.
For this reason, in all activities to be carried out; general ethical principles, all policies and procedures and this Policy Document text should be taken into consideration and it should be ensured that all stakeholders, employees and officials act in accordance with this set of rules.
Principles
The Federation of Barrier-Free Components is against all forms of discrimination. For this reason, it prohibits discrimination based on religion, colour, race, sex, sexual orientation, gender identity, gender expression, pregnancy, disability, age, social status, ethnic identity, permanent illness, physical condition, marital status, political or philosophical opinion and similar grounds in all kinds of employment relationships, starting from the job and work announcement.
The Federation of Barrier-Free Components may set different levels for different positions regarding the skills and competences of its employees.
The Federation of Barrier-Free Components adopts supporting the personal and professional development of employees as a fundamental principle. Participation in trainings lasting more than 1 week is determined by the decision of the board of directors. A commitment is requested from the person who will participate in the training on how to share the outputs and results of the training with the Federation.
The Federation of Barrier-Free Components is obliged to adequately guarantee the physical and mental health and safety of its employees.
The Federation of Barrier-Free Components always adopts the principle of equal pay for equal work. No wage-based differentiation between male and female employees can be made by taking into account the rights gained due to seniority.
The Federation of Barrier-Free Components is obliged to apply universal human rights and labour rights standards. In addition, it fully complies with all relevant legislation within the legal system in Türkiye.
The employees of the The Federation of Barrier-Free Components communicate and work together within the framework of mutual trust and understanding, transparency, good faith, fairness, justice, solidarity and solidarity principles.
Recruitment and Resignation Processes
All recruitments are made according to the needs to be determined as a result of an accurate and effective planning process.
Measures are taken to prevent all kinds of discrimination in the workplace. It is essential that candidates are informed about the qualifications and requirements of the job in the most accurate and complete manner.
Depending on the nature of the vacancies, the management of the The Federation of Barrier-Free Components may deem it appropriate to open job adverts first to current employees and then outside the association.
It is essential that a jury of at least two people is always established in all recruitment processes, recruitment interviews, evaluation and decision-making processes. Gender equality in the jury is an indispensable element.
All necessary measures are taken to ensure that recruitment interviews are fair and equal. For this purpose, the use of pre-prepared materials is a basic requirement. No other factors other than the objective criteria applied to all candidates can be taken into consideration when making a recruitment decision.
All employment contracts are drawn up in accordance with international and national labour standards and legislation.
A comprehensive and detailed orientation programme is created and implemented for the recruited employees. Within the framework of this programme, the responsibilities and expectations of employees are explained accurately and clearly.
In the event that employees leave their jobs voluntarily, the dismissal interview is conducted by the general coordinator.
Dismissing employees is always the last option for the Federation. In this context, for dismissals to be carried out only for economic reasons, it is carried out according to the principles to be determined by the board to be formed by the Chairman of the Board of Directors, the treasurer, the general coordinator and a representative to be determined by the employees among themselves.
All employees must have a valid contract. Fixed Term Contracts should only be used where appropriate for deputising for a specific position, short-term needs and projects or specially funded positions.
Detailed job descriptions should be created for all positions. These descriptions should cover the nature of the work, the degree of responsibility, and the responsibility for decision-making so that employees can perform their work effectively.
All new employees should have an induction plan, which should be available to both the manager and the employee. This plan should cover several weeks and should be an ongoing process to enable the employee to familiarise himself/herself with his/her role within the Federation and to be sure of the scope of all his/her duties.
The induction plan should also be considered for existing employees who move to a new position, are promoted or return from an extended leave of absence (pregnancy or research and travel leave).
New employees should be provided with information about the vision, values and objectives of the Federation so that they understand the aims of the organisation and develop a sense of belonging.
The job description given to employees should be clear so that they understand what is expected of their performance and how their work contributes to the Federation's objectives.
Minor problems of poor performance, when first recognised, should be addressed by sharing experiences and providing information on how a similar problem has been resolved in the past. It is essential that problems are communicated in writing and recorded as far as possible.
No disciplinary action should be taken against an individual without adequate investigation and without giving the individual the right to respond in a timely and fair manner.
No employee should be dismissed for a first breach of the rules, unless there has been gross misconduct/negligence (e.g. bribery, harassment, embezzlement, child abuse, violence against women, discrimination, etc.). Examples of negligence and rule breaking should be given to all employees.
Before formal steps are taken to terminate an employee's employment for non-performance, all reasonable options to improve performance should be explored and warnings and the right to appeal should be given. The termination process and related payments should be managed in accordance with local law and in the best possible manner. The employee should have representation and appeal rights in this process. A simple checklist should be prepared and used to ensure that all steps in the termination process are completed.
The "Human Resources Management Policy" document is attached to personnel files.
"Human Resources Management Policy Document", "procurement rules", "Anti-Corruption Policy Document" are attached to the personnel files.
Employees who are assigned to projects are notified of this decision by the decision of the board of directors and added to their personal files.
In projects where cost sharing is in question, the funding institutions shall be informed, the cost sharing shall be recorded with the decision of the board of directors in the case of human resources, and the contributions of all institutions contributing to cost sharing shall be prepared in a way that will be visible on the detailed budget and approved by the decision of the board of directors, and the cost sharing shall be reflected in the project audit report during the project audit and/or Federation audit.
Salaries and Other Payments
The Federation of Barrier-Free Components pays full SSI premiums and taxes for all its employees. Salaries of full-time employees are paid within the first seven working days of the month.
Salaries in the Federation can never be reduced to a level that cannot meet the minimum living standards. In the event of possible difficulties arising from the financial situation of the organisation and the resulting extraordinary restrictions on increments, equality between employees and the subsistence of the lowest paid shall be carefully considered.
The salaries of the staff of the Federation may be adjusted on a monthly basis according to the economic conditions in the country in a way that does not cancel the accrued rights of the employee.
General Working Rules and Principles
Working Time Recording System
The methods to be applied regarding the system of recording working time shall be determined by the chairman of the board of directors of the Federation and shall be announced to the new starters in January each year, provided that it is also notified to the board of directors. If no changes are made, there is no need to make an announcement in January.
All activities and permits must be notified to the administrative coordinator on the day they are finalised.
- Weekend overtime: Overtime worked on weekends or on holidays and public holidays are recorded here.
- Off use: Off days used due to overtime work are recorded with this activity, not exceeding 8 hours per day.
- Travelling: The start and end times of the time spent on the road due to out-of-town work will be recorded here. The time spent on the road for travelling is counted in the working time.
- Stay due to travelling: Time spent outside of working and travelling on days when working outside the city can be entered under this activity. It is not compulsory to enter this activity because it is not calculated as working hours.
Working Time
-Standart working time is 8 (eight) hours a day, 5 (five) days a week, excluding Saturday and Sunday, for a total of 40 (forty) hours. (1 hour meal and rest period is included in the daily working time.) Employees are responsible for starting work at 10 am. at the latest. Work exceeding 45 hours per week in matters that do not meet the working hours are used as paid leave. It is recorded in the paid leave table after approval by the Chairman of the Federation Board of Directors.
-In extraordinary circumstances that may occur in the country, working hours and working method can be rearranged by the board of directors.
-The following periods, even if not actually worked, shall be counted as working time.
a) Periods spent at the workplace or waiting for work from the Federation in cases where he/she is assigned by the Federation outside the workplace,
b) the time spent on the road if the employee is sent by the Federation to work in a place other than the workplace,
Periods deemed to have been worked:
The following periods shall be deemed to have been worked in the calculation of annual paid leave and in terms of severance pay at the workplace:
Days when the employee is absent from work due to an accident or illness (a doctor's report is mandatory for sick leave exceeding 3 days),
Periods of time spent without working due to work holidays due to temporary reasons in the workplaces where he / she works,
Working Outside the Office:
Working outside the office is an exceptional situation. Except for the assignments made by the Federation, routine meetings and interviews required by the job, all employees assume maximum responsibility and endeavour not to work outside the office.
Office Rules and Sustainability
In order to keep the Federation open at all times, it is essential that employees organise their leave use appropriately. Answering the switchboard phone and the door is a common responsibility of the employees. This responsibility is shared among the employees on a daily basis.
Answering the Federation's hotline is the responsibility of the Hotline Officer, or in his/her absence, the General Secretary. The Financial and Administrative Affairs Officer/Financial Treasurer and the Legal Officer/Association Lawyer organise all financial and administrative affairs of the Federation.
Requests regarding the management of in-house software, corporate e-mail addresses, e-mail groups and social media accounts are notified to the Communications Officer. The Communications Officer is responsible for informing the needs and organising trainings on the subject. If the need is related to technical support and/or purchasing, he/she transfers the matter to the financial treasurer.
The office staff is responsible for ensuring that all equipment in the office is in working order. The staff ensures the repair of broken equipment by calling contracted institutions. In cooperation with the Financial Treasurer, the office staff purchases the equipment necessary for the smooth running of the office and concludes maintenance agreements.
The rules regarding the use of valuables for volunteers and staff are as follows:
- The person in charge of the item shall take all reasonable precautions to ensure that the item is not broken or stolen.
- In the event that the item is broken or stolen, the employee or volunteer in charge of the item is responsible for obtaining a police report (where required) and providing a written and signed report with the information required by insurance requirements or the association's accounting.
- Where the above conditions are reasonably fulfilled and there is no obvious imprudence or corruption in relation to the value of the item, the cost of the lost item is borne by the association and not by the volunteers or staff.
The Federation does not have a staff member specifically responsible for daily cleaning, tea and coffee making, kitchen cleaning and supplying materials. For this reason, all employees should assume joint responsibility for these tasks and do their best to prevent these tasks from becoming an extra workload by being carried out only by certain employees. The division of labour in these matters must be equitable and reasonable. All employees must keep all individual and/or common areas clean and tidy, especially the desks they use and their surroundings. Each employee must place the kitchen utensils used during the day in the dishwasher, observe that coffee and tea making is a common responsibility, inform the relevant person when he/she notices the lack of materials in the toilets and, if necessary, take part in providing the materials under his/her guidance/supervision.
The general secretary is generally responsible for the archive and inventory, but each employee is primarily responsible for the materials related to his/her field of work. The number of each brochure, etc. sent must be reported to the general secretary for inventory counting.
All mail received by the Federation, including fax messages, is received by the office staff and forwarded to the relevant person or persons. All employees send official e-mails with corporate content to the general secretary with the subject heading "incoming documents". The responsible person prints them out and records them in the incoming document book.
General Official Transactions
The Federation of Barrier-Free Components is obliged to fully implement the legislation on associations. All employees are obliged to send information about the time, place, content and scope of expenditures and the budget of any event they organise by e-mail to the financial treasurer and the relevant project coordinator. This information is important for writing the decisions of the Board of Directors and for other administrative procedures.
All employees are obliged to deliver 10 copies of all publications such as printed brochures, books, bulletins, etc. to the general secretary. It is a legal obligation to submit these copies in the annual declaration of associations.
Intra-Federation Communication and Federation Meetings
Communication within the Federation
The employees of the Federation shall show all necessary dedication and assume responsibility for the establishment of a transparent and fluent communication flow in the workplace.
In order for communication to run smoothly, it is essential that everyone acts responsibly and sensitively and communicates in an order and speed that does not increase the workload of other employees.
The Federation of Barrier-Free Components creates whatsapp and e-mail groups to support communication between employees and interns/volunteers. Employees are added to the mail groups used for general announcements, sharing of meeting reports, leave etc. with their corporate e-mail addresses. It is essential that mail and whatsapp groups are used within the purposes of the organisation.
The Federation's Human Resources Management Policy Document, rules and methods to be applied for its sustainability are determined by the board of directors and announced to the new recruits in January every year, provided that the board of directors and the presidents of the member associations are notified. If no changes are made, there is no need to make an announcement in January.
Intra-Federation Meetings
Meetings: The aim of the "Meetings", which can be requested by people who are in direct contact with prisoners and who make applications, especially thematic network representatives, is to enable employees to share their knowledge and experience with their colleagues in need and to support them through peer-to-peer learning. This meeting can be attended by the person's family member and/or all employees who can provide support on the subject. Participation is not compulsory.
Sharing Meetings: Sharing meetings aim for all employees to share facts and experiences about their own work during that month and to share positive/negative events/ideas/feelings about business processes. In these meetings, decisions can be taken unanimously regarding the management of business processes, or it can be decided to carry the issues to the Board of Directors meetings as an agenda item.
It is the responsibility of all employees to attend the monthly sharing meetings by preparing Monthly Business Follow-up Reports. Sharing meeting reports are kept on a rotating basis. Meeting reports are shared with the Board of Directors and all employees.
Board of Directors Meetings: The bi-monthly meetings of the Board of Directors are held among the members of the Board of Directors and will be open to the participation of employees if necessary. Agenda suggestions of the participants are collected via e-mail before the meeting. At the meetings, after the current agendas are discussed in all aspects, the decision stage is passed. Unanimity is the main goal at the decision stage. In cases where unanimity cannot be achieved, the Board of Directors is responsible for taking the initiative by taking into account the sensitivities and priorities of the relevant parties. In such cases, it is the duty of the Board of Directors to protect the trust and peaceful working environment within the organisation. For this purpose, the Board of Directors may choose options such as reopening the issue for further discussion in a different way or postponing the decision-making.
In addition, the Board of Directors may take decisions on issues that directly concern the Board of Directors in terms of risk and responsibility, such as finance, employment, ethics and legal context, through meetings that are open only to board members. These meetings are held outside of routine Board meetings.
Volunteer and Intern Recruitment
The The Federation of Barrier-Free Components recruits volunteers open to application every year regardless of certain intervals. Applications are received over the internet and the follow-up of the process and the relevant negotiations belong to the president of the federation authorised on behalf of the board of directors.
- Internship recruitment is announced on the website in line with the needs of the Federation.
- Information about the applications is published on the Federation's corporate website.
- An orientation meeting is held with interns and volunteers who meet the appropriate criteria and information is given about the functioning and principles of the organisation.
- Mutual approval is made regarding the working time and area of the Volunteer/Intern.
- After the signing of the Volunteering/Internship Agreement, the intern/volunteer process starts.
- All interns and volunteers are obliged to read the policy documents of the The Federation of Barrier-Free Components and comply with the relevant scopes.
Financial Responsibilities of Employees
The project coordinator is responsible for the realisation of the project implementation within the specified period and budget. The financial treasurer is responsible for the proper realisation of the expenditures made by the project coordinator and timely payments. The financial treasurer is responsible for periodically reporting the expenditures of all items of the budget to the project coordinator, funders and, where necessary, to the board of directors and supervisory board. Other employees are also obliged to follow the budget related to their work areas, to make their expenditures within the framework of this budget, to pay attention to budget overruns, etc., and to report additional funding plans and actual additional funding to the financial treasurer.
Employees are obliged to comply with the Anti-Corruption Policy and are responsible for the implementation of the procedures in the Procurement Rules document. Project coordinators and other employees are responsible for the proposals to be received and the request forms to be filled out in accordance with these rules, and for ensuring that these documents are delivered to authorised persons and that payments are made. In addition, all approved documents and invoices, documents of payments to be made during working hours on weekdays are submitted to the financial treasurer to be filed by the relevant employee.
Health and Safety of Employees
The Federation of Barrier-Free Components is responsible for the protection of the health and safety of employees and trainees/volunteers during their working time. Within this framework, it is necessary to work regularly to take all necessary measures. Opinions and suggestions regarding the creation of policies specific to this issue and with the necessary confidentiality are shared by the employees with the Board of Directors in writing via e-mail. The Board of Directors must share its decision and -if any- action plan (together with the distribution of tasks) with the employees in writing via e-mail within 30 working days.
The compliance of the Federation's working environment with the necessary minimum hygiene and cleanliness rules is the responsibility of the Federation office staff as well as the personal responsibility of everyone. It is the responsibility of the Federation of Components without Barriers to protect its employees from harassment and all kinds of oppressive behaviour (mobbing).
In case of violation of the Human Resources Management Policy Document, the duties of the relevant persons are terminated with the opinion of the ethics committee and the approval of the board of directors. Information and documents that need to be sent to the judicial authorities for the control of legal aspects are immediately forwarded.
Effective Date and Condition
The Human Resources Management Policy Document of the The Federation of Barrier-Free Components has been validated and entered into force with the 2020/01 Federation Board of Directors Decision dated 01/01/2020.