- **Planning Authority:** Department Heads plan recruitment for their departments. Executive Directorate approves recruitment plans exceeding $100,000 annual salary.
- **Planning Documentation:** All recruitment plans documented and maintained
- Structure: Compensation structure established by Human Resources Department with Executive Directorate approval, including: base salary (determined by position classification and market rates), performance bonuses (based on performance evaluations), and allowances (housing, transportation, as applicable). Structure reviewed annually and updated based on market analysis and budget constraints.
- Levels: Compensation levels established for each position classification: Entry Level ($40,000-$60,000), Professional ($60,000-$100,000), Senior Professional ($100,000-$150,000), Management ($150,000-$200,000), Executive ($200,000-$300,000), and SCC ($300,000+). Levels determined by: position responsibilities, required qualifications, market rates, and internal equity. Levels reviewed annually.
- Reviews: Regular compensation reviews conducted: annually for all positions (comprehensive review including market analysis, performance consideration, and budget constraints), upon promotion (compensation adjustment to new level), and upon significant role change (compensation adjustment to reflect new responsibilities). Reviews documented with rationale and approval.
- Adjustments: Compensation adjustments made as appropriate for: annual merit increases (based on performance, typically 2-5%), promotions (adjustment to new compensation level), market adjustments (to maintain competitiveness, typically annual), and retention adjustments (to retain critical talent, requires Executive Directorate approval). Adjustments require: performance justification, budget approval, and documentation. Adjustment authority: Department Heads (up to 5% increase), Executive Directorate (up to 15% increase), SCC (above 15% increase).
- Agreements: Non-disclosure agreements (NDAs) required for: all employees (standard NDA covering confidential information, trade secrets, and proprietary information), contractors (contractor NDA with specific scope), and third parties (third-party NDA for business relationships). NDAs must be signed before access to confidential information. NDAs reviewed by Legal Department and updated as needed.
- Obligations: Ongoing obligations under NDAs include: confidentiality of all confidential information, non-disclosure to unauthorized parties, non-use for personal benefit, and return/destruction of confidential information upon termination. Obligations continue after employment/contract termination. Employees trained on NDA obligations during onboarding and annually.
- Enforcement: NDA enforcement conducted as needed through: reminder communications (for minor violations), formal warnings (for significant violations), legal action (for material breaches), and termination (for willful violations). Enforcement decisions made by Legal Department with Executive Directorate approval. Enforcement actions documented.
- Duration: NDA duration specified in agreement: standard employee NDAs (duration of employment plus 3 years), contractor NDAs (duration of contract plus 2 years), third-party NDAs (duration of relationship plus 2 years, or as negotiated). Duration may be extended for highly sensitive information. Duration reviewed by Legal Department and updated as needed.
- Employee: Employees have access to their own personnel records, including: employment history, performance evaluations, compensation information, and training records. Access provided through: secure employee portal (for standard records), written request to Human Resources (for complete records), and in-person review (by appointment). Access provided within 5 business days of request. Employees may request corrections to inaccurate information.
- Management: Management access to personnel records for: direct reports (for performance management, compensation decisions), department employees (for department management, with appropriate justification), and all employees (for Executive Directorate, for institutional management). Access controlled through RBAC and audit logged. Management access reviewed quarterly.
- Authorized: Other authorized access to personnel records for: Human Resources (for HR functions), Legal Department (for legal matters, investigations), Internal Audit (for audits), and external auditors (for audits, with confidentiality agreements). Authorization requires: legitimate business purpose, appropriate security clearance, and documentation. Authorized access audit logged and reviewed quarterly.
- Restricted: Record access restricted as appropriate for: sensitive information (medical records, security clearance information, investigation records), which require additional authorization and are accessed only on need-to-know basis. Restrictions documented and reviewed annually. Unauthorized access is a violation of policy and may result in disciplinary action.
