Purpose
Ensure personnel receive the current handbook, understand their responsibilities and provide a retained acknowledgment.
Steps
| # | Action | Details | Evidence |
|---|---|---|---|
| 1 | Identify in-scope personnel | Each new employee and any contractor, consultant or third party to whom the handbook applies, regardless of their location. | Onboarding roster |
| 2 | Provide the current approved handbook | Identify Compliance (compliance@bitkaya.io), Human Resources and manager contact channels as sources for clarification. | Handbook issue record |
| 3 | Allow questions and clarify handbook scope | Clarify that the handbook does not create an employment contract but provides guidance on company policies and expectations. | Q&A log |
| 4 | Obtain acknowledgment | Confirm receipt and reading of the handbook; understanding of its contents, including employee responsibilities, the Anti-Bribery and Corruption (ABC) Policy, the Whistleblower Policy and Reporting process, and the Code of Ethics; agreement to follow the rules, standards, and principles described in it; and understanding that failure to follow these policies may result in disciplinary action, up to and including termination, and may be reportable to regulators or law enforcement. | Signed acknowledgment |
| 5 | Collect signatures and acknowledgment date | Employee signature, manager or supervisor signature, and acknowledgment date on the Employee Handbook Acknowledgment Form. | Acknowledgment form |
| 6 | Store the signed acknowledgment | In the controlled evidence repository with access limited to authorized personnel. | Evidence repository record |
| 7 | Reissue handbook after material change | Obtain renewed acknowledgment when directed by Compliance; employees will be notified and must review updates promptly. | Reissue and renewed acknowledgment |
| 8 | Escalate missing or overdue acknowledgments | To the manager, Human Resources and Compliance; personnel shall not be treated as fully onboarded until required acknowledgment is complete. | Escalation record |
Exceptions and Escalation
Personnel shall not be treated as fully onboarded until required acknowledgment is complete. Refusal or inability to acknowledge shall be documented and escalated before access or duties continue.
Records
- Current handbook issue record
- Signed or electronically authenticated acknowledgment
- Questions and clarifications
- Reminder and escalation evidence
Relationships
- Policy: POL-EMP-001 Employee Handbook
- Process: PRC-RSA-001 Resilience Systems and Assurance
- Control: CTRL-EMP-001 Ensure Employee Handbook Acknowledgments Are Complete
Assurance
Runtime effectiveness results are maintained in Odoo and assessed through the Hermes workflow tracked in ISS-HERMES-001. This note defines design, ownership, evidence expectations and testing method; it does not contain a manually maintained operation, evidence or overall effectiveness rating.
- Frequency: onboarding and after material handbook change
History
- 2026-07-26: Created from sections 2 and 10 of the approved Employee Handbook.