Comprehensive Organizational Policies

HR Policy

A People-First Workplace

At Invigilate, we believe our people are our greatest strength. Our HR practices are designed to create a positive, transparent, and supportive environment where every employee can thrive. This website version of our HR policy provides a brief overview of the culture, expectations, and work environment we follow. It is intended for general understanding and does not serve as a legally binding document.

1. Work Culture & Values

At Invigilate, we follow a culture built on:

• Professionalism and Integrity:
  We expect all employees to maintain honesty, ethical behaviour, and mutual respect in all interactions.
• Collaboration and Team Spirit:
  We encourage open communication, teamwork, and support across departments to achieve organizational goals.
• Accountability and Ownership:
  Every team member is empowered to take responsibility for their tasks and contribute to operational excellence.
• Respectful Workplace:
  We are committed to maintaining a workplace where employees feel valued, heard, and treated respectfully at all times.

2. Working Hours & Attendance

Our aim is to provide a structured work routine while balancing flexibility and productivity.

Standard Timings

• Monday–Friday:9:30 AM to 5:30 PM
• Saturday:9:30 AM to 3:30 PM (may vary as per business needs)
• Sunday:Weekly off

Employees are encouraged to follow punctuality and plan their schedules responsibly.

Remote Work / Work-From-Home (WFH)

WFH may be allowed based on role requirements and managerial approval. Employees working remotely are expected to:

• Be available during standard working hours
• Stay connected through regular reporting and communication
• Participate in daily coordination, updates, and scheduled meetings

WFH compensation and attendance guidelines may differ from regular in-office work arrangements as per internal policy.

3. Leave & Holidays

Invigilate promotes a healthy work–life balance and encourages employees to take time off when needed.

Leave Overview

Employees may be eligible for different categories of leave such as:

• Casual Leave
• Sick Leave
• Public/Company Holidays

Leave is generally credited annually and may be subject to manager approval and business requirements.

Holiday List
Invigilate observes major national and regional holidays each year. (Example: Republic Day, Independence Day, Good Friday, Onam, Diwali, Christmas etc., as per the annual holiday list circulated by HR)
Invigilate HR Policy Version 1…

4. Workplace Etiquette & Dress Code

Professional Appearance

Employees are expected to dress appropriately based on their role and nature of work.

• Formal attire is recommended during client meetings or external interactions
• Smart casuals are allowed during regular office days or training activities
• Clothing should be neat, presentable and non-offensive

General Conduct

Employees are encouraged to:

• Maintain a positive and respectful attitude
• Uphold the company’s values
• Ensure a friendly and cooperative work atmosphere

5. Communication & Reporting

To ensure transparency and smooth workflow:

• Employees are encouraged to communicate planned leave or schedule changes in advance
• Daily or weekly reporting may be required depending on the role
• Reporting managers may define specific communication channels (email, HRIS, messaging platforms, etc.)

6. Our Commitment to You

Invigilate is dedicated to:

• Providing a fair, supportive, and inclusive work environment
• Encouraging learning and career growth
• Ensuring consistent and transparent HR practices
• Offering opportunities that promote personal and professional development

We believe in fostering a workplace where every employee feels valued, empowered, and motivated to perform their best.

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Disclaimer

This HR policy overview is created for website presentation purposes only. It summarizes internal practices to give visitors a broad understanding of our work culture. Detailed rules, procedures, entitlements, or employment terms are covered separately in the internal HR Manual and may vary by role, location, or company requirements.

Travel Policy

A Simple, Employee-Friendly Travel Framework

At Invigilate, work-related travel may be required for operations, assessments, client interactions, training programs, or administrative activities. Our Travel Policy is designed to make business travel smooth, comfortable, and transparent for all employees. This website overview offers a simplified summary suitable for external display and does not serve as a legally binding document.

1. Purpose of the Policy

The objective of the Travel Policy is to:

• Ensure employees travel safely and comfortably
• Provide clarity on eligible expenses
• Promote efficient and cost-effective travel practices
• Support employees with smooth reimbursement and coordination

Invigilate values employees’ time and well-being, and aims to make every official trip organized and stress-free.

2. Travel Eligibility & Approvals

Official travel may be required for:

• Assessment coordination
• Client meetings or site visits
• Training programs or workshops
• Administrative or operational duties
• Any activity approved by the reporting manager

Before planning any trip, employees should:

• Obtain approval from their reporting manager
• Share travel dates, purpose, destination, and estimated expenses
• Follow the approved mode of travel based on distance and requirement

3. Modes of Travel

Invigilate encourages safe and convenient modes of transportation.

Local Travel (Within City)

• Auto, cab, metro, or personal vehicle (fuel reimbursement as applicable)
• Employees should choose economical and efficient options whenever possible

Outstation Travel (Outside City / District)

• Bus, train, or flight depending on distance and urgency
• Travel class is decided based on role, availability, and manager approval

Airport/Station Transfers

• Cab/auto expenses are reimbursable with receipts

4. Accommodation

For outstation travel, accommodation may be arranged or reimbursed based on:

• Distance and duration of travel
• Assignment requirements
• Considerations for safety and comfort

Hotel selection should be:

• Safe and well-rated
• Budget-friendly
• Approved by the reporting manager in advance

5. Meal Allowance

Employees on official travel may receive meal reimbursement or a daily food allowance depending on:

• Duration of travel
• Destination cost levels
• Pre-approved limits

Meals should be reasonable and aligned with approved budgets.

6. Other Allowable Expenses

The following expenses may also be covered if directly related to official work:

• Local conveyance at the destination
• Internet or communication charges (if essential for work)
• Parking, tolls, or essential work-related utilities

All claims should be supported by receipts wherever applicable.

7. Non-Reimbursable Expenses

Certain expenses are personal in nature and not covered by the organization. Examples include:

• Leisure or personal shopping
• Room service upgrades
• Late checkout fees (unless required for work)
• Alcoholic beverages
• Personal travel during or after the trip

Employees are encouraged to clarify doubtful items with their manager in advance.

8. Safety & Conduct During Travel

Invigilate prioritizes employee safety. All employees should:

• Follow safety guidelines during travel
• Keep reporting managers informed of their schedule
• Maintain professional conduct during official assignments
• Ensure data and equipment safety while on the move

9. Reimbursement Process

To ensure smooth settlement of expenses:

• Employees should submit travel expenses promptly after completing the trip
• Bills/receipts should be organized and attached wherever applicable
• The approved travel form or expense sheet should be shared with HR/Finance
• Reimbursements will be processed as per internal timelines

10. Invigilate’s Commitment

We strive to make official travel:

• Hassle-free
• Comfortable
• Safe
• Transparent

Invigilate appreciates the dedication of employees who travel for work and ensures they receive the support and clarity needed for a smooth experience.

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Disclaimer

This Travel Policy is a simplified overview created for public display on the Invigilate website. Detailed allowances, approval workflows, reimbursement limits, and internal operational guidelines are covered separately in the company’s internal Travel & Expense Manual.

Escalation Matrix

Invigilate is committed to maintaining a smooth, supportive, and responsive work environment for all employees, assessors, partners, and stakeholders. Our Escalation Matrix ensures that any concern—whether operational, administrative, HR-related, or assessment-related—is addressed promptly, fairly, and transparently.

This is a simplified overview suitable for public display and does not replace detailed internal SOPs.

1. Purpose of the Escalation Matrix

The Escalation Matrix helps:

• Resolve issues quickly at the right level
• Ensure accountability and transparency
• Provide clear communication channels
• Avoid delays and ensure smooth functioning
• Build trust among employees, assessment staff, clients, and partners

2. When to Use the Escalation Matrix

You can use the escalation structure for concerns related to:

• Assessment operations
• Scheduling or centre coordination
• HR or workplace issues
• Travel or reimbursement queries
• IT or platform challenges
• Grievances from candidates, assessors, or partners
• Any unresolved concern needing higher-level attention

3. How Escalation Works

Invigilate promotes first-level resolution, where employees and stakeholders are encouraged to raise issues directly with the person closest to the process. If the issue is not resolved within the expected timeframe, it moves to the next level.

4. Escalation Levels & Responsibilities

Below is a simple and website-ready 4-tier escalation structure, derived from your policy framework:

• Level 1 – Immediate Point of Contact

Role:

● Reporting Manager
● Regional Operations Manager
● HR Executive (for HR-related matters)
● IT Support Desk (for technical issues)

Use this level for:
Day-to-day operational queries, scheduling issues, attendance/leave queries, portal access, ID verification, local assessment matters, travel clarifications, etc.
Expected Resolution Time: 1–3 working days

• Level 2 – Functional Head

Role:

● Head of Operations
● Head of Quality Assurance
● Head of HR
● IT Manager
● Finance Manager (for payments or reimbursements)

Use this level for:
Concerns not resolved at Level 1, or issues requiring functional intervention such as assessment discrepancies, evidence issues, operational delays, IT escalations, or policy clarifications.
Expected Resolution Time: 5–7 working days

• Level 3 – Senior Management

Role:

● Chief Executive Officer (CEO)
● Compliance & Governance Head (as applicable)

Use this level for:
High-severity issues, unresolved grievances, compliance-related matters, disputes, or issues requiring strategic decision-making.
Expected Resolution Time: 10–15 working days

• Level 4 – External / Regulatory Escalation

Role:

● Awarding Body / Sector Skill Council
● NSDC / Scheme Authorities
● Relevant Government/Industry Body

Use this level for:
Cases requiring third-party intervention, unresolved appeals, scheme-specific disputes, or matters falling outside Invigilate's control.
(Used only when required, as per scheme norms.)

5. Issue Categories & Typical Escalation Path

6. Communication Channels

Stakeholders may reach out through:

• Email: support@invigilate.in / grievance@invigilate.in
• Helpline: 1800-890-8599
• Portal/Form: Official grievance/contact page on the website
• Regional Office Contacts: Shared during onboarding or assessment scheduling

7. Our Commitment

Invigilate assures:

• Transparent and timely resolution
• Impartial review of every concern
• Respect, confidentiality & non-retaliation
• Continuous improvement based on feedback

We believe that an open communication culture is key to building trust and delivering excellence in all our operations.

Conflict & Mitigation Framework

At Invigilate, we understand that conflicts may arise in day-to-day operations, assessments, workplace interactions, or coordination with partners. Our goal is to resolve issues quickly, fairly, and professionally through a structured, collaborative, and transparent approach.

This Conflict & Mitigation Framework provides a simple overview of how Invigilate identifies, manages, and resolves conflicts while maintaining trust and efficiency.

1. Purpose of the Framework

The Conflict & Mitigation framework ensures:

• Fair handling of disagreements or disputes
• Clear communication channels
• Quick and structured resolution
• Prevention of escalation
• Accountability at each stage
• Maintenance of a respectful and productive environment

It applies to employees, assessors, candidates, partners, training centres, and external stakeholders.

2. Types of Conflicts That May Occur

Conflicts may arise in areas such as:

Operational Conflicts

• Scheduling delays
• Centre readiness issues
• Evidence submission gaps
• IT/platform problems

Interpersonal Conflicts

• Miscommunication between team members
• Misalignment on task responsibilities
• Behavioural misunderstandings

Assessment-Related Conflicts

• Disputes regarding results or scoring
• Candidate grievances
• Assessor performance concerns

Compliance Conflicts

• Deviations from guidelines
• Alleged malpractice or integrity cases
• Data or documentation inconsistencies

Administrative/Support Conflicts

• HR policies
• Travel reimbursements
• Financial queries

3. Conflict Resolution Principles

Invigilate follows these guiding principles:

• Early Intervention
  Address issues as soon as they appear to maintain smooth operations.
• Neutral & Fair Handling
  All conflicts are reviewed impartially, without bias toward any party.
• Respectful Communication
  Every stakeholder is treated with dignity, regardless of the issue.
• Confidentiality
  Sensitive information shared during conflict resolution is handled discreetly.
• Documentation & Transparency
  Processes, communication, and outcomes are documented for accountability.
• Zero Retaliation
  No stakeholder faces negative consequences for raising a concern in good faith.

4. Conflict Mitigation Process

Invigilate uses a structured, step-by-step approach to resolve conflicts efficiently.

Step 1: Identification & Acknowledgment

● Concern is identified by the employee, assessor, candidate, or partner.
● Issue is shared with the immediate point of contact (manager/regional coordinator).
● Acknowledgment is provided promptly.

Step 2: Root Cause Analysis (RCA)

The responsible functional team reviews:
● What caused the conflict?
● Who is impacted?
● Is it operational, behavioural, or process-related?

(RCA approach inspired by Assessment Policy structure for issue handling)

Step 3: Discussion & Mediation

● Both parties discuss the issue with a neutral mediator (manager/QA/HR).
● Each side explains their perspective respectfully.
● The mediator ensures clarity, avoids blame, and steers towards solutions.

Step 4: Solution & Corrective Action

Once clarity is established:

● A mutually acceptable solution is drafted
● Roles and responsibilities are assigned
● Timelines are defined
● Preventive measures are recorded for future avoidance

Examples:

● Scheduling adjustments
● Additional training
● Updated communication protocol
● Clarification of expectations
● Process improvements

Step 5: Monitoring & Closure

● Implementation is tracked
● Follow-up check-ins ensure the issue does not recur
● Conflict is formally closed after all actions are completed

5. Preventive Mitigation Strategies

Invigilate prioritizes prevention over correction. Preventive methods include:

Regular Communication

Weekly syncs, operational briefs, and alignment meetings.

Clear SOPs & Role Definitions

Well-defined responsibilities minimize operational friction.

Training & Capacity Building

Periodic training for assessors, staff, and partners to reduce misunderstandings.

Conflict of Interest Checks

Ensures independence, fairness, and transparency in assessment roles.

Quality Assurance Monitoring

Early detection of gaps helps avoid escalation (aligned with QA monitoring in your policy).

Feedback Channels

Open channels allow early reporting before concerns grow into conflicts.

Culture of Respect

Encouraging a supportive environment reduces interpersonal conflict.

6. When Conflicts Need Escalation

If the conflict cannot be resolved at the initial level, it moves through Invigilate’s Escalation Matrix:

1. Level 1 – Immediate Supervisor / Regional Operations

2. Level 2 – Functional Heads (Ops, QA, HR, IT, Finance)

3. Level 3 – Senior Management (CEO/Compliance)

4. Level 4 – External Bodies (AB/SSC/NSDC), if required

7. Our Commitment

Invigilate is committed to:

• Creating a positive and safe environment
• Ensuring fairness in every interaction
• Listening to every concern with empathy
• Acting quickly and professionally
• Maintaining transparency at all levels

We believe that addressing conflicts respectfully leads to stronger relationships, better teamwork, and higher service quality.

POSH Policy

1. Purpose

Invigilate is committed to providing a safe, respectful, and inclusive work environment. This Policy outlines our approach to preventing and addressing sexual harassment at the workplace in line with the spirit of the POSH Act, 2013.

2. Scope

This Policy applies to:

• All employees (full-time, part-time, interns, consultants, contractual staff)
• Any person visiting our premises or associated with Invigilate’s work
• Any workplace-related setting, including travel, events, online communication, or remote work

3. What Constitutes Sexual Harassment

Sexual harassment includes any unwelcome act, behavior, or communication (verbal, non-verbal, physical, or digital). Examples include:

• Unwelcome comments, jokes, messages, or gestures of a sexual nature
• Display of sexual content or inappropriate messages
• Unwanted physical contact
• Requests for sexual favors or any behavior with implications for employment decisions
• Any conduct that creates an intimidating, hostile, or offensive work environment

4. Employee Responsibilities

All employees are expected to:

• Maintain professional behavior at all times
• Be respectful in interactions (offline & online)
• Report any incident of harassment—direct or observed
• Support the investigation process when required

5. Reporting an Incident

Employees may report any concern or complaint through:

• Email to the POSH Committee (details enclosed below)
• Verbal/written submission to any Committee member
• Anonymous reporting via designated internal channel (if provided)

Confidentiality will be maintained at all stages.

No employee will face retaliation for making a genuine complaint.

6. Inquiry Process

All employees are expected to:

• The Committee will begin reviewing a complaint within 3 working days
• A formal inquiry, meeting both parties, will be completed within 90 days
• A written report of findings will be submitted to the management
• Appropriate corrective action will be taken based on findings

7. Possible Actions

Based on the severity of misconduct, actions may include:

• Counseling
• Written apology
• Warning or suspension
• Termination of employment
• Mandatory training or sensitization

8. Support for Complainant

Invigilate ensures:

• Emotional support
• Option of changing teams/roles during inquiry period
• Work flexibility if required
• Strict confidentiality and non-retaliation

9. Awareness & Training

• POSH orientation for all new joiners
• Annual refresher training for all employees
• Regular communication on safe workplace practices

10. Zero-Tolerance Statement

Invigilate maintains a strict zero-tolerance approach towards sexual harassment. Creating a respectful and safe workplace is everyone’s collective responsibility.

Governance Policy

Invigilate is committed to operating with the highest standards of ethics, professionalism, and transparency. Our Governance Policy outlines how we manage responsibilities, decision-making, and oversight to ensure smooth functioning across all teams and operations.

This policy reflects our values, promotes accountability, and ensures that our organization remains aligned with best practices, stakeholder expectations, and our commitment to quality.

1. Purpose of the Governance Policy

The Governance Policy exists to:

• Establish a clear, transparent structure for roles, responsibilities, and decision-making
• Promote fairness, accountability, and ethical conduct across all levels
• Ensure consistent, reliable, and compliant operations
• Enable effective leadership and operational clarity
• Strengthen trust among employees, partners, clients, assessors, and all stakeholders

It serves as a guiding framework for how Invigilate functions, grows, and maintains quality in all its activities.

2. Governance Principles

Invigilate follows a set of core principles that define our governance approach:

• Transparency
  Clear communication, open processes, and accessible information for all stakeholders.
• Accountability
  Every individual takes ownership of their responsibilities and outcomes.
• Integrity & Ethics
  Honesty, neutrality, fairness, and impartiality in all operations.
• Compliance
  Adherence to internal policies, guidelines, and relevant industry standards.
• Inclusivity & Equal Opportunity
  A work culture free from bias, discrimination, or conflict of interest.
• Continuous Improvement
  Regular review, monitoring, and enhancement of processes.

3. Governance Structure

Invigilate follows a multi-layered governance model to ensure clarity and efficiency.

A. Board of Directors & Senior Leadership

Responsible for strategic direction, policy approval, and organizational oversight.

B. Quality Assurance & Compliance Leadership

Ensures adherence to internal policies, ethical standards, and regulatory expectations.

C. Operations Leadership

Oversees day-to-day functioning, assessment coordination, staff deployment, and service delivery.

D. IT & Data Governance Team

Manages systems, cybersecurity, data protection, platform performance, and digital integrity.

E. HR & Admin Governance

Handles HR policies, training, employee welfare, administrative controls, and culture-building.

F. Finance Governance

Ensures transparent financial management, billing accuracy, and compliance with financial standards.

G. Internal Communication & Reporting Channels

Facilitates structured reporting, timely escalation, and clarity across all levels.

4. Roles & Responsibilities

All roles in the organization are aligned with Invigilate’s mission and values.

• Leadership Team

● Defines goals, direction, and priorities
● Oversees policy implementation
● Reviews performance, risks, and improvement plans

• Functional Heads

● Ensure team-level governance
● Maintain SOPs, checklists, and quality standards
● Monitor operational accuracy and reporting

• Employees & Assessors

● Follow ethical practices
● Adhere to guidelines, timelines, and responsibilities
● Maintain professionalism and independence

• Support Teams

● HR, IT, and Finance ensure smooth operations and compliance
● Provide guidance, resources, and workflow support

5. Governance Mechanisms

To maintain strong governance, Invigilate uses the following mechanisms:

Structured Decision-Making

Defined approval levels ensure clarity and accountability.

Monitoring & Review

Regular internal reviews and audits promote continuous improvement.

Risk Management

Proactive identification and mitigation of operational, financial, and compliance risks.

Documentation & Reporting

Clear record-keeping, compliance logs, and systematic updates.

Conflict of Interest Checks

Ensures fairness and neutrality in assessment activities and internal operations.

Issue Escalation

Guided by the organization’s Escalation Matrix to resolve concerns promptly.

Stakeholder Feedback

Feedback from employees, assessors, partners, and clients drives improvement.

6. Ethical Governance Standards

Invigilate upholds ethical conduct through:

• Strict anti-bribery and anti-fraud expectations
• Neutral assessment processes
• Respect for confidentiality and data privacy
• Zero tolerance for bias, harassment, or misconduct
• Encouragement of responsible whistleblowing with full protection

7. Continuous Improvement & Policy Review

Governance is an evolving process. Invigilate periodically:

• Reviews policies and procedures
• Updates guidelines based on operational insights
• Enhances governance mechanisms based on feedback
• Strengthens compliance as industry norms evolve

This ensures our governance remains effective, relevant, and aligned with best practices.

8. Our Commitment

Invigilate remains committed to:

• Transparent and responsible leadership
• Fair and ethical work practices
• Strong compliance and quality assurance
• Empowering employees and stakeholders
• Maintaining integrity in all operations

We believe that robust governance builds trust, strengthens performance, and drives long-term success for the organization and the communities we serve.