Created in Canva
STANDARD OPERATING PROCEDURES & WORK INSTRUCTIONSA COMPREHENSIVE GUIDE TO WORKPLACE SECURITY, IT PROTOCOLS, AND ADMINISTRATIVE EXCELLENCESplit Second Holdings, Ltd. v1 2026
Administrative & Human Resources Welcome & Overview This is a compilation of the standardized procedures and core operating protocols for Split Second Holdings, Ltd. It serves as a unified reference guide for all employees to ensure consistency, safety, equity, and operational excellence across administrative and human resource functions. All employees are required to read, understand, and comply with the guidelines set forth in this booklet. 2
Administrative & Human Resources Table of Contents Module 1: Recruitment Procedures Module 2: Attendance, Punctuality & Leave Policy Module 3: Employee Development & Mentorship Module 4: Corporate Meeting Protocols Module 5: Supply & Equipment Procurement Module 6: Office Equipment Proper Use Guidelines Module 7: Workplace Health, Safety & Emergency Procedures 3
Administrative & Human Resources Module 1: Recruitment Procedures 1. Job Description & Posting Needs Assessment: Unit leads, Administrative Officer, and Office Manager collaborate to identify staffing requirements, duties, and minimum qualifications. Drafting & Placement: Comprehensive, values-aligned job descriptions are published across optimized platforms (company website, professional networks, social media) to attract a diverse talent pool. Clear deadlines and file requirements must be detailed. 2. Candidate Selection & Interviewing Screening: Administrative Officer and Office Manager screens resumes systematically against the target parameters outlined in the job description, prioritizing culture fit and core skills. Panels & Logistics: Shortlisted candidates are invited with flexible slotting where possible. Panels must comprise diverse, inclusive representation from HR, Management, and relevant Unit Leads. Conduct: Standardized interview questions are systematically asked, providing candidates adequate time to elaborate in a comfortable, dialogue-driven environment. 3. Selection, Offer & Onboarding Consensus: Panel members document feedback based on predetermined evaluation criteria to reach a collective hiring decision. Offer Presentation: Competitive, market-reflective offer packages details are communicated personally or via phone call. Onboarding: New hires undergo orientation covering corporate policies and culture. A mentor or "buddy" is assigned to guide them through the early weeks, backed by regular check-ins. 4
Administrative & Human Resources Module 2: Attendance, Punctuality & Leave Policy 1. Attendance Requirements & Core Hours Standard Shift: Standard office hours are 2:00 PM to 11:00 PM, Monday through Friday. Workstations: Employees must be present at their designated stations (in-office or remote) ready to work at the shift start time. Tracking Logs: Hours must be verified using the Isuweldo system alongside the WhatsApp Business Timekeeping group chat. Breaks: Employees receive one 10-minute paid break and one 60-minute unpaid lunch break per day, coordinated with supervisors. 5
Administrative & Human Resources Module 2: Attendance, Punctuality & Leave Policy Leave Type Allocation / Eligibility Key Conditions & Documentation Vacation Leave (VL) 25 days/year (Accrues up to 27 days based on tenure) Requires supervisor approval; covers leisure or personal needs. Sick Leave (SL) 7 days/year of paid leave Personal illness/medical visits; doctor’s note required for extended stays Bereavement Leave 5 days/year of paid leave Death of an immediate family member; requires obituary/certificate Maternity Leave 105 days paid (Live birth); 60 days paid (Miscarriage/Emergency) Compliant with RA 11210; requires medical certificate/birth proof Paternity Leave 7 days/year of paid leave Compliant with RA 8187; requires marriage contract & birth certificate Emergency Leave Case-by-case basis (Limited duration) For urgent, unforeseen incidents; documentation may be requested Probationary Allotment 12 days total Accrual Paid Time Off (PTO) Allocated explicitly as 7 Vacation Days and 5 Sick Days during probation 2. Leave Architecture & Eligibility The company provides comprehensive paid and unpaid leave structures for eligible full-time employees: 6
Administrative & Human Resources Module 2: Attendance, Punctuality & Leave Policy Leave Request Policy and Coverage Guidelines 1. Request Timelines & Expirations Advance Notice: Standard leave requests must be logged through an Outlook Calendar Email to your direct supervisor at least 5 business days in advance. Review Period: Approvals or denials will be returned within 2 business days. PTO Carryover: Unused PTO carries over into the next year but will expire at the end of March of that following year. 2. Mandatory Leave Coverage Plan To maintain continuity of business operations and protect project timelines, all planned leaves require a mandatory, pre-approved coverage plan submitted in advance. This is especially critical for team members assigned to active project deliveries. When submitting your leave request, you must adhere to the following guidelines: Identify a Backup: Before submitting your request, identify a qualified colleague who agrees to cover your specific responsibilities, meetings, and deliverables during your absence. Document and Handover: Provide a clear, written handover document outlining current project statuses, upcoming deadlines, and critical contacts to your designated backup and supervisor. Conditional Approval: Vacation requests will only be formally approved once your supervisor has reviewed and confirmed that your proposed coverage plan is adequate and that project delivery timelines will not be compromised. ⚠ Important Note: Failing to secure a pre-approved coverage plan for planned absences may result in the delay or denial of your leave request. 7
Administrative & Human Resources Module 2: Attendance, Punctuality & Leave Policy 3. Absence Management & Non-Compliance Reporting: Unplanned absences must be communicated via WhatsApp or phone call prior to the shift start. AWOL Options: Failure to report an unplanned absence constitutes Absence Without Official Leave (AWOL). AWOL hours are resolved via: a.FLEXI: Making up lost time by working extended hours (notified via WhatsApp Timekeeping). b.No Pay: The default standard penalty. Consequences: Chronic tardiness or unexcused absences trigger progressive disciplinary action, downgrade annual performance scores, and may result in termination. 8
Administrative & Human Resources Module 3: Employee Development & Mentorship 1. Training Needs Assessment & Development Skill Gaps: HR tracks performance logs, reviews, and the corporate Nonconformance Log to map out precise training requirements. Modality Mix: Custom training programs utilize diverse mediums, including formal instructor-led classes, digital e- learning paths, interactive seminars, and cross-training workshops. 2. Mentorship Framework Matching: Mentees are deliberately paired with experienced coaches based on professional milestones and mutual competencies. Structure: Mentorship pairs connect on a fixed schedule to navigate challenges, share critical feedback, and log operational milestones. 3. Career Path Planning & Tracking Development Plans: Individual Development Plans (IDPs) are generated interactively between staff and managers to map short- and long-term targets. Reviews: Scheduled performance reviews assess concrete execution against IDP milestones, ensuring top performers are provided cross-functional growth and promotion tracks. 9
Administrative & Human Resources Module 4: Corporate Meeting Protocols 1. Pre-Meeting Planning Agenda & Roster: A detailed agenda containing precise topic time-allocations and designated speakers must be sent out in advance. Invitations should strictly target essential personnel. Logistics: Physical rooms must be reserved with adequate seating and active audiovisual channels. For remote connections, a formal calendar invitation must be routed through Outlook containing a functional Google Meet link.
Administrative & Human Resources Module 4: Corporate Meeting Protocols 2. Meeting Execution Etiquette Punctuality: Meetings begin exactly at the designated time, regardless of missing attendees. Flow Control: The facilitator reviews the previous minutes, introduces the agenda, guides dialogue, and prevents off-topic discussions. Etiquette: Virtual callers must maintain muted microphones unless presenting. Professionalism, constructive feedback, and uninterrupted listening are strictly mandatory. 11
Administrative & Human Resources Module 4: Corporate Meeting Protocols 3. Minutes & Tracking Turnaround: The designated secretary/notetaker must record decisions, key points, and action items. Approved minutes must be distributed to stakeholders within 24 hours. Follow-Up: Deadlines recorded in the Action Item Tracker are monitored actively, and status updates are provided at subsequent sessions. 12
SCENE 2 Administrative & Human Resources Module 5: Supply & Equipment Procurement 1. Needs Assessment Before submitting a procurement ticket, the requesting manager must verify: 1.Is this item critical to immediate job functions? 2.Can active assets be repaired or repurposed instead? 3.Has the physical corporate Asset Inventory been checked for available stock? 2. The Procurement Lifecycle 13
SCENE 2 Administrative & Human Resources Module 5: Supply & Equipment Procurement 2. The Procurement Lifecycle Submission: Requesting parties fill out the Supply/Equipment Request Form, specifying descriptions, quantities, expected costs, urgency levels, and formal justifications. Items exceeding corporate financial thresholds demand Executive/Owner clearance. Procurement Audit: Administrative staff verify active budget lines, process vendors using the Critical Supplier Questionnaire, and secure competitive quotes. Receipt: Arriving hardware must be cross-checked against the purchase order, evaluated for damage, logged into the Asset Inventory, and assigned maintenance records. 14
SCENE 2 Administrative & Human Resources Module 6: Office Equipment Proper Use Guidelines All employees must handle business assets responsibly and report defects directly to IT/General Affairs. Self-repair is strictly prohibited. Detailed Equipment Protocols Computers: Restricted to authorized business tasks. Unauthorized software installations are banned. Device power cables must connect securely to an Uninterruptible Power Supply (UPS)—direct wall outlet connection is prohibited. UPS units or power strips must not sit directly on the floor. Shut down the UPS before leaving, but leave it plugged in to prevent battery drainage. 15
SCENE 2 Administrative & Human Resources Module 6: Office Equipment Proper Use Guidelines Company Mobile Phones: Personal use is strictly prohibited. Devices must be charged regularly, kept prominently on desks for routine compliance audits, and shut down completely before leaving work. Detailed Equipment Protocols Air Conditioners: Operated strictly for energy efficiency. Under no circumstances should an employee change or reset timers calibrated by the IT-Infra team. Printers & Laminators: Used only for company-approved documents[cite: 1]. Jams or heating faults must be flagged immediately without self- repair attempts. Refrigerators & Televisions: Refrigerators are subject to regular clean-outs; expired or hazardous storage is prohibited. Televisions are restricted to company presentations, official announcements, or authorized media viewings. 16
SCENE 2 Administrative & Human Resources Module 7: Workplace Health, Safety & Emergency Procedures Split Second Holdings adheres to the BIFMA Guidelines to ensure optimal physical health and comfort. Display Height: The top of the computer monitor must align exactly with the user's eye level, whether sitting or standing. Viewing Distance: The physical distance between the monitor face and the user’s eyes must be no less than 15.7 inches. Work Surface Space: Desk configurations must guarantee a thigh clearance height of at least 26.8 inches, a knee depth profile no less than 17 inches, and a total thigh room width no less than 19.8 inches. Daily Wellness Breaks: Formal mindfulness and relaxation breaks are observed company-wide every day at 4:00 PM and 9:00 PM Employees are encouraged to leverage fitness challenges and take separate mental health days when required. 1. Ergonomic Standards & Workplace Hygiene 17
SCENE 2 Administrative & Human Resources Module 7: Workplace Health, Safety & Emergency Procedures 2. Emergency Crisis Protocols A. Fire Emergency Response: Stop operations immediately upon alarm activation, close doors to isolate flame travel, and walk briskly out through designated escape paths P.A.S.S. Suppression Method: Trained personnel tackling localized fires should operate fire extinguishers using this method 1.Pull the safety pin 2.Aim at the structural base of the fire 3.Squeeze the operating lever 4.Sweep the nozzle firmly side-to-side B. Earthquake Response Drop: Drop onto hands and knees to establish stability and shield against falling debris. Cover: Seek shelter beneath a heavy BIFMA desk or stay near an interior load- bearing structural wall away from glass. Hold On: Grip the shelter firmly until all movement stops. Evacuate via stairs once safe; do not use elevators. 18
SCENE 2 Administrative & Human Resources Module 7: Workplace Health, Safety & Emergency Procedures 2. Emergency Crisis Protocols C. Flood Action Move instantly to designated high- ground zones or upper structural storeys upon receiving a warning. Do not walk or drive through standing water. A. Solar Generator Area Access is strictly limited to authorized and certified technicians. LOTO Protocol: Lockout/Tagout procedures must be fully executed to isolate hazardous high-voltage electrical circuits before commencing maintenance. Operations are strictly suspended during heavy rain, high winds, or lightning storms. B. Water Tanks & Pressure Pumps Keep the immediate area completely clean and dry to eliminate slip hazards. LOTO procedures must be fully enforced on electric pumps during servicing. Technicians must check pressure relief valves routinely to mitigate high-pressure failure risks. 3. Special Technical Utility Zones 19
SCENE 2 WORK INSTRUCTIONS Table of Contents Section I: Clean Desk & Clear Screen Policy Section II: Corporate Confidentiality Protocols Section III: IT & Internet Usage Guidelines Section IV: Mail & Email Handling ProceduresOur Mission: To establish and maintain a clean, organized, and secure workplace environment by minimizing clutter, protecting sensitive information, and promoting absolute professionalism across all channels. 20
SCENE 3 SECTION I — CLEAN DESK & CLEAR SCREEN This policy applies to all employees, contractors, and visitors utilizing workspaces within company premises to ensure physical and digital information remains secure. Clean Desk: Clear your desk of all non-essential items at the end of each workday. Store physical files in designated storage solutions or locked drawers. 1. Purpose & Scope 2. Daily Workspace Guidelines 21 Clear Screen: Always lock your computer screen () when leaving your desk, even for short breaks. Log off or fully shut down your computer at the end of the day. Personal Items & Food: Limit personal knick- knacks to maintain a professional workspace appearance. Consume food and drinks strictly in designated break areas—never leave food containers on your desk.
SECTION I — CLEAN DESK & CLEAR SCREEN Only keep active documents on your desk during productive hours. Shred or securely dispose of sensitive physical documents immediately when no longer needed. Monitor shared office equipment (printers, copiers) and collect printouts immediately so confidential data is never left exposed. [ ] Clear the desk surface of all documents and personal items. [ ] Lock away confidential materials safely. [ ] Shut down or log off your computer workstation. [ ] Ensure all shared printers or copiers are clear of your documents. 3. Paper & Equipment Management 4. End-of-Day Checklist 22
Managers Employees Adhere strictly to confidentiality policies and safeguard all sensitive data. Enforce policies, address security gaps, and guide teams on data handling. Provide onboarding training, log incident reports, and maintain compliance records. Administration SECTION II — CORPORATE CONFIDENTIALITY 1. Roles & Responsibilities 23
SECTION II — CORPORATE CONFIDENTIALITY Scope: Confidential data includes client information, financial records, business strategies, and proprietary software. Encryption Mandates: Any document containing confidential information such as contracts, SLAs, salary details, employee information, intellectual property, or source code must be password protected when transmitted via Gmail and securely locked when stored in Google Drive. For Microsoft Office files, team members should utilize the built-in "Protect Document" function to enforce these security restrictions and ensure sensitive data remains locked against unauthorized access. Retention: Retain confidential data only as long as necessary and dispose of it using certified methods (such as shredding or degaussing). 2. Core Data Protection Standards 24
SECTION II — CORPORATE CONFIDENTIALITY Critical: If you suspect or discover an actual data breach, you must report it immediately to your supervisor or the Quality Manager using the official Incident Report Form. No Retaliation: The company strictly prohibits any retaliation against whistleblowers reporting a breach in good faith. Consequences: Non-compliance or data policy violations will lead to disciplinary actions, up to termination of employment, and potential legal action. 4. Reporting Data Breaches All team members must sign confidentiality obligations upon joining, as detailed in the Employment Contract (Page 6, No. 8) and the Staff Handbook. Access to sensitive company files is restricted strictly to authorized personnel. 3. Agreements & Access Control 25
SECTION III — IT & INTERNET USAGE 1. Acceptable Use of IT Resources Company hardware, software, and networks are provided for business-related purposes only. Company issued mobile devices are strictly not for personal use, and employees must use the designated wifi network provided for all personal device connectivity. 2. Software, Hardware, and Access Security Credentials: Never share login credentials, passwords, or network access codes with anyone. Software: Use only licensed/approved software provided by the company. Do not install unauthorized programs or download untrusted external files. Hardware: Use hardware responsibly and report system damages to the IT-Infrastructure In-Charge, Jaynyll Jacosalem. Never connect unauthorized personal hardware (like personal USB drives) to company assets. 26
SECTION III — IT & INTERNET USAGE 3. Professional Internet Browsing Content Filtering: Do not attempt to bypass company content filters or access restricted/blocked web pages. Social Media: Exercise strict discretion online. Refrain from posting company data or acting in ways that negatively reflect on the organization's reputation. 4. Remote Work Security Always utilize a secure VPN connection when accessing internal company networks remotely. Report the loss or theft of any company-issued device immediately to the IT department: SSR: Report directly to Cris Tarpin, IT Security Manager SSSC: Report directly to Jaynyll Jacosalem, IT Delegate. Maintain a private remote workspace and avoid accessing confidential company Google Drive files while connected to public Wi-Fi. 27
SECTION IV — MAIL & EMAIL HANDLING 1. Physical Mail Protocol (Administrative Staff) 2. Email Management (All Employees) Incoming: Collect mail from designated delivery points at scheduled times and sort by priority. Personnel are strictly to open mail only if they are the addressee. If not, do not open unless authorized by: SSR - Geraldine T. Fulcher, COO SSSC - Joeanna V. Maputi, AO For authorized mail, open carefully, apply a physical date stamp, and log details (sender, recipient, description) into the mail tracking system before internal distribution. Outgoing: Ensure all mail is properly addressed, sealed, and franked with accurate postage before placing it in the outgoing collection point. Log details accordingly. Software: Always use the official Outlook Software to send or open email communications. Inbox Maintenance: Check your inbox regularly. Prioritize and flag urgent matters—especially if requested by the Project Manager, Geraldine T. Fulcher. File or archive historical data properly. 28
SECTION IV — MAIL & EMAIL HANDLING 3. Outgoing Email Standards 4. Required Email Signature Format Keep subject lines clear, concise, and reflective of the email content. Maintain a professional, respectful, and objective tone across all correspondence.[Employee Name] [Job Title] Split Second Research, Ltd. Whatsapp: Email: Website: Warning: The content of this email and any materials attached to it is being sent for and on behalf of Split Second Research Limited. This email contains proprietary and confidential information some or all of which may be legally privileged. This email is solely for the individual or individuals to whom it is directly addressed and for no one else. Anyone who is not one of the named recipients must not use this information nor must they take any action based on it. If you have received this email in error or you are reading this email and it is not addressed directly to you, please delete it and contact the sender immediately. We have taken all reasonable steps to ensure that no viruses are transmitted in this email; however, Split Second Research Limited cannot accept any liability for any loss or damage resulting directly or indirectly from this email or its contents. Split Second Research Limited is a limited company incorporated in England and Wales under 09455069. Our registered office is at 30 New Street, Worcester, United Kingdom, WR1 2DP. Proofread for formatting, grammar, and spelling mistakes before hitting send. Use encryption or password protection if transmitting highly sensitive data. 29
SCENE 2 DOCUMENT CONTROL & REFERENCES 1. Related Framework Documents For deep-dive information regarding these policies, please refer to the following official corporate documents: SSR-PRO-034: Confidentiality Protocols (Work Instructions) SSR-PRO-033: Clean Desk and Clear Screen (Work Instruction) SSR-PRO-036: Mail and Email Handling (Work Instruction) SSR-PRO-035: IT and Internet Usage (Work Instruction) SSR-MS-014 Staff Handbook (Clause 5.3) Summary of Policies 30
Questions? Speak with the Management A Comprehensive Guide to Workplace Security, IT Protocols, and Administrative Excellence Split Second Holdings Ltd · Reviewed Annually 31THANKYOU!