EDUTECH QUALITY SERVICES LTD.
EMPLOYEE HANDBOOK
This Handbook provides key information regarding Edutech’s policies and workplace standards for employees. It is intended to be an internal reference tool for Edutech staff and is presented for informational purposes only. The Handbook applies to all employees of Edutech who regularly work.
There may be some policies or procedures unique to your specific work area that will be explained by your supervisor.
The content of this Handbook, and any other communication by Edutech representatives, written or oral, is not intended to generate contractual obligations or rights between Edutech and its employees. This Handbook does not alter the at-will nature of an individual’s employment with Edutech, or in any way create a promise of continued employment. An employee or Edutech may terminate the employment relationship at any time, for any reason.
The policies stated herein are subject to change at any time at the sole discretion of Edutech. Although comprehensive, this Handbook is intended to be a summary guide and cannot address every question that might develop during your employment. The Manager and the Director welcome the opportunity to answer your questions.
This version of the Employee Handbook supersedes all prior versions issued by Edutech and is effective January, 2025.
Manager
The Manager oversees daily operations, ensures business profitability, maintains quality standards, and manages staff performance.
· Operations & Workflow: Supervise day-to-day printery activities, manage production schedules, and ensure jobs are completed accurately and on deadline.
· Team Leadership: Delegate tasks, manage staff schedules, resolve internal conflicts, and conduct performance reviews.
· Business & Strategy: Set sales targets, manage operational budgets, order inventory (stationery, paper, toner, binding materials), and maintain supplier relationships.
· Quality & Compliance: Establish quality control checks, ensure safety protocols are followed in machine operation, and handle escalated customer complaints.
· Decision Making & Troubleshooting: Handling difficult situations without any assistance is one of the prime duties of a Manager. In case of managerial or administrative problems, he/she sorts them out independently.
· Financial & Administrative Tasks: Prepares financial reports, budgets, departmental plans, and major financial decisions. Approves invoices, bills and payments.
· Payroll Activities: The Manager may undertake payroll-related activities as required.
· Customer Service: Participages in day to day customer service
Assistant Manager
· Financial & Administrative Assistance: Assists in the compilation of financial reports, budgets, departmental plans, and minor financial decisions.
· Scheduling & Meetings: Keeps records of appointments, ensures smooth execution, coordinates venue booking, attendance tracking, and meeting logistics (notepads, pencils, water, glasses).
· Communication: Conducts research for the reporting authority and carries out oral and written communications with staff members and clients.
· Stock Management: Monitors available stock of office supplies, stationery, and equipment, and places new orders.
· Leadership: Assumes all roles and responsibilities of the Manager in his/her absence.
· Customer Service: Participages in day to day customer service
Clerk
· Drafting & Dissemination: Writes, edits, and disseminates information through spreadsheets, letters, emails, minutes of meetings, memos, itineraries, and presentations.
· Meeting Management: Organizes meetings, maintains agendas, records meeting minutes, and tracks follow-up tasks.
· Contract Administration & Tracking: Maintains a secure central repository of all business agreements, including printery and stationery supply contracts, third-party vendor sub-contracts, and agency partner files. Tracks contract renewal dates, logs agreement milestones, and ensures signed physical and digital copies are properly archived. Prepares draft invoices of contracting clients for approval of the manager before submission to the clients.
· Customer Service: Participages in day to day customer service
Cashiers
· Receive cash payments and acknowledge all customer payments accurately.
· Handle front-desk reception and redirect customers to appropriate service desks.
· Participate in the cleaning and arrangement of sellable and storable products on shelves.
· Plan for and participate in proper display of stationery and other products.
· Serve as custodian of all company documents, seals, and financial records.
· Any other tasks as assigned by the supervisor from time to time.
Office Typists
· Customer service: Responsible for accurately typing, formatting, and proofreading company and customer documents, managing electronic filing systems, and supporting daily administrative workflow during a 3-year term, renewable upon satisfactory performance. Participate in day-to-day operational activities and general customer service including scanning, printing, photocopying, document binding, Laminating, photography, Receipt books among other services. Assist customers in all Online services e.g. Applications, Registrations, online data entry, Tax filing, among others.
· Reporting & Liaison: Act as a liaison between departments and management, providing accurate activity reports to superiors.
· Assigned tasks: Any other tasks as assigned by the supervisor from time to time.
Graphics Designers
Graphics Designers turn client concepts into high-quality, print-ready digital artwork and specialized educational layouts.
· Design Creation & Conceptualization: Create visual designs for marketing materials (flyers, banners, business cards, logos) and educational projects (book covers, posters, charts, learning aids).
· Pre-Press Preparation: Format and pre-flight digital files to ensure exact dimensions, correct color profiles (CMYK), high resolution (DPI), bleed/margin settings, and proper font embedding for print production.
· Client Collaboration & Proofing: Engage with clients to understand artwork specifications, present preliminary design drafts, gather feedback, and implement necessary revisions.
· Equipment & Production Coordination: Work closely with printing operators and the Manager to select appropriate paper stocks, print finishes, and review physical color proofs before starting mass production runs.
· Digital Asset Management: Maintain organized archives of client design files, templates, graphics, and brand assets for efficient reprinting and future project references in a manner that is accessible by any other Graphics designer or supervisor. These digital assets remain the property of the company which it may deem fit to obtain copyright.
· Finishing Tasks: Ensure that post press operations e.g Soft lamination, Cutting & Trimming are carried out accurately to ensure neatness of final product.
· Assigned tasks: Any other tasks as assigned by the supervisor from time to time.
Courier & Logistics Assistant
In addition to general printshop customer service, the Courier & Logistics Assistant manages parcel intake, dispatch, waybill documentation, packaging, and the secure pickup and delivery of shipments for both local printery jobs and agency-partnered courier networks (e.g., DHL, Aramex, Nation Courier).
· Pickup & Drop-off Coordination: Conduct local pickup of parcels, documents, and cargo from client locations or drop them off at central courier hubs (DHL, Aramex, Nation Courier) according to service schedules.
· Waybill & Documentation Handling: Accurately complete shipping labels, international/domestic waybills, manifest logs, and customs paperwork required by partner courier networks.
· Parcel Inspection & Secure Packaging: Inspect incoming and outgoing shipments for safety, compliance, and structural integrity, securely packaging items using protective envelopes, boxes, or shrink-wrap.
· Proof of Delivery & Tracking: Ensure all dispatched items are signed for upon delivery, obtain physical or digital proof of delivery, and update tracking logs for clients and agency records.
· Customer Interface & Drop-off Support: Assist walk-in agency customers with weighing parcels, basic shipping rate inquiries, and receiving inbound courier packages.
· Vehicle & Delivery Maintenance: Perform routine safety checks on delivery bikes, tricycles, or transport vehicles, ensuring fuel logs, maintenance, and vehicle cleanliness are maintained.
· Courier Expense Tracking: Must keep records of all expenses related to each courier company and prepare expense reports each month.
· Courier Claims: Must maintain an updated courier transaction log detailing the PODs and associated commission and expense claims. This must be submitted to the Registered agent and responsible courier personnel for payment.
· Subcontracted Order Movement: Transporting jobs that exceed internal machinery capacity to approved external third-party vendors and collecting the finished batches for quality inspection.
· External Material Procurement: Sourcing and purchasing stationery and raw printing materials (such as specialized paper stocks, inks, and other inventory supplies) externally from approved local suppliers when internal inventory runs low.
Employment Classifications
· Regular Full-Time: Employees who regularly work sixty-six (66) or more hours per week. Regular full-time employees are eligible for Edutech benefits.
· Consultants: Outside vendors who are independent contractors, not employees, and are not eligible to receive Edutech benefits. The relationship to Edutech is governed entirely by contractual agreement.
Probationary Period & Extension Policy
All newly hired employees undergo an initial probationary period of three (3) months. During probation, employee performance, attendance, technical competency, work quality, and policy adherence are continuously evaluated by management. Successful completion of probation is required for formal confirmation of employment and eligibility for company loan/salary advance programs.
· Extension Conditions: If an employee’s performance or conduct during the initial 3-month period is unsatisfactory or requires further assessment, management reserves the right, at its sole discretion, to extend the probationary period for an additional term (up to a maximum extension of 3 additional months).
· Written Notice: The employee will receive written notification outlining the specific performance gaps, required corrective measures, and the revised end date of the extended probation.
· Termination Upon Failed Probation: If the employee fails to satisfy performance standards by the conclusion of the extended probationary period, employment will be terminated.
Background Checks
Edutech is committed to providing a safe working environment, protecting its assets, preserving its reputation, and complying with laws. Depending upon position duties, employment or continued employment may be contingent upon a satisfactory background check.
Job applicants and current employees will be given an opportunity to explain any discrepancies. Any material misrepresentation on a job application by omission or falsification may be grounds for denial of employment, withdrawal of an offer, or dismissal. All background check information is kept strictly confidential.
Corporate wear, Identification Card and Edutech Property
All employees will be issued an Edutech picture identification card and/or corporate wear for Public Safety. Employees must keep their ID card with them while on Edutech premises, wear uniforms as scheduled.
Depending on job responsibilities, employees may be issued additional resources such as mobile phones or laptops. Employees must handle these items with care and keep them secure. Loss of property must be immediately reported to a supervisor and/or nearest police. Company tools are for business use and remain Edutech property. Inappropriate operation is subject to disciplinary action up to termination.
Orientation & Performance Development
· New Employee Orientation: New hires participate in the New Employee Orientation Program to learn the mission, culture, values, policies, and benefits of Edutech.
· Performance Development Program: Links company strategies to individual jobs through four annual stages: (1) Performance Planning, (2) Appraisal, (3) Performance Monitoring, and (4) Performance Evaluation. Assessed across six competencies: Expertise, Interaction with Others, Continuous Improvement, Customer Focus, Resourcefulness & Results, and Leadership.
· Promotions: Promotion is a movement to a higher band/pay zone based on demonstrated capability and merit, subject to a standard probationary period during which performance is evaluated.
· Transfers: A lateral shift between positions in the same band/pay zone to develop career potential or align organizational needs.
Re-Employment
Re-employment of former employees who left in good standing is beneficial to both parties. Former employees rehired within one (1) year retain their original date of hire for vacation accrual and retirement vesting purposes, but are subject to a new probationary period and do not carry over unused leave balances.
Equal Employment Opportunity
Edutech is committed to equal opportunity and equal treatment for every employee and applicant. Edutech does not discriminate on the basis of race, color, national or ethnic origin, age, religion, disability, sex, gender identity/expression, veteran status, or any characteristic protected by applicable law.
Business Conduct & Ethical Standards
Each employee is responsible for adhering to high standards of ethical business conduct, including honesty, fairness, integrity, and mutual respect. Employees must not take advantage of any party through manipulation, concealment, abuse of confidential information, or misrepresentation.
· Conflict of Interest: Employees must avoid situations, investments, or relationships that conflict with the best interests of Edutech.
· Confidentiality: Employees must maintain strict confidentiality regarding non-public corporate information, pricing, customer data, and trade secrets.
· Financial Record Integrity: All transactions, financial reports, bills, payroll, and service records must be accurate, authentic, and properly documented. Off-book funds or record falsification are strictly prohibited. All cash payments for Edutech services must be made by customers directly to the serving cashier. Receiving payments by cash, mobile money or bank by unauthorized personnel is strictly prohibited and may lead to summary termination.
· Anti-Bribery & Political Activity: Direct or indirect use of company funds for illegal political purposes is strictly prohibited.
· Obstruction of Justice: Falsifying testimony under oath, refusing to testify, or destroying/altering documents related to legal proceedings is strictly prohibited.
Outsourcing & Subcontracted Customer Orders Policy
When customer orders cannot be fulfilled in-house due to internal inventory stock-outs, machinery capacity limits, specialized technical requirements, or equipment downtime, the following rules apply:
· External Material Procurement: When standard paper stocks, inks, binding materials, or operating inventory are out of stock internally, staff may procure materials externally from approved local suppliers only upon prior authorization from the Manager or Assistant Manager. The manager may require the staff to write specifications of the required material so that the Courier & Logistics Assistant or any other staff may be sent to purchase the material.
· Managerial Authorization Required: No job or raw material procurement may be outsourced or purchased externally without prior written or logged authorization from the Manager or Assistant Manager.
· Pricing & Profit Margin Maintenance: All externally procured materials and outsourced jobs must include an approved markup to cover Edutech’s administrative overhead, transport, pre-press formatting, and quality control. Quotations given to clients must strictly follow Edutech’s pricing rules.
· Pre-Press & Quality Control Standards: Edutech Graphics Designers must complete all pre-press checks (CMYK, DPI, bleed, font embedding) before transmitting files to external vendors. For high-volume or high-value orders, physical or digital proofs must be approved before mass production.
· Customer Confidentiality & Data Protection: Subcontracted vendors are strictly prohibited from retaining, reprinting, or sharing customer artwork or confidential data. Artwork sent to vendors must be transmitted via secure/password-protected channels.
· Turnaround Buffer & Incoming Inspection: A mandatory 1 to 2 day buffer must be added to vendor delivery promises when giving completion dates to clients. Upon vendor delivery or material arrival, staff must inspect 100% of the batch for quality before customer release.
Machine Safety & Equipment Operation Protocols
Printery and office machinery (including duplicators, copiers, heavy paper cutters, binding machines, and photo printers) must be operated strictly according to safety protocols:
· Authorized Machine Operation: Only authorized and trained personnel may operate heavy duplication machinery, guillotines, and digital printing equipment.
· Safety Procedures & Jam Clearing: Never attempt to clear paper jams or clean roller drums while machines are plugged in and actively running. Power off equipment before performing routine maintenance or clearing jams. If not sure about the procedure, do not attempt it on your own. A staff is liable for damage to the machine resulting from improper operation or unauthorized repair.
· Electrical Safety: All electrical cables, sockets, and machinery plugs and peripherals like Keyboards and mouse must be kept free of liquid, moisture, and dust. Any frayed wiring, unusual odors, or electrical sparks must be reported immediately to management.
Customer Data Privacy & Document Confidentiality
Edutech regularly processes confidential client materials, including academic examinations, official certificates, financial statements, and personal identification documents:
· Data Confidentiality: Staff are strictly prohibited from copying, reading, sharing, or retaining confidential personal customer documents printed or scanned at Edutech.
· Secure Digital Disposal: All confidential digital files transferred by customers via flash drives, emails, or memory cards must be permanently deleted from print station computers upon job completion unless backup storage is requested by the customer.
· Physical Waste Disposal: Spoiled prints, test copies, or scrap paper containing customer data must be shredded or securely disposed of, not discarded in public trash bins.
Courier Agency Operations & Parcel Security
As an authorized agent for partner courier networks (DHL, Aramex, Nation Courier), staff must uphold strict shipping and cargo integrity standards:
· Parcel Inspection: Inspect all parcels for contraband, hazardous items, or damage before accepting shipments into the agency register.
· Waybill & Manifest Integrity: All waybills, manifest logs, and customer shipping receipts must be filled out completely and accurately without alteration.
· Courier Cash Handling: Funds collected for courier shipping charges or cash-on-delivery transactions must be immediately logged and securely handed to the Cashier.
· Courier expenses: Pickup, sending and delivery expenses must be properly documented for each courier and totaled at the end of each month.
Personal Devices Policy
· Focus on Business Objectives: Scheduled working hours are reserved exclusively for assigned duties, operational tasks, and customer service.
· Non-Work Activities Prohibited: Accessing personal social media accounts (TikTok, Facebook, Instagram, X/Twitter, Snapchat, etc.) or non-business messaging apps during working hours is strictly prohibited. It’s advised that you use Whatsapp and Email on company computers for official communications or sharing of documents with customers.
· Emergency Usage Rules: Brief personal calls for urgent or emergency family matters are permitted as long as you do not keep the customers waiting.
· Idle-Time Responsibilities: When primary tasks are complete, employees must engage in constructive work (cleaning equipment, restocking paper/inks, organizing records, assisting peers, knowledge sharing and perfection on Edutech services) rather than personal phone use.
IT Systems, Resources & Internet Use
Edutech computer systems, networks, software, internet, and communication tools are provided primarily for business use. Users have no expectation of privacy on company systems, and usage is subject to monitoring and auditing at any time. Loading unauthorized software or duplicating copyrighted material without approval is strictly prohibited. All files created by any staff are property of the company and must be saved in approved locations which are accessible by all staff. Use of company resources for personal gain is prohibited.
Theft, Fraud, and Asset Protection
Theft, fraud, waste, misappropriation, or intentional damage to company property results in immediate dismissal and potential criminal prosecution. A designated audit team investigates financial fraud, theft, or misuse of assets. Suspected fraud should be reported to the Manager or via the Edutech Anonymous Reporting Mechanisms.
Hostile Work Environment & Workplace Violence
Tribal slurs, profanity, sexual harassment, threats of violence, intimidation, or carrying weapons on company property are strictly prohibited. Misconduct occurring on the internet or via electronic means (e-misconduct) is subject to identical disciplinary measures up to immediate termination.
Dress Code
All employees are required to dress decently according to accepted community standards:
· Male Staff: Neat long trousers, shirt, necktie, and optionally a jacket, Corporate wear as determined by the company.
· Female Staff: Neat, respectable, seemly, and practical attire for work, Corporate wear as determined by the company. Mini-skirts, short dresses exposing a large portion of the thigh, very tight clothes, or transparent dressing are unacceptable.
Work Hours
The customary work week for full-time staff is sixty-six (66) hours, eleven (11) hours daily, Monday through Saturday. The standard workday begins at 7:30 A.M. and ends at 6:30 P.M. Departmental schedules may vary based on operational needs.
Salary and Remuneration Policy
· Pay Period & Disbursal: Salaries are calculated on a calendar-month basis (1st to the last day of the month) and disbursed within five (5) working days from the end of the month.
· Direct Deposit Method: Payments are deposited directly via electronic bank transfer or mobile money to registered accounts with Finance Trust Bank.
· Statutory Deductions: Includes mandatory Income Tax / PAYE withholding and Social Security/Pension contributions.
· Non-Statutory / Disciplinary Deductions: Deductions may be applied for unauthorized absences, leaving posts without permission, or cost recovery for negligent damage/loss of equipment.
· Overtime: Must be approved in advance by the Manager. Approved overtime is compensated at standard overtime hourly rates or offset with compensatory time off (time-in-lieu).
Salary Advances
· Eligibility: Only confirmed staff members who have completed their probation period are eligible. Salary advances cannot be requested within 15 days of the previous salary payment date.
· Maximum Limit: Advances cannot exceed 40% of the employee’s net monthly base salary or 50% of the accumulated commission.
· Frequency & Repayment: A maximum of one (1) salary advance is permitted per quarter, provided prior advances are fully repaid.
· Approval: Requires submission of an official Salary Advance Form or online request and final approval from the Manager.
Attendance, Punctuality & Movement Control
Planned Absences: Must be requested and approved at least three (3) days in advance via official leave forms, email, or website portal.
Unplanned Absences: For sudden illness or emergencies, staff must notify their supervisor no later than 30 minutes after the workday begins (e.g., by 8:00 A.M. for a 7:30 A.M. start). Daily reporting is required for multi-day absences unless hospitalized.
Workplace Presence & Leaving Post: Once clocked in, staff must remain at their workstation. Leaving premises for personal reasons without prior manager approval is strictly prohibited.
Official Errand Logging: Staff stepping out for official field tasks or deliveries must obtain manager authorization and log details (Time Out, Destination, Expected Return) in the Staff Movement Register.
Job Abandonment: Failing to notify a supervisor about unscheduled absences for three (3) or more consecutive workdays is treated as job abandonment and voluntary resignation.
Annual Leave (Paid Time Off)
Regular full-time employees who have successfully completed their probationary period accrue paid annual leave to rest, recharge, and attend to personal matters:
· Accrual Rate: Employees accrue annual leave at a rate determined by company policy and applicable labor regulations (typically calculated proportionately per month of continuous service). Every employee is entitled to not less than 14 working days of paid leave annually.
· Leave Request & Approval: Annual leave requests must be submitted in writing to the Manager at least two (2) weeks in advance. Leave scheduling is subject to departmental operational requirements and workload demands.
· Carry-Forward & Encashment: Annual leave must be taken within the calendar/service year it is earned. Unused annual leave cannot be indefinitely carried forward without prior written approval from management.
· Terminal Payout: Upon termination of employment, employees in good standing will be paid out for any accrued, unused annual leave remaining on their balance.
Holidays & Paid Leave
· Observed Holidays: Edutech observes New Year’s Day (Jan 1), Christmas Day (Dec 25), and Idd Day (for Muslim staff). Business is open on all other days unless explicitly communicated.
· Holiday Pay Rules: Full-time employees receive holiday pay without a waiting period. Unexcused absence the day before or after a holiday forfeits holiday pay.
Leaves of Absence
· Family & Medical Leave (FMLA): Eligible staff (12+ months service, 1,250+ hours worked) may request up to 8 weeks of unpaid leave for qualifying family or medical events with 30 days advance notice.
· Parental Leave for Men: Male staff may take up to two (2) days of unpaid parental leave for a newborn child and mother care.
· Funeral Leave: Up to four (4) paid days for immediate family members (parents, spouse, children, siblings). Up to two (2) unpaid days for extended family.
Worker’s Compensation:
Injuries sustained while working (not due to negligence) qualify for company medical treatment. Absences exceeding 3 days require a formal leave form.
Resignation, Exit Clearance, and Penalty Procedures
An employee wishing to resign from Edutech must submit formal written notice at least fourteen (14) days prior to their intended departure date. During the notice period, the employee must perform all assigned duties and facilitate job handover. Prior to final salary clearance, the employee must complete the official clearance process and return all company property, including ID cards, keys, tools, client files, and equipment.
Failure to complete the exit clearance procedure or leaving post without authorization carries the following mandatory penalties:
Withholding of Final Settlement: Final salary, accrued benefits, and terminal payouts will be withheld until full clearance is completed and signed off.
Deduction for Unreturned Assets: The fair market value or replacement cost of any unreturned company property, keys, or tools will be deducted directly from any pending wages.
Denial of Service Certificates & References: Edutech will withhold official Certificates of Service, Recommendation Letters, and positive employment references for employees who fail to complete clearance.
Permanent Re-Hire Ineligibility: Departure without clearance will be recorded as 'Separation Not in Good Standing', resulting in permanent ineligibility for re-hire.
Legal Action for Unrecovered Liabilities: If unreturned assets, uncollected loans, or missing inventory exceed pending terminal pay, management reserves the right to pursue legal recovery.
Grievance Procedure
A four-step internal procedure for employees past probation to resolve contested actions fairly:
Step I (Informal): Informal candid discussion between the employee and immediate supervisor.
Step II (Formal): Submission of a written grievance statement to the supervisor within fourteen (14) days of the incident, with a copy to the Director.
Step III: Escalation to concerned management if no response is received within ten (10) working days.
Sexual Harassment Policy
Sexual harassment in any form violates human dignity and company policy. Employees may report concerns to any supervisor, manager, or administrator without fear of reprisal. Retaliation against anyone filing a complaint or participating in an investigation is strictly prohibited and results in immediate termination.
Consensual Relations
Amorous, dating, or sexual relationships amongst employees are strictly discouraged. Employees who are Couples or partners are strictly prohibited from working in the same branch, except for authorized special assignments lasting a few days.
Progressive Discipline Process
For non-exempt employees who have completed probation, corrective action follows a progressive pattern (though management reserves the right to omit steps for severe infractions):
1. Verbal Warning: Supervisor discusses performance issues, required corrections, and sets an improvement timeline.
2. Written Warning: Formal written statement detailing the problem, necessary corrections, and a review date. Signed by employee and placed in personnel file.
3. Termination: Action up to and including termination of employment if deficiencies continue.
Immediate termination or suspension may occur for severe infractions including theft, dishonesty, intoxication, threats, workplace violence, insubordination, sexual harassment, fraud, or breach of confidentiality.
· Company Email: edutech48@gmail.com
· Office Line: 0782655915
· Managing Director: 0774481849
· Director (Secondary): 0773152664
· Manager: 0774643449