EMPLOYEE ENGAGEMENT & OFFICE VISIT POLICY | COUNSELING SHORTCUTS

Date: 20th September 2025
Subject: Mandatory Office Visits, Virtual Sessions & Mentorship Programs (Effective 1st October 2025)

Dear Team,

To ensure structured mentorship, consistent training, performance monitoring, and equitable opportunities for collaboration, Counseling Shortcuts is implementing the Employee Engagement & Office Visit Policy, effective 1st October 2025. This policy applies to all associates including Remote/Work from home associates across the organization and is designed to maintain accountability, enable timely skill development, and provide access to leadership guidance.

1. Scope & Applicability

• Non-Student Success Departments: Includes HR, Corporate Sales, Finance, Operations, and all departments excluding Student Success (Teachers/Faculties).
• Student Success Department: Includes Teachers/Faculties conducting classes, assessments, and live tuition.

Goal:

• Provide structured mentorship from Founders, Chief Mentor, and Senior Management.
• Ensure access to training, performance audits, and challenge resolution.
• Maintain accountability, attendance, and compliance with company guidelines.

2. Physical Office Visits – Non-Student Success Departments

Who: All associates from Non-Student Success Departments
Where: Corporate Office, Noida
Frequency: As per schedules shared by HR / Admin Assistant

Requirements:

1. Laptop and work mobile are mandatory.
2. Arrive on time; dates cannot be self-selected or swapped.
3. Schedules will be communicated by Admin Assistant + HR to prevent overcrowding and ensure fairness.
4. Mentorship, training, and audits may occur department-wise, group-wise, or individual-wise.
5. Associates will be informed at least 7 days in advance of their scheduled visit to plan accordingly.

During Visits:

• Attend structured training sessions and mentorship programs.
• Participate in performance audits, challenge resolution, and career guidance.
• Follow all office protocols, attendance systems, and HR instructions.

3. Virtual / Local Office Sessions – Student Success Department (Teachers/Faculties)

Who: All Teachers / Faculty associates
Where: Nearest Branch Office / Learning Center or designated local office, as suggested by HQ
How: Live sessions and mentorship conducted virtually from Corporate Office, Noida

Requirements:

1. Laptop and work mobile are mandatory.
2. Attend sessions from the nearest office to your location for proper verification.
3. Attendance and participation verified by Student Manager.
4. Sessions may be department-wise, group-wise, or individual-wise.
5. Local office provides WiFi and necessary facilities.
6. Teachers will be informed at least 7 days in advance of their scheduled session to plan accordingly.

During Sessions:

• Actively engage in training, mentorship, and audits.
• Follow attendance tracking and verification protocols.

4. Scheduling & Oversight

• HR coordinates and approves all schedules.
• Admin Assistant manages:
  • Department / group / individual scheduling
  • Identifying associates needing special attention
  • Preventing overcrowding and ensuring fairness

Example:

• Department A: 12 associates → 2 separate batches
• Department B: Individual performance audits → scheduled separately

5. Mentorship & Performance Audits

• Conducted by Founders, Chief Mentor, and Senior Management.
• Formats: Department / Group / Individual sessions.
• Focus Areas:
  • Training and skill development
  • Challenge resolution
  • Performance audits
  • Career guidance and growth opportunities

6. Attendance & Compliance

• Attendance is mandatory via official system: biometric, HR register, company app, or verified local office log.
• Laptop and work mobile must be present and operational.
• Verbal confirmations are not accepted.

Non-Compliance Consequences:

1. Absence without approved leave → Loss of pay
2. Recorded in compliance report
3. May affect performance rating, appraisals, and future opportunities

7. Approval for Absence

• Written approval from Reporting Manager + HR is mandatory.
• Accepted only for:
  • Medical emergencies
  • Official work travel
  • Verified genuine reasons

8. Travel & Expenses

• Scheduled visits/sessions are part of regular work responsibilities.
• No travel or accommodation reimbursement unless specifically approved.

9. Equipment & Technical Requirements

• Laptop and work devices are mandatory for all associates.
• Local office provides WiFi and necessary facilities for Student Success Department.
• Probationary, PoCo, or unassigned tools/devices staff must use company-provided equipment.

10. Summary

• Sessions: Department / Group / Individual
• Scheduling: Admin Assistant manages fairness & capacity
• Mentorship: HQ mentors + Senior Management
• Reimbursement: No travel or accommodation reimbursement for routine sessions
• Advance Notice: Associates and Teachers will be informed 7 days prior to scheduled visits or sessions.

Regards,
General Administration
Counseling Shortcuts