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Neftaly Human Capital Resume Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP420

Approved By: Neftaly Malatjie — Neftaly Chief Executive Officer
Date Approved: 24 November 2025
Next Review Date: 24 November 2026
Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)

NeftalyP420-0: Neftaly CEO Neftaly Malatjie Official Speech for the Launch of the Resume Management Policy

To the Chairperson of Neftaly, all Neftaly Royal Committee, all Neftaly Royal Chiefs and all Neftaly Human Capital:

Kgotso a ebe le lena.

Today we launch the NeftalyP420 Human Capital Resume Management Policy—a crucial governance instrument that protects the integrity of Neftaly’s recruitment, talent acquisition and workforce documentation processes.

Resumes are more than documents; they represent people, their journeys, their purpose and their potential contributions to Neftaly. Managing them systematically, ethically and in compliance with national and international standards is fundamental to ensuring that Neftaly continues to serve communities with excellence, transparency and accountability.

This policy strengthens our verification systems, our compliance with labour, POPIA and HR regulations, and reinforces the credibility of every opportunity Neftaly offers. It ensures that every resume submitted to Neftaly—whether for jobs, internships, learnerships, volunteering, bursaries, tenders or opportunities—is processed fairly, securely and consistently.

With this framework, Neftaly advances its commitment to trust, fairness and world-class governance.

My message shall end here.

Neftaly Malatjie
Chief Executive Officer | Neftaly

NeftalyP420-1: Purpose

The purpose of the NeftalyP420 Resume Management Policy is to:

  • Establish a standardised system for receiving, storing, verifying, managing and archiving resumes.
  • Ensure compliance with POPIA, labour regulations and internal HR governance.
  • Protect applicant information and eliminate document loss or unauthorised access.
  • Support Neftaly recruitment workflows, opportunity listings and Human Capital processes.
  • Ensure accurate data use for decision-making and reporting.
  • Maintain a complete audit trail of resume handling activities.

NeftalyP420-2: Scope

This policy applies to:

  • All resumes submitted to any Neftaly entity, programme, opportunity or portal.
  • Resumes uploaded via websites, job boards, email, WhatsApp, internal systems or physical submission.
  • All Neftaly Human Capital, Operations, ICT, Royal Offices, Contractors and Volunteers.
  • The following opportunity categories:
  1. Neftaly Job Opportunities
  2. Neftaly Learnership Opportunities
  3. Neftaly Internship Opportunities
  4. Neftaly Bursary & Scholarship Opportunities
  5. Neftaly Funding and Grant Opportunities
  6. Neftaly Tender Opportunities
  7. Neftaly Classified Opportunities
  8. External opportunity providers (processed by Neftaly)
  9. Neftaly App Submissions (Jobs App, Classified App, and Vendor App)

NeftalyP420-3: Definitions

Resume / CV
A document submitted by an applicant detailing qualifications and experience.

Resume Lifecycle
Receiving → Capturing → Screening → Verification → Storage → Decision → Archiving.

Resume Verification
The process of confirming accuracy (qualifications, ID, experience, references).

Sensitive Information
Information protected under POPIA (ID number, address, employment history, etc.).

Applicant Tracking System (ATS)
Any Neftaly system used to track applicants (web-based or internal).

NeftalyP420-4: Objectives

  1. Ensure resumes are handled ethically, fairly and securely.
  2. Improve recruitment quality and reduce fraudulent submissions.
  3. Establish an audit-proof trail for Human Capital.
  4. Protect applicant personal information.
  5. Strengthen Neftaly credibility and operational efficiency.
  6. Standardise resume data capture and storage.

NeftalyP420-5: Roles and Responsibilities

5.1 Neftaly CEO

  • Approves high-level recruitment processes and sensitive resume cases.

5.2 NeftalyCHCR (Policy Owner)

  • Oversees full compliance and implementation of resume governance.

5.3 NeftalyCOR

  • Ensures units follow proper recruitment procedures.

5.4 NeftalyCTR

  • Ensures ICT security, storage systems, backups and restricted access.

5.5 Human Capital Resume Management Team

  • Captures resumes into systems.
  • Screens and verifies documents.
  • Manages registers and logs.
  • Coordinates communication with applicants.

5.6 Recruiters, Administrators & Programme Officers

  • Use resumes strictly for recruitment or opportunity allocation.

5.7 External Assessors

  • May verify resumes under controlled access.

NeftalyP420-6: Resume Categories

  1. General Job Applications
  2. Learnership & Skills Applications
  3. Internship Applications
  4. Scholarship & Bursary Applications
  5. Funding & Grant Applicant Resumes
  6. Volunteers
  7. Vendors (where applicable)
  8. External Partner Opportunity Applicants

NeftalyP420-7: Processes and Procedures

NeftalyP420-7-0 Neftaly Resume Guidelines and Compulsory Requirements

  • NeftalyP420-7-1 Neftaly Chief Development Officer has a mandate to all Neftaly Clients in Training must compulsory create their Neftaly Resume om Neftaly App supported by their ID, Certificates, Qualifications sent on email to be stored
  • NeftalyP420-7-2 Neftaly Chief Human Capital Officer has a mandate to all Neftaly Kingdom Officials such as Neftaly Kingdom Royal Committees, Neftaly Kingdom Government Officials and Neftaly Kingdom Sovereigns must create their Neftaly Resume on Neftaly App and their supporting documents must be stored on the Cloud Folder
  • NeftalyP420-7-3 Neftaly Chief Human Capital Officer has a mandate to all existing Neftaly Human Capital must create a Neftaly App Resume and ensure that it is updated as they change internal positions and obtain new qualifications and certificates then email certificates to Neftaly Chief Human Capital Officer
  • NeftalyP420-7-4 Neftaly Chief Human Capital Officer has a mandate to ensure that they verify the information is added, correct and the Neftaly App Resume is sufficient
  • NeftalyP420-7-5 Neftaly Chief Human Capital Officer must ensure that the Neftaly App Resume is fully functional and remind Neftaly Human Capital to update their credentials from time to time

7.1 Resume Receiving Procedure (T420-01)

  1. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Resume Form Candidate Location: Guidelines
  2. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Resume Form Experience Guidelines
  3. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Resume Category Parent Resume Categories Guidelines
  4. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Resume Category Description Guidelines
  5. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Resume Category Name Guidelines
  6. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Candidate Skill Name Guidelines
  7. NeftalyCOR on Neftaly Job Policy Neftaly Job Resume – Candidate Skill Slug Guidelines
  8. NeftalyCOR on Neftaly Job Policy Neftaly Job – Job Type Employment Type Guidelines
  9. Resume received via email, portal, WhatsApp, in-person or app.
  10. Logged in the Resume Intake Register (R420-R1).
  11. Applicant receives automated or manual acknowledgment.
  12. Duplicate check performed.
  13. Resume stored in secure pending intake folder.

7.2 Resume Capturing Procedure (T420-02)

  1. Capture into Neftaly ATS or Human Capital database.
  2. Assign unique Resume Reference Number.
  3. Tag by opportunity category.
  4. Assign responsible officer.
  5. Upload supporting documents (ID, certificates, cover letter).

7.3 Resume Screening Procedure (T420-03)

Evaluate:

  • Minimum requirements
  • Skills match
  • Experience
  • Certifications
  • Alignment with Neftaly opportunity criteria
  • Gaps, flags or inconsistencies

Screening outcome:

  • Recommended
  • Shortlisted
  • Not Suitable
  • Pending More Information

7.4 Resume Verification Procedure (T420-04)

Verification includes:

  • ID validation
  • Matric and qualification checks
  • Employment reference checks
  • Criminal background check (if required)
  • Membership or licensing checks
  • SETA/QCTO verification (if applicable)

Verification information is recorded in Verification Register R420-R2.

7.5 Decision-Making Procedure (T420-05)

Outcomes:

  • Approved for Next Stage
  • Declined
  • Shortlisted
  • Added to Talent Pool
  • Referred to Partner Institution
  • Re-submission Requested

7.6 Resume Storage Procedure (T420-06)

  1. Store in secure cloud folders or ATS system.
  2. Encrypt sensitive files.
  3. Label by year, programme, and category.
  4. Restrict access to authorised Human Capital staff.
  5. Backup daily.

7.7 Resume Retention & Archiving Procedure (T420-07)

  • Resumes retained for a maximum of 5 years.
  • Sensitive resumes archived after project completion.
  • Archive Register R420-R3 updated.
  • Permanent deletion must be approved by NeftalyCHCR and NeftalyCTR.

7.8 Communication Procedure (T420-08)

Applicants receive:

  • Acknowledgment
  • Screening results
  • Interview invitations
  • Regret letters
  • Request for additional documents
  • Status updates

Templates listed under Section 8.

7.9 Security & POPIA Compliance Procedure

  1. No resume may be shared externally without consent.
  2. No staff member may download resumes to personal devices.
  3. Passwords must be updated monthly.
  4. Access must be role-based.
  5. Any breach triggers the Content Breach Protocol.

NeftalyP420-8: Templates, Registers, Documents and Forms (200 Templates)

Categories include:

  • Intake templates
  • Verification templates
  • Screening scorecards
  • Interview invitations
  • Regret letters
  • Talent pool acknowledgment letters
  • Resume forwarding forms
  • Secure storage documents
  • Consent forms
  • POPIA compliance notices
  • Transfer-to-partner templates
  • Audit logs
  • Reference check templates
  • Internal communication forms
  • Submission confirmation templates
  • Applicant communication series
  • Opportunity referral templates
  • Skills mapping forms
  • Recruitment workflow templates
  • Status update templates

NeftalyP420-9: Compliance Requirements

NeftalyP420-9-1 All staff must follow:

  • NeftalyP420-9-1-1 All Neftaly Human Capital and Neftaly Clients who attends training programmes must create a Neftaly App Resume and it is compulsory
  • NeftalyP420-9-1-2 All Neftaly Human Capital who expresses interest in working for Neftaly must have a Neftaly App Resume and it is compulsory
  • NeftalyP420-9-1-3 Neftaly App Resume cannot be deleted for Neftaly Human Capital who have worked or interned at Neftaly as this is required for verification and compliance purposes
  • NeftalyP420-9-1-4 Neftaly App Resume will ensure that it is compliant with global legislation and requirements
  • NeftalyP420-9-1-5 Neftaly App respects and complies with the POPIA and Neftaly will ensure that it protects the personal information of its clients and Neftaly Human Capital
  • NeftalyP420-9-1-6 Neftaly will ensure that Neftaly App Resume complies with the Labour Relations Act when it comes to Neftaly App Resume
  • NeftalyP420-9-1-7 Neftaly will ensure that Neftaly App Resume complies Conditions of Employment Act
  • NeftalyP420-9-1-8 Neftaly Chief Human Capital Officer will ensure that Neftaly App Resume complies with all Neftaly Human Capital Regulations
  • NeftalyP420-9-1-9 Neftaly Chief Technology will ensure that Neftaly App Resume complies with Neftaly ICT Security Policy
  • NeftalyP420-9-1-10 Neftaly Chief Human Capital Officer will ensure that Neftaly App complies with Neftaly Recruitment Framework
  • NeftalyP420-9-1-11 Neftaly Chief Human Capital Officer will ensure that Neftaly App Resume complies with Neftaly Data Protection Protocols
  • NeftalyP420-9-1-12 Neftaly Chancellor will ensure that Neftaly App Resume complies with all SETA and QCTO requirements

NeftalyP420-9-2 Non-compliance to Neftaly App Resume Policy will results in:

  • NeftalyP420-9-2-1 Neftaly will take disciplinary action against
  • NeftalyP420-9-2-2 Neftaly Human Capital and Neftaly Clients who have not complied with this policy whether knowingly and unknowingly they will have a Suspension of access rights until full compliance
  • NeftalyP420-9-2-3 Neftaly Royal Chiefs and Neftaly Kingdom Royal Committee who have not complied with this Policy will receive an immediate termination of employment
  • NeftalyP420-9-2-4 Neftaly will take a legal action against non-compliance
  • NeftalyP420-9-2-5 Neftaly will open a Neftaly App Resume Violation countercase or case on top of a case opened for violation of Neftaly Resume Procedure
  • Legal action (where necessary)

NeftalyP420-10: Policy Review

  • Reviewed every 12 months by NeftalyCHCR.
  • Changes recorded in R420-R4 Change Log.
  • Next review: 24 November 2026.