Confirmation Policy

Objective

  • To establish a fair, transparent and consistent process to access a team member for confirmation 
  • To define clear parameters and evaluation guidelines for the confirmation process

Definition

The Confirmation process is built on the belief that every hire is a worthy addition to the organisation

Eligibility

  • Applicable to all full-time Amplites across Ample who have completed six months from their date of joining.
  • Part-time, Interns, Apprentices and contract team members are excluded from this policy.

Process and Timelines

  • The confirmation review process – HRMS system will auto-trigger the review notification to the respective reporting manager before 15 days from date of confirmation based on Date of Joining.
  • The Reporting Manager will assess his reportees and share the ratings on each of the parameter.  
    1. Product Knowledge
    2. Job Knowledge and skills
    3. Performance Evaluation
    4. Attitude at work
  • If a team member has reported to multiple managers during the probation period (with each tenure being atleast 2 months), a joint assessment must be conducted with the previous reporting manager. The current Reporting manager will document the feedback in the remarks section in HRMS and proceed further
  • Transfers during the probation period should be considered only in exceptional cases and must be approvedby the BU Head and Cluster Manager. The respective HRBP should be informed regarding the same.
  • Confirmation will be initiated by the Reporting Manager through the HRMS upon completion of the performance ratings. Once submitted, the confirmation letter will be auto-triggered to the team member with a copy marked to the Reporting Manager.
  • In case of extension or non-confirmation, clear reasons must be recorded in the remarks. The extension will be approved by the Manager – HRBP after review. The Reporting Manager, in consultation with the Manager – HRBP, must define a clear plan for the extension period and update it in the HRMS. Extension will be auto triggered to the SHINE Amplite through HRMS.

Project Shine

S.H.I.N.E (Support, High Performance, Inclusion, Nurture, Encourage) offers a structured framework that supports team members in bridging performance gaps and achieving the expected performance standards.

The ultimate goal of S.H.I.N.E is to empower Amplites to succeed in their roles by providing the necessary support and guidance to address performance gaps, with their Reporting Manager serving as a mentor

Guidelines of Project Shine

  • The S.H.I.N.E program is intended for team members needing support with behavioural or performance improvements which may range from 1-3 months, who shall be nominated by their Reporting Manager and Business Head in consultation with respective HRBP. This program is designed to help them
    improve and excel in their roles.
  • Ensure the Amplite clearly understands their performance gaps through specific and transparent communication on areas of improvement.
  • An action plan, support structure and review timelines will be documented (process template available with HRBP) and signed off by the S.H.I.N.E Amplite and the Reporting Manager.
  • Review meetings, following the S.H.I.N.E template, will be conducted by the Reporting Manager and HRBP during the defined period. All discussions regarding the S.H.I.N.E. Amplite must be documented and shared with the Skip Level Manager.
  • Clearly communicate the consequences of not meeting goals, which may include further reviews, training, or other corrective actions.
  • The confirmation decision will be based on outcome of the project SHINE. If the expectations are met, the Amplites will exit from project S.H.I.N.E. If not, further actions will be considered, which may include the termination of the team member .

Important Note

  • Incomplete review forms will not be processed for confirmations.
  • Compensation -Confirmation does not automatically entail a salary revision. Any changes will follow the company’s compensation policy.
  • Termination Post-Probation – In the event that the confirmation process results in termination of services at the end of the probation period or project S.H.I.N.E, the termination will be carried out as per the terms and conditions outlined in the team member’s agreement/appointment letter.
** Any changes to this policy will be reviewed by CHRO.
 

Document Management

Version 1.0 HR Internal Document
Policy Name : Confirmation policy
Policy Owner : Human resources
Applies to : All team members of Ample
Effective date : 1st August 2025
Related Documents : HR policy
Approved by management : Yes
Supersedes : N/A
Contact for questions or policy interpretation : hr@ample.co.in

Revision/change tracking

Rev No Date Brief Reason for chnage Archive File Name Changed By
Version 1 1st August 2025 Changed the PIP to Project Shine, minor changes in policy Rashmi V
Approved By:
Bobby Joshi