SIGMA CONNECTED SA BASIC HOUSE RULES

The purpose of the SCSA basic house rules is to clarify general expectations and requirements to
adhere to when employed within a Sigma Connected call centre. These rules apply to all employees
whether appointed on a permanent or a fixed term basis.

Please note this document is to be read in conjunction with all other company policies and procedures
as well as your contract of employment. Some of the basic house rules will be applicable to certain
sites more than others, this is not intended to be an exhaustive list of rules and may be updated from
time to time.

TABLE OF CONTENTS
1. ABSENTEEISM AND LATE COMING
2. ACCESS CONTROL
3. AIR CONDITIONING
4. ANNUAL LEAVE
5. BATHROOMS
6. BOARDROOM AND MEETING ROOMS
7. BORROWING MONEY FROM COLLEAGUES
8. CELLPHONES
9. CHILDREN
10. CLEANING
11. COMPANY PROPERTY
12. COMPLAINTS AND SUGGESTIONS
13. COVID HEALTH AND SAFETY REQUIREMENTS
14. DELIVERIES
15. DRESS CODE
16. EMAIL AND INTERNET
17. EMERGENCY PROCEDURES
18. EXTERNAL DRIVES, STORAGE DEVICES, MEMORY STICKS, USB STICKS, HARD DRIVES
19. FIREARMS, WEAPONS & DRUGS
20. HEADSETS
21. IMPORTANCE OF NOISE LEVELS AROUND MEETING ROOMS
22. KITCHEN AND CANTEEN FACAILITES
23. LIABILITY
24. LOCKERS
25. PARKING RULES
26. PERSONAL CALLS
27. PRAYER ROOM
28. PRINTERS
29. SECURITY
30. SELLING OF MERCHANDISE
31. SMOKING POLICY
32. WORKSTATIONS
1. ABSENTEEISM AND LATE COMING

Employees are required to contact their team leader telephonically, via email, SMS or
WhatsApp within one hour of their shift commencing should they be off due to ill health or
emergencies. Should the employee be booked off from work the employee must inform their
team leader of the anticipated date of return to duty. Should the employee not be fit to return
to duty on the anticipated date he or she is responsible for keeping the team leader informed
up until the date of return to duty.

Should an employee be running late for their shift they need to contact their team leader
immediately to advise them that they are running late.

2. ACCESS CONTROL

Each employee must be in possession of an identification card / tag and should at all times
wear their tag around their neck. Sigma Connected is responsible for ensuring all employees
is allocated with a tag and lanyard. This includes for new employees, replacement of tags and
return of tags for departing employees.

Should a tag be lost or stolen please inform your line manager immediately who will liaise
with business support to arrange a replacement tag. Lost, stolen and broken identification
cards will be replaced at the cost of the employee.

3. AIR-CONDITIONING

The air-conditioning to the premises will be from a central air-conditioning plant which air
conditions the building. Should there be any faulty air conditioning units this must be reported
to the employee’s line manager who will advise the facilities manager. It is the facilities
manager’s responsibility to report any faults to the building manager. All Sigma Connected
employees are prohibited from tampering with the air conditioning units and remotes unless
this resides within their dedicated working space.

4. ANNUAL LEAVE

Annual leave applications are to be discussed with your team leader and submitted via the
Sage ESS system if approved by your team leader at least two weeks before the leave is
required to ensure that capacity planning can be done.
5. BATHROOMS

Male and female bathrooms are available in the common space and do not form part of the
Sigma Connected office. Due to this there is a tag system that will be in place. Tags are
available at the reception area and must be returned to reception after use. Any lost or
damaged tags will be at the expense of the employee.

Employees must ensure that they respect their fellow employees and the working
environment by maintaining good hygiene and housekeeping habits. No foreign objects are
to be disposed of in drains and toilets. Please report any dripping taps or pipes to your line
manager immediately. The line manager is then responsible for reporting this to the facilities
manager who in turn will report this to the building manager.

6. BOARDROOMS AND MEETING ROOMS

Sigma Connected will provide onsite management of the meeting and boardrooms which will
include the function of administering a system for booking the usage of these rooms. Booking
requests can only be booked via team leaders and managers. All meeting rooms must be
booked in advance. No “walk-in’s” will be permitted. It is essential that all meetings are kept
to the time allocated as this can cause an unpleasant knock-on effect if not adhered to. Once
the meeting is complete the room must be left clean and tidy for the next meeting.

7. BORROWING MONEY FROM COLLEAGUES

Employees are strongly discouraged from borrowing and or lending money amongst
colleagues. The company will not get involved in any way with the borrowing and or lending
of money between colleagues.

8. CELLPHONES

Usage of personal cell phones on the call centre floor is strictly prohibited for all agents. This
includes but is not limited to making or receiving phone calls, messaging, private or work email
and social media. Cell phones are to be on silent and locked away in your locker during working
hours and should not be anywhere near your desk.

Team leaders may use their cell phones only if there is a business need to do so and are only
allowed to do so whilst seated at their allocated desk.

Business support and senior leadership team members are allowed to use their personal cell
phones provided that it does not disturb people in the surrounding area.
 There are certain campaigns that require OTP cell phones therefore these will be allowed on
the call centre floor provided the below points are adhered to.

• OTP phones are to be used for the sole purpose of OTP’s to access the system
• OTP phones may not be removed from workstations at any given time
• The only exception whereby an OTP phone is allowed on the call centre floor is when it is
being charged
• At the start and end of a shift agents are to receive and return OTP phones to their team
leaders who will lock these up for the evening in a secured area allocated for this purpose
• No USB charges are permitted for OTP devices

9. CHILDREN

Children are not allowed within the office area which includes before and after working hours,
weekends and public holidays.

10. CLEANING

All Sigma Connected call centres will employ a service provider to clean all common areas.
Employees must nevertheless take all reasonable steps to ensure that their areas are always
in a clean state and take all reasonable steps to maintain a level of cleanliness.

11. COMPANY PROPERTY

Vandalizing and abuse of company property may result in the employee being liable to pay
for replacement/s and or be disciplined via the corrective management process. No company
property may be removed from the building or moved around within the building without
approval from a senior leadership member and the head of IT. Prior arrangement must be
made for the removal of assets if needed.

12. COMPLAINTS AND SUGGESTIONS

Any complaints or suggestions must be directed to your line manager first who will then direct
it to operations and then HR if necessary.

13. COVID HEALTH AND SAFETY REQUIREMENTS

All employees will need to adhere to the government gazetted requirements in terms of PPE
(personal protective equipment) whilst at work.
14. DELIVERIES

Online deliveries are not accepted on behalf of agents and team leaders. Business support
and senior leadership members may arrange deliveries for collection at the main reception
area however please advise reception in advance so they are aware of any expected
deliveries.

Food deliveries such as KFC, Nando's, Order-In, Uber Eats etc. are permitted but can only be
received outside the main building entrance.

15. DRESS CODE

Employees are expected to dress in appropriate workwear and adopts a smart casual dress
code. Employees are to ensure personal appearance and grooming reflects the appropriate
standard as per the company’s expectations.

All team leaders and managers are required to ensure that the dress code policy is applied
and adhered to at all times. Should employees fail to meet the required standards it is the
team leader or managers responsibility to address this appropriately with the employee and
failure to do so may result in disciplinary action. Any employee not applying the dress code
rules will face the relevant disciplinary action as set out within the company code of conduct.

Clothing items that are not appropriate workwear or acceptable on any day:
• No baggy pants of any type
• No female boob tubes, strappy tops or bare shoulders
• No see-through garments of clothing
• No short tops showing stomach and waistline
• No visible underwear
• No men’s tank tops or vests
• No flip flops or slippers
• No shorts
• No t-shirts or tops with any slogans, insignia, messages or pictures with racial, sexual,
offensive connotations or anything else that can offend others
• No tracksuits
• No barefoot walking anywhere in the office
• No ill-fitted tight clothing
• No caps and hats as this obscure the security camera’s view of your faces
• No torn or ripped clothing
• No wearing of sunglasses
• No extravagant / outstanding hair colour or hair styles are permitted
 Employees considering facial or other visible body piercings should consider whether their
appearance remains professional. Tattoos of an offensive nature must be concealed.

There may be instances of “theme days” in which the above will be temporary waivered
however this will be communicated to all employees in advance and will be limited to a
specific duration and occasion.

16. EMAIL AND INTERNET

Email is intended for business purposes only. All offensive, sexual, religious, political or racial
harassment emails are strictly prohibited. Employees who receive emails with such content
may not forward them, employees found guilty of sending such emails may face disciplinary
action. The internet should not be used to voice your opinions of the business or your
employment and employees found guilty of this offence may also face disciplinary action.

17. EMERGENCY PROCEDURES

All employees must abide by the building’s health and safety procedures. Employees are
required to participate in practice evacuation drills and procedures that are conducted from
time to time. Evacuation routes must always remain accessible and unobstructed. Fire
escapes and stairs must be kept clear and free of any obstruction. No person may cause or
permit any escape route to be rendered less effective or to be obstructed in any way which
may hinder or prevent the escape of any person from a building in the case of fire or any other
emergency. Emergency procedures will be fully explained to staff via the Sigma Connected
health and safety officer. Should you have any questions around this please speak with your
line manager and additional training can be provided if required.

18. EXTERNAL DRIVES, STORAGE DEVICES, MEMORY STICKS, USB STICKS, HARD DRIVES

All external drives, storage devices, memory sticks, USB sticks, hard drives and similar
equipment are strictly prohibited from within the call centre. Any employee that fails to meet
this rule will follow the disciplinary procedure accordingly.

19. FIREARMS, WEAPONS & DRUGS

Firearms and weapons are not permitted within the premises as well as drugs including
alcohol are strictly prohibited. Random drug and alcohol testing is permitted as per the HR
policy.
20. HEADSETS

For further details please refer to the asset agreement / headset policy.

21. IMPORTANCE OF NOISE LEVELS AROUND MEETING ROOMS

The business has numerous corporate client and guest meetings. It is therefore important that
the noise levels surrounding the meeting rooms is always kept at a reasonable level.

Having loud conversations sounds very noisy when you hear it from within the meeting rooms
and creates an impression of unprofessionalism. This could cause us a loss of
business when clients or guests perceive us as being unprofessional. For this reason we ask
that you do not have any loud conversations when in close proximity of the meeting rooms.

22. KITCHEN AND CANTEEN FACILITIES

The only beverages and consumables allowed on the call centre floor are beverages that are
in a spill-proof, closed cup, sealed water or drinking bottle with a lid. This is for reasons of
equipment maintenance, professional conduct and office cleanliness.

Consuming of food and snacks of any nature is strictly prohibited on the call centre floor and
at desks, a canteen area is provided for employees to enjoy their meal and break time.

There are a variety of food outlets within close proximity of the Sigma Connected office and
therefore food will unfortunately not be available for purchase within the Sigma Connected
office.

Microwaves are available within the canteen area and halaal microwaves will be clearly
marked so please ensure they are used appropriately. Employees found to be using foil and
or inappropriate materials in the microwave will be faced with disciplinary action. Each
employee is responsible for disposing of their food packaging in the appropriately marked
bins. Each employee is responsible for leaving the area in the canteen that you occupied
during lunch or tea time in a clean and acceptable manner. Employees who are found to leave
their rubbish on the tables or floor will be reported and disciplinary action will be taken.

23. LIABILITY

Sigma Connected, the landlord and or any other contractor do not accept any responsibility
for any losses from damage done to or in Sigma’s area related to theft or any other criminal
activity. Employees are responsible for their own personal protection from criminal acts.
Sigma Connected, the landlord and or the security contractor do not accept any responsibility
 for any theft of or damage to vehicles or theft from vehicles whilst on the premises. Vehicles
are driven and parked entirely at the vehicle owner or driver’s risk.

24. LOCKERS

All employees will be provided with a locker for their personal items and belongings therefore
all personal items not required for work purposes are to be stored in the lockers until the
conclusion of their shift.

It is the employee’s responsibility to provide their own lock for their locker, it is strongly
recommended that a combination lock is used opposed to a key-lock which is less secure.
Employees will be expected to always keep their lockers clean and neat.

Sigma Connected takes no responsibility for any loss, theft or damage of items left in lockers
by employees. Lockers are not to be used to store items which are forbidden by the law or
company rules, regulations and policies.

25. PARKING RULES

Parking bays will only be made available to selected employees at managements discretion.
Should parking be allocated to an employee, access is at the employee’s own risk. Cars must
be parked in the relevant parking bay at all times. The building parking regulations must be
adhered to at all times and any fines / penalties applied for non-adherence will be for the cost
of the employee.

26. PERSONAL CALLS

All employees should remember that all telephone lines as well as calls made from the dialler
are recorded therefore no personal calls may be made.

27. PRAYER ROOM

Sigma Connected are non-denominational regarding religious views however a prayer room
may be made available from time to time.

28. PRINTERS

Due to environmental awareness Sigma Connected strives to achieve a paperless environment

therefore printing restrictions will be in place. Areas surrounding printers are to be kept neat
and tidy at all times. Employees are to please utilize the paper recycling and shredding
facilities available in the designated printing room. No personal printing is permitted.
29. SECURITY

Building regulations have been put in place to secure the property as best possible without
disrupting normal business activities of employees. We request that you strictly adhere to
these regulations and to assist the security staff to perform their duty as effectively as
possible.

Security property guards (not managed by Sigma Connected) are provided for the security of
the buildings and are not porters or messengers. The security guards are permitted to do
random searches but only once authorized by the Sigma Connected facilities manager.

30. SELLING OF MERCHANDISE

Employees are not allowed to sell any goods on the call centre floor during their shift and
should only do so during their designated lunch and tea breaks or before and after their shifts.

31. SMOKING POLICY

Smoking in the workplace and throughout the building is regulated by legislation. Every
employer must have a written smoking policy and is legally bound to take reasonable care to
protect the health of its employees. In doing so Sigma Connected has undertaken to maintain
the law and declare the office and premises a “smoke free” zone this includes the smoking of
e-cigarettes. All smoking rules apply to all employees of Sigma Connected as well as clients
and visitors to the company premises.

The only areas where smoking will be allowed will be in the demarcated smoking areas. No
smoking of any tobacco product regardless of the form of tobacco product or the method in
which it is smoked is permitted in any building, communal area or any office occupied or used
or controlled by Sigma Connected. Should it be that the designated smoking area is left dirty,
or if the rules are not adhered to within the designated smoking area the landlord reserves
the right to remove this privilege. The body corporate reserves the right to request a full
stoppage of smoking or similar activities if it is deemed to affect the common areas or other
units and their owners or occupiers.
 32. WORKSTATIONS
• Workstations should be kept neat and clean at all times.
• All company documents to be stored safely, neatly and where possible out of sight.
• The workstations are not to be personalized with photographs and personal belongings.
• No jackets and coats are to be hung over chairs, this should be kept in the lockers
provided.
• No unauthorized changing of desks is allowed. All employee needs to be seated at their
allocated desk with an exception for team leaders, business support and back office
employees.

Should you have any queries regarding the above basic house rules please contact HR who will be able
to assist and clarify where required.