These Terms of Service (“Terms”) govern the use of the Human Resource Management Information System (“HRMIS” or “the System”) Portal (“the Portal”). The Portal is an internal, restricted-access platform used to support human resource administration, reporting, and decision-making across the institution.
The Portal is intended solely for authorized employees, HR officers, ICT personnel, and senior management. It is not a public website and must only be used for official, work-related purposes in line with approved HR, ICT, and governance policies.
By accessing or using the Portal, you acknowledge that you have read, understood, and agree to be bound by these Terms, as well as any related HRMIS policies, user manuals, and internal circulars.
2. Scope of Application
These Terms apply to all modules and features available on the HRMIS Portal, including but not limited to:
Communication modules (Email, SMS, in-system notifications);
Audit Trail and System Access logs;
System Setup and System Settings (including SMS/Email, Video, Collaboration, AI, Calendar, Webhooks, Storage, Security, Cache, SEO, Integrations).
These Terms apply in all environments in which HRMIS operates (production, training, testing, or staging) where live or representative data and workflows are configured.
3. Definitions
“Portal” – the web-based interface and related back-end services used for HRMIS access.
“User” – any authorized person with HRMIS login credentials (employees, HR staff, managers, supervisors, ICT administrators).
“System Owner” – the designated HR/management authority responsible for HRMIS business processes and governance.
“System Administrator” – ICT personnel responsible for technical operations, configuration, integrations, and security of HRMIS.
“Operational Information” – HR and system information processed in the Portal, as defined in HRMIS documentation and internal HR policies.
“Audit Trail” – system-generated logs that record user and system actions.
4. Acceptance of Terms
Access to the HRMIS Portal is conditional upon your acceptance of these Terms. By logging in, navigating, or performing any action on the Portal, you:
Agree to comply with these Terms and all related policies and procedures;
Confirm that you are using the Portal in your official capacity as an authorized User;
Acknowledge that your usage is monitored and logged for security and audit purposes.
If you do not agree with these Terms, you must not use the Portal and should immediately inform HR/ICT to disable your access.
5. User Categories and Eligibility
Only properly authorized Users may access the HRMIS Portal. Typical User categories include:
Employee Self-Service Users: staff using the Portal to view and update their records, request leave, view timesheets, access letters, and interact with HR workflows.
HR & Payroll Users: HR officers, administrators, and payroll personnel managing staff records, HR processes, and reports.
Supervisors & Managers: line managers and heads of units using the Portal to approve requests, appraisals, timesheets, leave, and HR actions for their teams.
Senior Management & Executives: users with access to managerial dashboards, committee functions, and consolidated reports.
ICT / System Administrators: technical users providing support, configuration, integrations, monitoring, and maintenance.
6. Account Creation, Credentials and OTP
User accounts are created and managed centrally through System Users Management in line with HR/ICT procedures and official requests (on-boarding, transfers, exits).
Each User is issued with unique credentials. Use of shared or generic accounts is prohibited unless explicitly authorized in writing for specific technical purposes.
The Portal may require one-time passwords (OTP) or additional factors for authentication. OTPs are confidential, time-bound, and must not be shared or reused.
Users are fully responsible for actions performed under their accounts and must promptly notify ICT/HR if they suspect compromise or unauthorized access.
7. Authorized and Acceptable Use
You agree to use the Portal strictly for official duties and within the scope of your assigned role. You must not:
Access modules, records, or functions that are not required for your role, or attempt to circumvent access controls.
Manipulate, alter, or approve records without proper authorization or supporting documentation.
Export, print, or share system information for non-official, personal, or unauthorized purposes.
Introduce malicious code, attempt to bypass security controls, reverse-engineer, or interfere with the operation of the System.
Use the Portal to transmit abusive, discriminatory, offensive, or inappropriate content.
Any actual or attempted misuse may result in disciplinary action, suspension of access, and other remedies prescribed in HR and ICT policies.
8. Responsibilities by Role
HR Department / System Owner: defines HR rules and workflows in the System, validates configuration of HR modules, ensures that information is complete and accurate, and leads user sensitization on proper use.
ICT / System Administrators: configure System Settings and integrations, manage hosting, apply security patches, maintain backups, manage user provisioning/de-provisioning, and monitor availability and performance.
Supervisors & Managers: review and approve transactions submitted by staff (e.g., leave, timesheets, appraisals, disciplinary actions) and ensure approvals reflect genuine decisions.
All Users: keep credentials secure, follow user manuals and guidelines, observe confidentiality, and report errors or incidents without delay.
9. Module-Specific Use Obligations
Without limiting the generality of the above, Users must adhere to the following module-specific responsibilities:
Employee & Deployment: Staff updates must reflect official HR decisions and supporting documentation; deployment changes must be captured accurately to maintain current staffing structures.
Timesheet & Attendance: Entries must be honest and reflect actual attendance. Supervisors must validate before approval.
Performance Appraisal: Goals, ratings, and comments must be documented objectively, in line with performance management guidelines.
HR Admin Setup & Disciplinary Records: Actions such as warnings, awards, promotions, transfers, demotions, and terminations must only be recorded on the basis of approved HR processes and documentation.
Recruitment (Internal HR): Job stages, interview scores, and shortlisting outcomes must be captured accurately to support transparent recruitment.
Document & Asset Management: Uploaded documents must be official, authorized records. Assets must be recorded and updated to reflect actual physical status.
Leaves, Trips & Training: Requests must be genuine and approvals must reflect managerial decisions. Attendance and completion should be captured correctly.
10. Security, Access Control and Integrations
The System incorporates technical and organizational security measures, including role-based access, encrypted transport, configurable IP restrictions, reCAPTCHA, storage controls, and integrations with approved third-party services (SMS, email, video conferencing, collaboration tools, AI/chatbots, calendar, and webhooks).
Integration parameters (API keys, tokens, passwords) are configured within restricted System Settings and must only be managed by authorized ICT/System Administrators.
Users must not attempt to modify or expose integration credentials, nor use external tools to bypass integration controls.
Communication sent via the System (e.g., SMS, emails, notifications) must be strictly official and in line with approved templates where defined.
11. Logging, Monitoring and Privacy
The Portal maintains a comprehensive Audit Trail and System Access logs for all significant actions and access events. By using the Portal you consent to such logging and monitoring for:
Security monitoring and incident response;
Compliance with internal and external audit requirements;
Performance measurement and system optimization;
Verification of decisions and approvals made in the System.
Log data is accessed only by authorized ICT, HR, and audit personnel in accordance with internal governance arrangements.
12. Availability, Maintenance and Changes
The institution will make reasonable efforts to keep the Portal available and functional; however, uninterrupted service is not guaranteed.
Temporary downtime may occur due to scheduled maintenance, upgrades, network instability, power interruptions, security interventions, or unforeseen technical issues.
The System Owner and ICT team may modify, enhance, or decommission specific modules or features, provided that essential HR processes remain supported and compliant with policy.
Users are encouraged to complete time-sensitive tasks well before internal deadlines to mitigate the effects of potential downtime.
13. Data Quality, Record-Keeping and Retention
Users must ensure that information entered or approved in the Portal is accurate, complete, and consistent with underlying documentation. The System supports official record-keeping; therefore:
Incorrect entries must be rectified through defined HR and ICT procedures (e.g., corrections, reversals, or documented adjustments).
Records are retained in accordance with internal HR and records management policies and may not be arbitrarily deleted.
Archived records may remain accessible to authorized users for reference, reporting, or audit purposes.
14. Incident Reporting and Response
Any suspected security incident, system malfunction, or abnormal behaviour (e.g., unauthorized changes, unexpected errors, unusual login activity) must be reported immediately to ICT/HRMIS support. The response may include:
Temporary suspension or adjustment of affected accounts;
Review of Audit Trail and System Access logs to identify root cause;
Technical containment measures, such as IP blocking or temporary module restriction;
Internal escalation according to ICT/HR incident management procedures;
Implementation of corrective and preventive actions.
15. Suspension and Termination of Access
The System Owner and ICT team reserve the right, at their discretion, to suspend or terminate a User’s access to the Portal, with or without notice, where:
A User’s employment or engagement ends, or their role no longer requires access;
Misuse, policy violation, or suspicious activity is detected or reasonably suspected;
Security or operational considerations require urgent restriction of access;
Access is no longer required for operational reasons.
Suspension or termination of access does not affect the validity of records created under the account nor the institution’s right to retain those records under applicable policies.
16. Disclaimers
The Portal and its contents are provided on an “as is” and “as available” basis for internal use.
While reasonable care is taken to ensure accuracy of system functions and reports, the institution does not warrant that the Portal will be error-free or that all defects will be corrected immediately.
In case of discrepancy between HRMIS output and formally approved documents, the latter will prevail and HR/ICT will correct records accordingly.
17. Limitation of Liability
To the maximum extent permitted by applicable policies and law, the institution shall not be liable for:
Indirect, incidental, or consequential loss (including loss of opportunity or time) arising from use or unavailability of the Portal;
Loss or corruption of data caused by factors beyond reasonable control (e.g., power failure, network outages, force majeure), provided reasonable safeguards and backups are in place;
Any loss resulting from misuse of the System or violation of these Terms by a User.
18. Amendments to these Terms
These Terms may be reviewed and updated periodically to reflect changes in HRMIS functionality, internal policies, or regulatory requirements. Updated versions will be published within the Portal and, where appropriate, communicated through internal channels.
Continued use of the Portal after such updates constitutes acceptance of the revised Terms.
19. Governing Framework
These Terms operate within and are subordinate to the institution’s HR policies, ICT and security policies, records management policies, and any applicable legal or regulatory framework. In case of conflict, the higher-level policy or directive will prevail and the System configuration will be adjusted accordingly.