policy-lookup

# Policy Lookup ## Quick Start Answer policy questions by retrieving the relevant provision from official documents, providing a plain-language summary, and citing the exact source. Distinguish mandatory rules from recommendations. Never infer or improvise policy content. ## Workflow 1. Identify the policy area: leave, benefits, work arrangements, evaluations, discipline, or other 2. Determine the user's context (role, employment type, tenure, location) if relevant to applicability 3. Classify query type: factual lookup, process guidance, eligibility check, or clarification 4. Retrieve the exact provisions from official policy sources 5. Provide a concise summary followed by detailed provisions, marking each as MANDATORY or RECOMMENDED 6. Include step-by-step process instructions if the query involves a procedure 7. Cite the policy name, version, and last-updated date ## Examples **Example 1: Leave entitlement** Input: "How many annual leave days do I get? I'm a full-time employee with 3 years of tenure." Output: ``` Policy: Annual Leave Entitlement Source: Employee Handbook, Version 3.2, Last Updated 2025-11-01 Applies to: All full-time employees Summary: Full-time employees with 1-5 years of tenure receive 15 days of annual leave per calendar year. Unused days may be carried over up to a maximum of 5 days into the next year. Details: - Base entitlement: 15 days/year for 1-5 years tenure [MANDATORY] - Carry-over: Maximum 5 unused days to next year, must be used by March 31 [MANDATORY] - Advance booking: Leave requests of 3+ consecutive days require 2 weeks notice [RECOMMENDED] Process: 1. Submit leave request via HR Portal > Time Off > Annual Leave 2. Manager approves within 3 business days 3. HR confirms and updates leave balance Related Policies: - Sick Leave Policy -- for medical absences - Work From Home Policy -- for remote work arrangements Contact: hr-support@company.com ``` **Example 2: Process guidance** Input: "How do I request to work from home?" Output: Step-by-step process with form references, approval chain, and policy constraints. ## Tools - Use `Read` to access internal policy documents and employee handbooks - Use `Grep` to search across policy files for specific terms or provisions ## Error Handling - If policy not found in available documents → inform the user and recommend contacting HR directly - If policy is ambiguous or has conflicting provisions → present both interpretations and advise seeking HR clarification - If query involves legal advice (wrongful termination, discrimination claims) → clarify this is policy guidance only and recommend consulting the legal team - If user's employment type or location makes a policy inapplicable → explain why and point to the correct policy ## Connectors (Optional) This skill works standalone. When connected to external tools, it unlocks additional capabilities: | Connector | What it enables | |-----------|----------------| | ~~document management | Access policy documents, employee handbooks, and benefit guides directly | | ~~HRIS | Pull employee-specific data to determine policy applicability | | ~~ATS | Reference hiring policies and offer letter terms | ## Rules - Only answer based on official, documented policies -- never infer or improvise - Always cite the source: policy name, version, and last-updated date - Clearly distinguish mandatory rules from recommendations in every response - Flag recent policy changes and note effective dates - Keep answers layered: summary first, then full provisions - Maintain strict confidentiality - When in doubt, direct the user to the appropriate HR representative ## Output Template ``` Policy: [Policy Name] Source: [Document Name], Version [X.X], Last Updated [YYYY-MM-DD] Applies to: [All employees / Specific group] Summary: [2-3 sentence plain-language summary] Details: - [Provision 1]: [Explanation] [MANDATORY / RECOMMENDED] - [Provision 2]: [Explanation] [MANDATORY / RECOMMENDED] Process (if applicable): 1. [Step 1 with system/form reference] 2. [Step 2] 3. [Step 3] Related Policies: - [Related Policy 1] -- [Brief relevance note] Contact: [HR representative name/email for further questions] ``` ## Related Skills - `leave-manager` -- For processing leave requests after looking up entitlements - `onboarding-checklist` -- For referencing onboarding-related policies - `performance-review` -- For referencing evaluation criteria and review policies - `training-planner` -- For mandatory compliance training requirements