Human Resource Policy Document
The reputation of any Institution is highly valued throughout the world. Maintaining and developing this reputation is central shared responsibility of all those working within the Institution and the top management. This document seeks to express in the simplest and clearest language possible human resource policies for all staff. It is institution’s policy to achieve best practice in terms of human resource management with a commitment to equal opportunity for all staff. The document articulate best practice policies which an institute as a whole aims to implement. The challenge before us is to give expression to these policies in an open and transparent way and develop staff to provide an effective service.
Throughout this document the word “Institution” and “Top Management” are used interchangeably.
HUMAN RESOURCE POLICY
Institutes Human Resource Policy spell out general statement of guidelines which help in decision making. It also reflects the principles and practices of equal opportunities for all staff. Institution will ensure that equal opportunities for growth is extended to all employees and any discrimination either direct or indirect is prohibited. Institution aims to ensure that all its employees are valued for their contribution and are given the opportunity to realize their full potential within the organization.
The institutions approach is :
- That respect for human dignity is fundamental to our success.
- To ensure ideas and problems of employees are identified & addressed satisfactorily and that two way communication is effectively maintained.
- Ensure policies and procedures promote equality and fairness at all times.
- To provide the environment & resources that will enable all employees to advance on merit as far as their talents, skills and abilities will take them without discriminating them on the basis of caste, race, colour, gender, family status or age.
- To offer pay & benefits that is fair and competitive with like Institutions.
- Support and develop an Institutional culture which demonstrates equality, caring attitude, professionalism and integrity.
- Develop terms and conditions of employment & reward strategies which will attract, retain & motivate personnel.
Institution is committed to a programme of action to make its human resource policies fully effective, and to this end, will regularly review the practices & guidelines that underpin the policies & monitor the results as appropriate. Institute believes that following a policy of equality of opportunity will benefit not only the individual but will also benefit and enrich the whole Institution.
RESPONSIBILITIES OF TOP MANAGEMENT H.R. GROUP
- Developing Organizational HR Policies.
- Developing & Monitoring Procedures to ensure these policies are implemented in a consistent effective & equitable manner throughout the Institution.
- Providing an advisory and training resource to management & HR field personnel.
In carrying out the above responsibilities, the top Management HR group will seek the opinions and views of its advisory board regarding the appropriateness and effectiveness of various human resource strategies, policies and procedures.
MONITORING / REVIEW MECHANISM
- Institution is committed to monitoring & reviewing all aspects of its HR Policy.
- Given the range of policies outlined, monitoring mechanisms will vary from policy to policy.
- Monitoring will include assessing the effectiveness of the policies with regard to the retention & development of staff.
- Monitoring will also include careful tracking of positive & negative feedback in relation to policies and how problems relating to human resource issues are resolved.
- Head of Department are primarily responsible for ensuring policy procedures are followed as well as being responsible for documenting complaint cases.
- The top Management HR Group will gather all relevant information regarding complaints or issues arising in relation to employees and this information will be used to evaluate the policies and procedures at regular intervals, recommending changes when a policy is not effective, change in policies will only take place following consultation with advisory board.
Institute recognizes the importance of communicating policies to staff for its effective implementation. New entrants will be introduced to the Institutions HR policies and procedures. Top Management HR group will provide active support and advice to HOD’S / Staff on policy interpretation & implementation.
(1)CODE OF CONDUCT
In this current competitive scenario, institutes seek to maintain its reputation through the quality of the work of its staff. In this context staff has a responsibility to strive for and maintain the highest standards in the day to day conduct of their work in accordance with Institution’s core vision and mission. All employees are expected to act behave & conduct themselves in an acceptable way when carrying out their duties on behalf of the Institute. They should seek to maintain the highest standards in their work and behavior while carrying out their duties. All employees agree to abide by any duty assigned by the management from time to time, failing of which disciplinary action will be taken against them.
CONFLICT OF INTEREST
All staff should avoid situation where their personal interest may conflict or appear to be in conflict with the interest of institution.
PERSONAL GIFTS All staff must observe the highest standards of honesty and integrity by not abusing their position for personal gain. Staff should conduct themselves at all times in a manner that avoids suspicion of such behavior.
All staff members are expected to meet Institutes standards for attendance work performance & code of conduct at all times. Where standards are not met & behavioral conduct or performance falls below standards, disciplinary action may be taken.
It is an Institution’s policy that the disciplinary procedures will be handled in a fair constructive and consistent manner. It should be noted that the final stage of the disciplinary procedure may lead to dismissal in case of serious misconduct. Disciplinary procedure is outlined here and all staff are required to familiarize themselves with these procedures from commencement of employment.
DISCIPLINARY ACTION UP TO & INCLUDING DISMISSAL
- Dismissal is a serious matter and so principle of natural justice shall be followed in all cases of disciplinary action.
- Disciplinary procedure shall not commence without prior reference to HOD.
- Advice will be given by the top Management on the procedure to be followed. Dismissal shall only take place having followed disciplinary procedures and warnings.
- However immediate dismissal may occur in case of gross misconduct/gross incompetence. Outlined are some example of gross misconduct :
2)Proven allegation of harassment ( following an investigation)
3)Use of Violence
4)Deliberate damage to institution property.
5)Untrue or Malicious, Defamatory act.
6)Anti Establishment behavior.
DISMISSAL PROCEDURE ( Principle of Natural Justice)
1)The employee shall be presented with the case leveled against him /
2)He/ She shall be afforded the right to be presented.
3)He/ She shall be permitted and given an opportunity to state his/her case.
4)Top Management shall hear the case made.
5)Top Management will form a judgment after having considered all the facts disclosed.
Dismissal may be with or without notice depending on the circumstances. In case of dismissal, Institute reserves the right to withheld the payment of Provident Fund, gratuity or any other benefits to employee.
- If an employee has been found to be working anti establishment
- Gross negligence of duties.
- If an employee turns out to be a poor performer.
- Breaching of rules & regulations of the Institution .In case of termination, Institution will give one month notice /a month’s salary to the employee. If the institution has not followed the hierarchy of termination policy.
(4) EMPLOYMENT CONTRACT
It is an Institution Policy to issue “offer letter” to selected candidate which is followed by an appointment letter. Once the offer has been accepted by employee, appointment letter will be issued to all the staff academic & non academic staff within a month of the date on which they resume their duty with their roles & responsibilities mentioned & duly accepted by the candidates.
(5)Probation It is Institutions policy that all new employees are subject to a probation period to allow the institute to establish suitability of new entrants and to allow new entrants time to get to know the organization. All new entrants will have to serve a probation period of Six Months. The performance of probation staff is monitored with a view to achieving satisfactory result, any employee considered unsuitable, at the discretion of management can be terminated during the probation period. Even probation Period may be extended to give one more opportunity to employee to prove his / her caliber. Written confirmation of all appointments will be provided on the satisfactory completion of the probation period.
(6)REMUNERATION It is Institution policy to ensure that remuneration Packages are internally equitable as well as externally competitive with like Institutes. Remuneration Package will be applied consistently throughout the organization and will be fair, adequate and non-discriminatory. Salaries are reviewed on an annual basis in light of performance. Organization salaries scale will be observed / reviewed on an ongoing basis to ensure competitiveness with like organizations. The process for carrying out reviews and any proposed change in salary slab should have the approval of board of trustees, prior to any changes being implemented. When salary review takes place, staff will be informed of what the review is based on, who is responsible for conducting it, and who will make the final decision on whether any increase will be rewarded. Note – Salary revision will be done in the month of October every year. Revision will be subjected to the discretion of the college Management.
(7) PERFORMANCE MANAGEMENT (Performance Appraisal) It is Institution policy that performance management is the approved management tool for reviewing improving and appraising individual performance. The greatest potential for career advancement and growth comes through building a record of solid performance. And so individual performance will be appraised. First, all members have to fill self appraisal form in every 6 months & submit to Management & then final performance appraisal will be on the basis of-
- Criteria for appraising the performance of full time regular Code 28 appointed Academic Staff.
- Class attendance in your lecture.
- Performance of students in semester exams
- Cooperation and coordination with other staff members.
- Student’s Feedback.
- Efficient handling of administrative responsibility
- Working beyond your J.D.
- of Conferences Attended & Presented.(Min 2)
- research paper presented/published in national / international journal.(Min 2)
- Behaviour with seniors, sub ordinates & peers.
- Level of effective communication.
- Opportunities for growth for faculties, students generated by the employee for the organization.
- Criteria for appraising the performance of non academic staff. Their performance will be judged on –
- Meeting day to day deadlines.
- Cooperation and coordination with other staff members.
- Efficient handling of assigned responsibilities.
- Working beyond your job description.
- Behaviour with seniors, subordinates & peers.
- Level of effective communication.
NOTE:– 360 Appraisal is most prevalent method.
(8) LEAVE: Holidays and rest are important for staff for their mental and physical well being, as well as giving them the opportunity to fulfill their social and personal commitments.
Casual Leave [CL]: – It is an Institution Policy to grant 13 paid CL to all academic and non- academic staff only after completion of probation period. During probation period, no leave is to be granted.
Compensatory off: – It is an Institution policy to grant compensatory off to all academic and non academic staff if they are required to work on their weekly off. Compensatory off will be in proportion to the no. of days an employee works on his/her weekly off.
Paid Religious Leave: – It is an Institution policy to grant 3 paid Religious Leaves to all academic and non academic staff on successful completion of their Probation Period. If Institution declare a holiday on any religious occasion that would get automatically deducted from employees religious leave. Institution will follow university calendar for granting religious leave.
Paid Semester Break: – It is an Institution Policy to grant 30 days paid semester break to full – time academic staff who are selected under code 28. Faculty members will be free to avail this leave in 2 sets of 15 days each sem. Only those are entitled who have completed 6 months after selection in code 28 and have successfully completed one year in the organization.
No Paid semester break will be granted to non-academic staff & academic staff those who are neither selected under code 28 nor have completed one year in the organization.
Accidental Leave: – No accidental leave will be granted to any academic or non academic staff.
Compassionate Leave :- No compassionate leave will be granted to staff where a death occurs in the family.
Maternity Leave:- It is Institution Policy to grant paid maternity leave for its permanent staff appointed in code 28. All employees who have satisfactorily completed their one year in the organization are eligible for normal pay during their core period of twelve weeks maternity leave. No other employees i.e. temporary/Visiting/Part time employees and employees on probation are not entitled to paid maternity leave.
PUBLIC HOLIDAYS Institution will follow University calendar for public holidays.
UNPAID LEAVE It is an organization policy to consider requests for leave without pay. Leave without pay may be applied for when a staff member consumes all his/ her annual leave and he/she requires additional time off.
NOTE – Accumulated Paid leave not consumed in current academic year will not be carried forward to the next academic year.
9 WORKING HOURS Working hours of Academic & Administrative Staff:- All academic and non academic staff will be required to put in 7 – 8 hrs. Minimum daily. College will be functioning six days a week from Monday to Saturday. Weekly off for all staff will be on Sunday.
NOTE: – If any staff reports to college 5 Mins late from their scheduled time, 30% salary of that day will be deducted. In case this behavior is observed more than thrice a month, he/she will be liable for disciplinary action.
DRESS CODE : All Academic & Non Academic Staff ( Men) are suppose d to wear the shirt provided by the Institutes with Black trousers and Black Formal Shoes. Jeans /Shirts shall not be permitted. All Academic & Non Academic Staff (Women) are supposed to wear Suit / Sarees at work. Jeans/T- shirts shall not be permitted on any specified cultural event, the dress code may vary as per instructions.