Asef Zaman
Hr Consultant
Amitmhrm
Hr Practices
R.G.KAVITHA
Hr Executive

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hai Dhamotharan,
can you send me a Hr manual sample to my mail id. i am unable to open the attachment what you have sent to cite hr.
my mail id is
awaiting your reply,
regards
kavitha

tried emailing your the manuals but didn't work.....
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I'm afraid I wasn't able to deliver your message to the following addresses.
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<rg_kavitha2007@yahoo.co.in>:
202.43.219.196 failed after I sent the message.
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Hi Kavitha..

Unable to do the attachment.. so sending you the same..

Find below the sample of HR Manual..

No.

Contents



Page No.

1. Recruitment Policy 2

2. Induction Policy 4

3. Employees Terms And Conditions Policy 7

4. Security Policy 12

5. Employees Compensation And Benefit Policy 16

6. Leave Policy 18

7. Growth And Development Policy 20

8. Training Policy 22

9. Welfare Policy 25

10. Communication Policy 27

11. Environment Policy 29

12. Health And Safety Policy 31

13. Anti Harassment Or Abuse Policy 34

14. Misconduct And Reprehension Policy 37

15. Separation Policy 39

16. Annexure 41



RECRUITMENT POLICY





1.

1.1. Objective

To identify and recruit line operators with the optimum skills and aptitude required for operations.

2.

2.1.

2.2.

2.3. Operating Authorities

1. Local HR

2. Front line managers

3. Factory Manager

3.

3.1.

3.2.

3.3.

3.4.

3.5.

3.6.

Operating Procedure

Given below are the procedures that will have to be followed while recruiting and all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

The supervisor to fill in the Manpower Requisition Form (MRF) (Annexure I) and gets it authorised by the Factory Manager and forward it to the respective Local HR.

On receipt of the MRF the Local HR is to check if the job description and specification match with any of the current Temporary Employee, Retrenched Workmen or Ex-employee.

If suitable candidate(s) is unavailable within the factory then the vacancy is to be filled by advertising, employees referrals, walk in interviews, campus recruitment or placement consultants.

All potential candidates should be over and above the age of 18 years.

The short listed candidates will be given an analytical test, a dexterity test, colour blindness test and a technical training meant for experienced operators, and on successful completion they will be called for a personal interview and on clearing the interview, the candidate will be called for a salary fixation and after that the candidate is selected.



RECRUITMENT POLICY





3.7.

3.8.

On selection, an appointment letter is to be issued to the candidate(s).

If in the case of a casual worker, recruitment will be done through licensed contractors. In the event of appointment of a casual worker no letter of appointment is to be provided.

Ref Code:



INDUCTION POLICY





1.

1.1. Objective

To orient and align the inductee to the process and procedures in the organisation.

2.

2.1.

2.2.

2.3.

2.4. Operating Authorities

1. Local HR

2. Supervisor

3. Trainer

4. Production team / IED

3.

3.1.

3.2.

3.2.1.

3.2.2.

3.2.3.

3.3.

3.4.

3.4.1.

3.4.2.

3.4.3.

3.4.4.

3.4.5.

3.4.6. Operating Procedure

Given below are the processes and the procedures that will be followed while inducting a new joinee and all queries at variance with this policy are to be addressed to the Local HR head, and his / her decision is final.

The new joinee(s) will be taken in as a trainee / probationers and will be provided with a joining kit. Which will contain the following:

1. Gloves (as per requirements)

2. Aprons (as per requirements)

3. Employee hand book

In the case of an experienced operator, on successful completion of his / her technical test he / she is to be taken on probation.

For fresher, the induction will include the following:

1. Completion of joining formalities

2. Orientation of the factory premise

3. Overview and orientation of operating processes

4. Orientation in the specific areas of work

5. Information about the garment industry

6. Hands on Training for a period of 45 days for fresher.





INDUCTION POLICY





3.5.

3.6.

3.7.

3.8.

3.9.

3.10.

3.11.

3.12.

3.13.

3.14.

The trainee(s) will be put through training at the Technical Training Division for a period of forty five (45) days. During this period they would be evaluated for their technical progress every fortnight by the production team and at the end of the training they will be graded based on their technical abilities into Grades A, B, C or D.

The training period could be extended for another fifteen (15) days or terminated based on the performance of the individual.

No further training beyond sixty (60) days will be provided.

Production activity will not occur at the training division nor will the trainee be deployed on the shop floor during their training period.

The trainee will be given a trainee’s ID card and during their period of training, the trainee is paid a minimum wage of 75% of the “semi-skilled” worker.

On successful completion of the training, the trainees will be upgraded to operator category and taken on probation for a period of one year and will be referred to as a probationer.

The Probationer will be paid as per Minimum Wages of a ‘Semi skilled’ worker

Confirmation of services of a probationer shall be in writing and in absence of such written order the workman shall be deemed to continue on probation.

The management may terminate the period of probation at the end of the prescribed period; or may extend the period of probation, further up to a maximum of six (6) months, if in the opinion of the management the work or the conduct of any workman, during the period of probation is not satisfactory.

If a permanent workman is employed as a probationer in a new post he may at any time, at the discretion of the management during the probationary period or extended probationary period or on expiry thereof, be reverted to his previous post.





INDUCTION POLICY





3.15.

3.16.

On successful completion of the probation period the probationer is employed on a permanent basis and given an employee number, time card and a permanent employee’s identification card.

No employee during probation or after confirmation; in form or service be engaged in any business / service outside that of the factory.



EMPLOYMENT TERMS AND CONDITIONS POLICY



1.

1.1. Objective

To provide clear and transparent terms and conditions of employment which are in tandem with all legal requirements.

2.

2.1.

2.2.

2.3.

Operating Authorities

1. Local HR

2. Factory manager

3. Supervisors

3.

3.1.

3.2.

3.2.1.

3.3.

3.3.1.

3.4.

3.4.1.

Operating Procedures

Given below are the terms and conditions of employment provided for employees. All queries at variance with this policy are to be addressed to the factory HR head, and his / her decision is final.

Classification Of Employees

All employees in the factory will be classified under the following heads.

Permanent Employee

Is one who is employed at a permanent post and includes any person who has satisfactorily completed the prescribed period of probation in the same or higher or equivalent category in the factory, and has been confirmed in writing.

Probationer

Is one who is provisionally employed to fill a permanent vacancy and who has not completed the period of probation of 06 (Six) months or such extended period.

Ref Code:



EMPLOYMENT TERMS AND CONDITIONS POLICY



3.5.

3.5.1.

3.6.

3.6.1.

3.7.

3.7.1.

3.7.2.

4.

4.1.

4.2.

4.2.1.

4.2.2.

4.2.3.

4.2.4.

Trainee

Is one who is engaged essentially in acquiring the skill sets required for the job assigned to him / her, provided that the period of such learning shall not exceed two (2) months. He / she shall have no right to employment in the factory after the completion of the training period.

Temporary Employee

Is one who is engaged for work which is temporary in nature, or likely to be finished within a limited period.

Casual Employee

Is one who is employed on a daily basis or piece rate basis for work, which is essentially occasional or casual in nature on a day-to-day basis.



A permanent workman, who is employed as a trainee in a higher post may at any time during the period of training, be reverted to his original post, provided that during the period of training a permanent workman shall not be deprived of the benefits accrued to him in his permanent post.

Proof Of Age

Every workman at the time of his employment is required to declare his age in the application blank (Annexure II). All those already in employment shall declare their age, if they have not so declared at the time of their employment.

Employee for this purpose shall provide any of the following documents for proof of age:



1. Birth certificate

2. 10th standard marks card or transfer certificate

3. Age Certificate from a dentist / medical officer approved by the company.

4. Certificate issued by the registrar of births or any other local authority.





EMPLOYMENT TERMS AND CONDITIONS POLICY



5.

5.1.

5.2.

5.3.

5.3.1.

5.3.2.

5.3.3.

5.3.4.

5.3.5.

6.

6.1.

6.2.

7.

7.1.

7.2.

Proof of address

All employees shall provide proof of permanent and temporary address before joining and all written correspondence wherein there is need to be addressed to the employee’s residence shall be sent to the last address provided by the employee.

When an employee is shifting or relocating his residence, he shall provide the new address in writing one (1) week prior to his shifting or relocating.

Employee(s) for this purpose shall provide any of the following documents for proof of address:



1. Driving license

2. Ration card

3. Voters ID card

4. Certificate issued by the registrar or any other local authority.

5. Copy of the House Lease Agreement

6. Duty Joining Form

Hours Of Work

The factory works six days a week on an 8 hours shift, which excludes two tea breaks one in the morning and one in the evening for ten minutes each and a lunch for thirty minutes.

The weekly off will be on Sundays.

Shift Timing

Currently the factory operates only in a general shift. There may be more than one shift worked in a department or any department or any section of a department as and when there is a business need.

If more than one shift is worked in the factory the employee shall be liable to be transferred from one shift to another.



EMPLOYMENT TERMS AND CONDITIONS POLICY



7.3.

7.4.

8.

8.1.

8.2.

8.3.

8.4.

8.5.

8.6.

8.7. A shift working may be discontinued or temporarily stopped based on the business requirements.

If on discontinuance of the shift working any employee has to be retrenched, then the provisions of the Industrial Disputes Act 1947 will be followed.

Attendance

Every employee shall “PUNCH IN” and “PUNCH OUT” his attendance through the time office at the time of entering and leaving the factory premises, at shift start, close and during rest intervals as and when such facilities are made available.

Every employee shall be present at the place of his work in his or her respective departments at the start of the shift time.

A period of fifteen (15) minutes late coming after shift start is provided for employees who are unable to come in time due to unavoidable circumstances.

In any case the employee shall not come late more than (2) two such occasions in a month; and if in any case an employee(s) comes late more than twice (2), appropriate deductions from the wages shall be made.

Employees’ coming late more than 15 minutes from scheduled shift timing shall be liable for disciplinary action.



Deductions from the wages shall be in proportion with the time of late coming.

Any employee who after punching his card is found absent from his place of work at any time during the working hours without permission shall be liable for disciplinary action for loitering and wages shall be deducted for the period she / he was not found in the place of work.



EMPLOYMENT TERMS AND CONDITIONS POLICY



9.

9.1.

Wage period

The wage period is calculated on the calendar month basis. And all payments to employees shall be in this regard.



SECURITY POLICY





1.

1.1. Objective

To protect and safeguard all employees, materials and processes within the factory premises.

2.

2.1.

2.2.

2.3.

2.4.

Operating Authorities

1. Local HR Head

2. Supervisor

3. Security head

4. Security guards

3.

3.1.

4.2.

4.2.1.

3.2.1.

3.2.2.

3.2.3.

3.2.4.

3.2.5.

3.3.

3.4.

Operating Procedures

Given below are the procedures to be followed by all employees to ensure security. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Use of Identity (ID) Cards

All employees are provided with an identity card (ID) which, contain employee particulars. This ID card is given for:

1. Identification of the employee

2. Entry and exit from the factory

3. Attendance recording

4. Emergency contact

5. For enjoying facilities, concession and benefits available to him / her as an employee of the company.

The employee shall carry his ID card on him / her self visibly, at all times when inside the factory and present it while entering or leaving the factory or on demand by the security guard, supervisor or the HR department.

The ID cards shall be the property of the factory and should be surrendered to the HR department on cessation of employment.





SECURITY POLICY





3.5.

3.6.

3.7.

3.8.

4.

4.1.

4.2

4.2.1.

4.2.2.

4.2.3.

In no case should the employee produce or surrender his ID card to anybody or authority outside the factory. If any employee is found doing so he / she would be liable for disciplinary action.

Loss or damage of the ID card should be notified to the HR department immediately and a requisition for a duplicate card will have to be applied for in the Duplicate ID Card Issue Form (Annexure III).

If the employee loses or damages his / her ID card for the first time the ID card will be replaced by the management free of charge. On loss or damage of an ID card for the second time a fee of Rs. 25/- will be charged, and for the third time onwards a fee of Rs. 50/- will be charged for replacement of the ID cards.

No employee shall be in possession of another employee’s ID card within the factory premises.

Manner Of Entry And Exit

Given below are the procedures for entry and exit from the factory premises.

Movement Of Employees

Entrance and exit from the premises shall be through prescribed gates only and every employee shall show his / her ID card to the security on duty while passing through such gates.

The gates may be closed during working hours at the discretion of the management and employees must not leave the premises during the working hours without prior written permission from the appropriate authority.

An employee who is not on duty shall not remain on the premises without permission from the manager or his / her authorised official.



SECURITY POLICY





4.2.4.

4.2.5.

4.2.6.

4.2.7.

4.3.

4.3.1.

4.3.2.

4.3.3.

4.3.4.

4.4.

4.4.1

Visitors entering into the factory must be first verified via the intercom to check if the person they wish to meet is available and where they are, then the visitor has to register at the security office and obtain a visitors pass.

While leaving, the Visitor should sign in the visitors register again at the security office mentioning his time of exit and return the visitors pass duly signed by the person visited before leaving the factory premises.

Visitors are liable to be checked by security personnel while entering and leaving the factory premises.

The visitors are not to be allowed on the shop floor without the permission of the Local HR head / Factory manager.

Movement Of Materials

Material being brought into the factory premises should be disclosed at the security and a security gate pass to be obtained before carrying it into the factory premises.

Suspicious materials that come into the factory will be stopped at the main gate and thoroughly investigated before being sent into the factory.

Material being taken out of the factory should be accompanied by a gate pass signed by the appropriate authority. The same is to be produced before the security on leaving the factory premises.

Employees found taking out any material(s) belonging to the factory without a valid gate / security pass are liable for disciplinary action.

Movement Of Vehicles

All personnel bringing their own vehicles should put the security clearance stickers in a prominent place on the vehicles that is visible to the security staff.



SECURITY POLICY





4.4.2.

4.4.3.

5.

5.1.

5.2.

5.3.

6.

6.1.

6.2.

All non personnel vehicles that come into the factory premises will be asked to park outside the factory premises.

All vehicles are liable to be checked by security personnel while entering and leaving the factory premises.

Search Of Employee(s)

As deemed necessary; all employees entering or leaving the factory at any time are liable to be searched whilst within the premises by a person authorised to do so by the manager.

To ensure that they are not in unauthorised possession of property belonging to the company or of other employees or of any articles prejudicial to the security of the factory or to other employees.

In case of a female employee the search shall be carried out by another female person authorised by the management.

To Ensure Secrecy

No employee shall take any paper, book, photographs, instruments, apparatus, documents or any other property of the factory or of the premises nor shall be in any way pass, or cause to be passed or disclose or cause to be disclosed any information or matter concerning the operations of the factory to any unauthorised person, company or corporation without the written permission of the Factory Manager.

If any employee is found doing so he / she would be liable for disciplinary action or may be suspended / terminated from service.



COMPENSATION AND BENEFIT POLICY





1.

1.1. Objective

To provide the employees with the appropriate compensation and benefit package.

2.

2.1.

2.2.

2.3. Operating Authorities

1. HR Head

2. Factory Head

3. Supervisor

3.

3.1.

4.

4.1.

4.1.1.

4.1.2.

4.1.3.

4.1.4.

5.

5.1.

5.2. Operating Procedures

Given below is the compensation and benefits provided for employees. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Payment of wages

The employees are paid wages based on the Minimum Wages Act for garment industry and the employees for this purpose are classified into:

1. Unskilled

2. Semi – skilled

3. Skilled

4. Highly skilled

Over time

Over time will be paid to all employees who work for more than 48 hours in a given week and overtime wage will be at the rate of twice the basic wage.

Working hours will not be more than 60 hours in a week and overtime will not be more than 50 hours in a quarter.



COMPENSATION AND BENEFIT POLICY





6.

6.1.

7.

7.1.

8.

8.1.

9.

9.1.

10.

10.1.

10.1.1.

10.1.2.

10.1.3.

Provident Fund

All employees will be covered as per the Employees Provident Funds and Miscellaneous Provision Act of 1952. 12% of the earned basic will be deducted and an equal amount will be contributed by company and remitted to each employees account.

Employee State Insurance

All employees will be covered under the Employees State Insurance Act of 1948. There will be a deduction of 1.75% from the employees gross salary including all allowances and 4.75% will be contributed by company.

Bonus

Bonus is paid as per the Payment of Bonus act of 1965.

Attendance Incentive

Employees who have worked on all days without any leaves being availed in any month will be eligible for an attendance incentive of Rs. 250/- pm and an employee who has availed only one days in any month leave will be eligible for an attendance incentive of Rs. 100/- pm.

Special Incentive

Special incentives will be given for employees who have worked in the factory for five year or more without a break. These Long Service Awards will be as gift vouchers of the following denomination.

• 05 years - Rs 1500/-

• 10 Years - Rs 3000/-

• 15 Years - Rs 5000/-



LEAVE POLICY





1.

1.1. Objective

To communicate to the employees the types of leave available for them

2.

2.1.

2.2. Operating Authorities

1. HR Head

2. Supervisor

3.

3.1.

3.2.

4.

4.1.

4.2.

4.3.

4.4.

4.5. Operating Procedures

Given below are the procedures and classification of leave provided for employees. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

All leave calculation is calculated on a calendar year basis.

Earned leave

Earned leave entitlement is for 15 days per year and EL is credited to the employee on 1st January of every year. Provided that they have worked for a minimum of 240 days falling during the previous year.

For new joinees it will be 1 day’s EL for every twenty days worked.

For the purpose of calculating earned leave weekly holidays and annual festival holidays and government holidays are not included, if they come in the period of earned leave.



An employee cannot take earned leave more than three times in a year.

Employees will have to apply 5 days in advance in the Leave Application Form (Annexure IV) to have their earned leave granted.



LEAVE POLICY





4.6.

4.7.

5.

5.1.

5.2.

6.

6.1.

6.2.

The earned leave can be accumulated to a maximum of 30 days and accumulation beyond 30 days will lapse.

Unavailed EL can be encashed at the beginning of every calendar year.

Casual Leave

Employees are given 5 days casual leave (Privileged Leave), to attend to their personal and urgent requirements. These leaves cannot be clubbed with earned leave or other leaves, without the permission of the Local HR head.

Employees will have to apply in advance in the Leave Application Form (Annexure IV) to have their casual leave granted.

Annual Holidays



Employees will be given 10 days leave for festivals and other government holidays.

The list of such holiday will be put up on the notice board, and will be communicated to the employees.





GROWTH AND DEVELOPMENT

POLICY





1.

1.1. Objective

To evaluate and improve the employees knowledge, skills and attitude and to facilitate their overall individual development

2.

2.1.

2.2.

Operating Authorities

1. Local HR Head

2. Supervisor

3.

3.1.

4.

4.1.

4.2.

5.

5.1.

5.2.

5.3.

Operating Procedures

Given below are the procedures for growth and development. And all queries in difference with this policy is to be addressed to the factory HR head. And his / her decision is final.

Performance Appraisal

At the end of every fiscal year the employee and the supervisors will be evaluated on their performance (Annexure V)

These results will be reviewed by the senior management and will provide a base for planning the growth and development of the employees.

Training And Development

Based on the appraisal results the employees will be given formal or informal training to improve their abilities and skills.

Employees who have shown exceptional performances will be given multi-skilling training.

Employees who are identified as potential supervisors will be given soft skills training and behavioural mentoring.





GROWTH AND DEVELOPMENT

POLICY





5.4.

5.5.

6.

6.1.

6.2.

6.3.

7.

7.1.

All employees who undergo training will be evaluated (Annexure VI) after their training to check their effectiveness and the training effectiveness.

An interview to review the trainee and training results will be conducted.

Transfer

In the interest of the factory’s work process, any employee shall be liable to be transferred at the discretion of the management from one job to another or from one department / section to another or from one unit or factory of the company to another.

The employee will be governed by the terms and conditions of service applicable to his cadre or grade at the department, section, unit or office or factory to which he is transferred.

The transfer of the employees shall be within the state of Karnataka.

Note:

The employee(s) is at liberty to meet and discuss with the management or appropriate authorities their thoughts and queries on matters pertaining to their career growth and development in the factory; at a mutually convenient time before or after the shift time within the factory premises.



TRAINING POLICY





1.

1.1. Objective

To enhance individual employees skills and capabilities and ensure optimum potential.

2.

2.1.

2.2.

2.3. Operating Authorities

1. Local HR Head

2. Supervisor

3. Corporate HR

3.

3.1.

3.2.

4.

4.1.

4.2.

5.

5.1.

Operating Procedures

Given below are the procedures for training for all employees. And all queries in difference with this policy is to be addressed to the Local HR head. And his / her decision is final.

On identification of the training needs by the Local HR, employees will be put through the following training as required.

Technical Training

The employees who are below average in performance will be put through the skill enhancement programme in-house to enable the employees to hone their skills sets and set higher standards in performances.

Employees who have attained optimum skills in a particular section and have shown the potential for multi-skilling will be put through the Training centre to upgrade their existing skills and to acquire new skill sets necessary for multi-skilling.

Behavioural Training

On identification of the Employees behavioural needs they will be given appropriate training. This training may be in-house by the HR personnel or through outsourced professional faculty, as the need arises.





TRAINING POLICY





5.2.

5.2.1.

5.2.2.

5.2.3.

5.2.4.

5.2.5.

5.2.6.

5.2.7.

5.2.8.

5.2.9.

5.2.10.

5.2.11.

5.2.12.

5.2.13.

5.2.14.

5.2.15.

5.2.16.

6.

6.1.

6.1.1.

6.1.1.1.

6.1.1.2.

6.1.2.

6.1.2.1

6.1.3.

6.1.3.1.

6.1.4.

6.1.4.1.

6.1.5.

6.1.5.1.

6.1.5.2. Given below is a concise list of in-house training that will be provided for employees:

1. Team building

2. SMT

3. Awareness Labs

4. Learning styles

5. Psychological Coping

6. Mentoring

7. Leadership

8. Time management

9. Self esteem and self worth

10. 5 S

11. Etiquettes

12. Need based behavioural training

13. Fire safety

14. First Aid

15. Emergency preparedness

16. Environmental awareness

Technical Training Division

New joinees will be put through this form of training, which will be in-house. This training is conducted to align the fresher to the factory’s required skill sets and performance standards. Which are as follows:

Week – I

a) Screening test

b) Understanding the machine

Week – II

a) Basic fabric & sewing exercises

Week – III

a) Simulation training exercise

Week – IV

a) Skill enhancement

Week – V & VI

a) Productivity enhancement

b) Production evaluation





TRAINING POLICY





6.2.

6.3.

All employees who undergo training will be evaluated before and after their training to check the employees and the training modules effectiveness. This detail will be recorded in their respective personnel dossiers.

The employees are evaluated to ascertain their productivity and their skill potential so that they can be graded based on their performance. If after the training period the employee has not yet met the minimum requirement to be on the production line but has potential to do so, then such employees will be given a further training for a 15 days period. Once after the training the employee will be put on the production line after meeting the minimum requirements.



WELFARE POLICY





1.

1.1. Objective

To ensure the employees well being, over and above the statutory mandates.

2.

2.1.

2.2.

Operating Authorities

1. Local HR Head

2. Corporate HR

3.

3.1.

4.

4.1.

4.2.

4.3.

5.

5.1.

Crèche

There is a crèche available for all employees’ children whose age does not exceed 6 years. The timing of the crèche is in sync with the shift timing. There is a caretaker to take care of the children and an attendant.

Canteen

There is an outsource canteen provided for employees to have their food. The canteen will provide breakfast, lunch, snacks, Tea and coffee for all employees during the break time and appropriate deductions will be made from the employees’ salaries.

The canteen will work on specified times only. Breakfast will be served an hour before shift start, lunch break will be for a period of 30 minutes and the two tea breaks will be 10 minutes each.

The employees are refrained from using the canteen facilities other than the break timings.

Counselling

The employees can contact the local HR to seek counselling and advice and if the issue requires the help of a professional then a counsellor will be called to provide assistance or will be referred to the employee.





WELFARE POLICY





5.2.

6.

6.1.

6.2

6.3

6.4

7.

7.1.

7.1.1.

7.1.2.

7.1.3.

7.2.

7.3.

7.4.

7.5. Counselling will take place before or after shift timings inside the factory premises.

Advances

Salary advances are provided for the purpose of exigencies that the employee faces. These advances are provided for permanent employees who have worked for 3 years or more.

The salary, in part or in full, for the month will only be given as advance. The employees will have to apply in the Loans and Advances Forms (Annexure VII) 15 days in advance. These advances are interest free.

Repayment of such loans will be in 6 equal instalments and will be deducted from the wages.

An employee can avail this only twice in a year. And employees, who have already taken loans, will not be eligible.

Loans

The factory provides loans for general purpose such as:

1. Marriage of self or own sisters

2. Accidents

3. And Emergencies such as accidents, hospitalisation and death in the family (Self, spouse, children and parents)

These loans are provided to permanent employees who have completed 5 years of service. The employees will have to apply in the Loans and Advances Forms (Annexure VII) 15 days in advances. These loans are interest free.

The loan amount is fixed at Rs. 5,000

Repayment of such loans will be in 20 equal instalments and will be deducted from the wage.

Employees who have taken advance from the factory will have to repay the advance to be eligible for a loan.





COMMUNICATION POLICY





1.

1.1. Objective

To develop conscientious intra-personal relationships all through the factory, both vertical and horizontal; thereby having an unhindered channel of information flow.

2.

2.1.

2.2.

2.3.

Operating Authorities

1. Local HR Head

2. Factory Head

3. Supervisor

3.

3.1.

4.

4.1.

5.

5.1.

6.

6.1.

Operating Procedure

Given below are the procedures to be followed by all employees for communication. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Notice Boards

All communication from the management to the employees will be put up on the notice board as early as possible by the management.

Public Address Systems (PAS)

Communications which are deemed urgent may be announced on the PAS and will / may be put up on the notice board at the discretion of the management.

Suggestion Box

All suggestions and queries relating to infrastructure, facilities, amenities and basic management of the factory may be dropped into the suggestion box filled up in the Suggestion / Queries Form (Annexure VIII).





COMMUNICATION POLICY





6.2.

6.3.

6.4

6.5.

6.6.

7.

7.2.

All suggestions and queries may not be responded to but will definitely be taken into consideration by the management.

And any communication in this regard would be put up on the notice board.

The keys for the suggestion box will be with the Local HR head and the suggestion box will be opened / sealed in the presence of the Factory Manager.

The suggestion box will be opened once every week on Friday’s.

The Management on every Monday will meet to discuss and review factory’s progress; in these meetings the suggestions / queries raised by the employees will be handled and actions taken will be filled in the action plans (Annexure VIII), one copy will be posted on the notice board and the other copy will have to be submitted to the corporate office by Wednesday of the same week.

Note:

The employee(s) is at liberty to meet and discuss with the Factory Manager or appropriate authorities their thoughts and queries on matters pertaining to the factory at a mutually convenient time before or after the shift time and with the HR personnel during the break, within the factory premises.



ENVIRONMENT POLICY





1.

1.1. Objective

To ensure all legal and mandatory requirements are met with regard to maintaining the environment within and the surrounding area of the factory and reduce / eliminate the degradation of the environment.

2.

2.1.

2.2.

2.3.

Operating Authorities

1. Local HR Head

2. Supervisor

3. Maintenance executive

3.

3.1.

4.

4.1.

5.

5.1.

6.

6.1.

6.1.1.

6.1.2.

6.1.3. Operating Procedure

Given below are the procedures to be followed by all employees to maintain the environment at an optimum level. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Factory environment

The environment within the factory is maintained as per the Factories Act of 1948.

Water And Energy Conservation

Twice a year the employees will have be given talks or seminars conducted for environment awareness and conservation.

Waste Disposal

Being in the Garment industry the factory waste is as follows:

1. Pieces of cloth and thread waste

2. Card board cartons and paper

3. Plastic bags and plastic wrappers



ENVIRONMENT POLICY





6.2.

6.3.

6.4.

6.5.

6.6.

6.7.

6.8.



The cloth wastes are divided into unusable and reusable pieces of cloth. The unusable cloth is sold to small merchants for their use and the reusable larger pieces of cloth are used within the factory as waste cloths for the purpose of dusting, cleaning of machines etc. Thread and waste are disposed in the dust bins.

Card board cartons and papers are sold to merchants or old paper marts.

Plastic bags and wrappers are disposed off to the corporation of Bangalore to do the needful.

The Air within the factory is monitored and maintained at the optimal level for working by air monitoring units.



In the canteen there are two kinds of waste bins one is for organic waste such as food and food products and another for inorganic waste such as paper, plastic, etc. these are placed for disposing all unconsumed food, food products and other wastes.

These bins are cleared once every day.

Our sewage treatment plant attached to the factory treats human waste and sewage.



HEATH AND SAFETY POLICY





1.

1.1. Objective

To provide the utmost care and safety for all employees to ensure their well being.

2.

2.1.

2.2.

Operating Authorities

1. Local HR Head

2. Supervisor

3.

3.1.

4.

4.1.

4.2.

4.3.

4.4.

Operating Procedure

Given below are the procedures to be followed by employees for maintaining safety and health. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Health Requirement

All employees are to undergo medical check-up by the factory medical officer prior to joining and after joining medical check-up by the factory medical officer will be conducted annually.

A balanced menu chart is posted in the canteen which is put up to create awareness among the employees of the calories required for work and the calories contained in the various types of food.

The water provided for the employees for drinking are checked every month for contamination, purity and minerals contents.

There is a first aid room, within the factory premises. The first aid room is provided with bed and medical facilities for attending to any minor injuries, cuts and bruises occurring to the employees at the workplace.



HEATH AND SAFETY POLICY





5.

5.1.

5.2.

5.2.1.

5.2.2

5.2.3.

5.2.4.

5.2.5.

5.2.6.

5.2.7.

5.2.8.

5.2.9.

5.2.10.

6.

6.1.

7.

7.1.

7.2.

Safety Requirements

All employees are provided with personal protective equipment (PPE) based on their job specifications.

Given below is a concise list of PPE provided.

1. Rubber Gloves

2. Meshed metal gloves

3. Eye guard

4. Needle guard

5. Ear plugs

6. Dust masks

7. Labels tagging gun

8. Rubber mats

9. Safety ladder

10. Pulley guard

Fire safety

All employees while joining are oriented on the fire safety and emergency evacuation procedure that are to be followed and provided with copies of the same. A copy of the Factory layout mentioning the emergency fire exists, extinguishers, and fire alarms are also provided.

Accident

In the event of an accident within the factory, the shift supervisor will evaluate the gravity of the accident and decide on using the first aid available at the sections or moving the injured person to the medical room located at the factory. After the victim has been shifted he would have to report the mishap to the Local HR.

If the injury is minor it would be the decision of the HR along with the supervisor to either ask the victim to continue his duty or give him rest after first aid has been administered. And the shift operator is to fill in the Accident Report (Annexure IX)





HEATH AND SAFETY POLICY





7.3.

7.4.

7.5.

In case of a major injury the HR personnel is to fill up the Medical Assistance Slip (Annexure X) and then the victim is to be shifted to Sarojini Hospital, Peenya, after administration of first aid at the factory medical room. The movement of the victim would be administered by the local HR.

On returning to the factory the Line Supervisor will have to generate an employee Accident Report (Annexure IX) and after due approval from the factory manager, submit it to the Local HR head within the next 24 hours of the accident.

On receipt of the accident report the HR will forward an accident investigation form to the section supervisor (Annexure XI) who will have to investigate the accident and provide preventive measures. This report on completion should be forwarded to the HR within 24 hours of receiving the form. This is initiated to identify and put in safety norms to prevent similar accidents in future.







ANTI HARASSMENT POLICY





1.

1.1. Objective

To create awareness and to protect all employees from physical and mental abuse or harassment, thereby protecting human rights.

2.

2.1.

2.2.

2.3.

Operating Authorities

1. Factory Head

2. Local HR Head

3. Supervisor

3.

3.1.

3.2.

3.2.1.

3.2.2.

3.2.3.

3.2.4.

3.2.5.

3.2.6.

3.2.7.

3.2.8.

3.2.9.

3.2.10.

3.3.

Operating Procedure

Given below are the definitions and procedures of anti harassment or abuse. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

Given below are the circumstance defined as harassment if a male employee insults the modesty of a woman employee by:

1. Way of uttering any foul language

2. Making any signs or gestures of perversion

3. Exhibiting any object of sexual application

4. Making physical contact in inappropriate places

5. Intruding upon the privacy of the woman employee

6. Threatening a woman employee for not surrendering to him for his private pleasure

7. Requesting a woman employee for sexual intercourse

8. Making promises to a woman employee for personal pleasure

9. Making conversation related to sex

10. Exhibition of pornography in any form

Any woman employee who has faced such situations or has apprehensions that she will be exposed to such situations in the factory premises may immediately report it with one or more witness to the Factory HR Head.





ANTI HARASSMENT POLICY





3.4.

3.5.

3.6.

3.6.1.

3.6.2.

3.6.3.

3.6.4.

3.6.5.

3.7.

3.8.

3.9.

4.

4.1.

4.2.

And after enquiry, appropriate disciplinary action will be taken.

In the event of a false accusation the woman employee claming to be a victim and the witness (es) will be liable for disciplinary action.

Given below are the circumstances defined as physical abuse of a male employee by another male employee:

1. Being physically overpowered by one or more employees or outsiders within the factory premises

2. Physically Beat another employee by hand, leg or with any objects

3. Physically molested

4. Request or force any sexual favours

5. Force any form of consumption

Any male employee who has faced such situations or has apprehensions that he will be exposed to such situations in the factory premise may immediately report it with one or more witness to the Factory HR Head.

And after enquiry appropriate disciplinary action will be taken.

In the event of a false accusation the male employee claming to be a victim and the witness(es) will be liable for disciplinary action.

Anti – Discrimination

There will be absolutely no discrimination between employees based on sex, caste, creed, religion or race, and employment, promotions, transfers or other increments or growth of the employees will be solely based on individual abilities and capabilities.

Any employee who has faced or has apprehensions that he / she will be exposed to such discrimination in the factory premise may immediately report it to the Factory HR Head.





ANTI HARASSMENT POLICY







4.3.

4.4.

5.

5.1.

6.

6.1.

6.2.

7.

7.1.

7.2.

7.3. And after enquiry appropriate action will be taken.

In the event of a false accusation the employee claming to be a victim of discrimination will be liable for disciplinary action.

Grievance Handling

Employee grievances could stem out as a result of a personal reasons or reasons which are attributable to employment conditions.

Grievance arising due to personal reasons

Grievances arising out of inter personal conflicts at the work place; the affected employee could approach HR and represent his grievance. HR would investigate the matter and necessary action would be initiated.

In case of a personal grievance, due to circumstances outside the factory, the employee could approach the HR directly and request for assistance, advice or counselling.

Grievance arising due to employment conditions

The employee will have to give a written complaint to the immediate supervisor, who will provide counselling / assistance to the employee(s) to solve the grievance. In the event that the grievance is not resolved by the supervisor then, the written complaint will be forwarded and referred to the Factory Manager who in consultation with the Local HR will resolve the issue.

In the event of a false accusation the employee claming to be a victim will be liable for disciplinary action.

All such grievances will be documented by the Local HR.



MISCONDUCT AND REPREHENSION

POLICY





1.

1.1. Objective

To provide guidelines and procedures, within which the employees have freedom to operate, and provide transparency in attitude, skill and behaviour requirements.

2.

2.1.

2.2.

Operating Authorities

1. Local HR

2. Supervisor

3.

3.1.

3.1.1.

3.1.2.

3.1.3.

3.1.4.

3.1.5.

3.1.6.

3.1.7.

3.1.8.

3.1.9.

Operating Procedure

Given below is a concise list of rules and procedures to be followed (more details on misconduct and reprehension are described in the Standing Orders section number 21 titled Disciplinary action for misconduct). And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

1. Theft, fraud or dishonesty in connection with the factory’s business or property.

2. Habitual absence or leave without permission or overstaying of sanctioned leave without sufficient cause.

3. Late attendance on more than two occasions within a month

4. Leaving the workplace earlier than the appointed time.

5. Unauthorised absenteeism from work will be treated as loss of pay.

6. Gambling, smoking, consumption of alcohol or drugs within the factory premises or in possession of it.

7. Loitering or sleeping during shift timing within the factory

8. Engaging in other employment while still in the service without prior written permission of the management.

9. Wilful insubordination and instigation.





MISCONDUCT AND REPREHENSION

POLICY





3.2.

3.3.

3.4.

3.5.

An employee involved in any kind of misconduct will be warned verbally by the immediate supervisor against repeated occurrences. In spite of the stern warning, if the employee repeats the misconduct the matter will be brought to the notice of the Local HR.

Local HR in turn will investigate the matter and issue written warnings with regard to the misconduct. Based on the magnitude of the misconduct and the previous records of the employee the Local HR would at its discretion give the employee a chance to apologise in writing to the management for his / her misconduct.

In case of a chronic misconduct or the refusal of the employee to furnish an apology letter, a show cause notice is to be issued to the employee in consultation with the factory manager.



Depending upon the gravity of the misconduct disciplinary proceedings would be initiated against the employee as per the Industrial Disputes Act of 1947.





SEPARATION POLICY





1.

1.1. Objective

To provide unbiased and equitable treatment to all employees who are leaving and providing them with necessary requirement for a smooth separation

2.

2.1.

2.2.

Operating Authorities

1. Local HR Head

2. Supervisor

3.

3.1.

3.2.

3.2.1.

3.2.2.

3.2.3.

3.2.4.

3.2.5.

3.2.6.

Operating Procedure

Given below are the procedures to be followed by all employees while separating from the factory. And all queries at variance with this policy are to be addressed to the factory HR head. And his / her decision is final.

The concise of reasons for separation is given below:

1. Insanity, physical infirmity, contagious / infectious disease, continued ill health, medical unfitness for employment as declared by a certified medical officer.

2. Insolvency

3. Convictions by any ordinary court on any criminal proceedings involving moral turpitude

4. Engaging in any vocation outside that of the company without written permission of the manager or found to have been working elsewhere during the period of leave of duty.

5. Loss of confidence by the company in an employee holding a position of trust or confidence and any other reasonable cause.

6. Absence by an employee on grounds of sickness for continuous period of 12 months or more if suffering from TB, leprosy, mental or chronic illness or fracture of lower extremity.



SEPARATION POLICY





4.

4.1.

4.2.

4.3.

4.5.

4.6.

5.

5.1.

5.2.

5.3.

5.4.

5.5.

5.6. Voluntarily Leaving Of Service

Any permanent employee desirous of leaving the service shall provide one months notice or one month’s wages in lieu of notice to the Factory HR Head in writing.

The HR is to conduct an exit interview with the separating employee to ascertain feedback on the factory’s operations and its management.

Probationary, temporary workmen and trainees, other than those transferred as probationary employees from permanent post in the company may leave without notice or be discharged from service without notice and without assigning any cause or reason.

Unless specifically authorised by the Factory HR Head in writing, balance of leave of any form cannot be adjusted against the notice period.



All payments due to the employee or the management will be settled in full before the discharge.

Cessation Of Service

In the case of a permanent employee one months wage in due off or one months notice period may be issued.

Reasonable cause shall include conviction by a criminal court for any offence involving moral turpitude.

The reason for terminating the employee shall be communicated in writing at the time of discharge.

Unless specifically authorised by the Factory HR Head in writing, balance of leave of any form cannot be adjusted against the notice period.

Any employee shall be superannuated from the service of the factory on completion of the age of fifty eight (58) years in estimated accordance with the English Calendar.

All payments will be settled in full before the notice period expires.

Regards,

Amit Seth.

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