How Should Management Handle Certificate Verification After Decades of Service?

Historical Background of the Sugar Industry

The Sugar Industry is the oldest and first sugar mill in Asia, established during the 18th century. Employees are initially hired as NMR (Non-Muster Roll), later transitioning to seasonal, and eventually to permanent positions over time. During their NMR service, some employees submitted their School Leaving Certificates (SLC).

Issues with School Leaving Certificates

After 10 to 20 years, management discovered forgery in some cases and requested that the SLC be resubmitted, duly countersigned by the DI/SI of Schools. Now, after 25-30 years of service, management has issued notices to show cause for terminating some 8 employees.

Verification of Certificate Authenticity

Please inform me about the time period within which management should verify the authenticity if there are any rules regarding this.

Implications of Resubmission Requests

Also, when management requested the resubmission of the SLC duly countersigned by the school authority, does this mean the previous certificate is not acceptable? If it is not accepted, how can management take action on those non-acceptable (fake) certificates?

Role of the Employees' Trade Union

What should be the role of the Employees' Trade Union in assisting these employees?

Please treat this as urgent before 29.02.2020 to help save those 8 employees.

In this scenario, the time limit for verifying the authenticity of certificates after 25-30 years of service can vary based on labor laws and company policies. Typically, organizations should have a clear policy regarding the verification of employee documents and certificates. Here are some steps to consider:

1. Review Company Policies: Check the company's HR policies and procedures to understand if there are specific guidelines regarding certificate verification and forgery detection.

2. Consult Legal Experts: Seek advice from legal experts or HR consultants well-versed in labor laws to ensure compliance with regulations when handling such matters.

3. Establish a Verification Process: Set up a formal process for verifying certificates, especially in cases where forgery is suspected. This process should include steps for rechecking documents and involving relevant authorities if necessary.

4. Communicate with Employees: Clearly communicate with employees about the importance of authentic documentation and the consequences of providing false information.

5. Involve the Trade Union: The Employees' Trade Union can play a crucial role in representing the affected employees. They can provide support, guidance, and representation during discussions with management.

6. Provide Opportunity for Explanation: Before taking any drastic action like termination, provide the employees with an opportunity to explain or rectify the situation if there are discrepancies in their certificates.

7. Document Everything: Maintain detailed records of the verification process, communications with employees, and any actions taken to ensure transparency and accountability.

By following these steps and seeking guidance from legal experts, HR professionals can navigate the process of verifying employee certificates effectively while ensuring fairness and compliance with relevant laws and regulations.