POLICY MANUAL OF SONAL GARMENTS, UNIT-II

HEAD OFFICE

Prepared By G.S.Ramachandramurthy
Compliance Officer

SONAL GARMENTS, unit-II

No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 15. 16.

Contents Recruitment Policy Induction Policy Employees Terms And Conditions Policy Security Policy Employees Compensation And Benefit Policy Leave Policy Growth And Development Policy Training Policy Welfare Policy Communication Policy Environment Policy Health And Safety Policy Anti Harassment and Grievance Policy Misconduct And Reprehension Policy Separation Policy

Page No. 3 4 6 9 13 15 16 19 21 23 25 26 28 31 31

Ref Code: 2.0

RECRUITMENT AND PROMOTION POLICY

Approved by:

1. 1.1.

Objective To identify and persons with the optimum skills and aptitude required for Service. 2

SONAL GARMENTS, unit-II

1.2

Operating Authorities HR Front line Executives Production Manager Accounts Manager Production Department Coordinator 1. Delivery Dept Coordinator

1.3

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 HR department.

1.4

The supervisor to fill in the Manpower Requisition Form (MRF)) and gets it authorised by the Production Manager/General Manager and forward it to the respective HR. On receipt of the MRF the HR is to check if the job description and specification match with any of the current Temporary Employee, Retrenched employee or Ex-employee. If suitable candidate(s) is unavailable within the existing business, then the vacancy is to be filled by advertising, employees referrals, and walk in interviews, 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 technical personnel, 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.

1.5

1.6

1.7 1.8

Ref Code: 2.0

RECRUITMENT AND PROMOTION POLICY

Approved by: 3

SONAL GARMENTS, unit-II

On selection, an appointment letter is to be issued to the candidate(s). 1.9 If in the case of a House keeping personnel, recruitment will be done through licensed contractors. In the event of appointment of a House keeping personnel no letter of appointment is to be provided.

Ref Code: 4

SONAL GARMENTS, unit-II

2.0

INDUCTION POLICY

Approved by:

Objective 2.1 To orient and align the inductee to the process and procedures in the organisation. 2.2 Operating Authorities

HR Executive Welfare Officer 2.3 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 HR Manager, 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. This will contain the following: 1. Uniforms (as per requirements) 2. Aprons (as per requirements) 2.4 In the case of an experienced operator, on successful completion of his / her technical test he / she are to be taken on probation. For fresher, the induction will include the following: 1. Completion of joining formalities 2. Orientation of the Corporate Office 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.

SONAL GARMENTS, unit-II

2.15.

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

2.16.

3.0

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

3.1

Operating Authorities 1. HR 2. Sales manager 3. Executives

3.2.

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 HR Manager, and his / her decision is final.

3.3 Classification Of Employees All employees in the business will be classified under the following heads. 3.4 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
SONAL GARMENTS, unit-II

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: 2.0

INDUCTION POLICY

Approved by:

3.6

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 Office after the completion of the training period.

3.7 Temporary Employee Is one who is engaged for work which is temporary in nature, or likely to be finished within a limited period. 3.8 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. 3.11 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.

3.10

3.12

SONAL GARMENTS, unit-II

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

3.13

Antecedents Verification 3.14 3.15 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 employees 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 3.18 Hours Of Work The Office works six days a week on an 10 hours/12 hours for sales, which excludes two tea breaks one in the morning and one in the evening for 30 minutes each and a lunch for thirty minutes. 3.19 The weekly off will be on Sundays/ for sales personnel it is a working day and weekly off will be given on any other week day.

3.16

3.17

SONAL GARMENTS, unit-II

3.20

Office Timing Currently the Office operates from 10 am to 6.30pm. There may be more change in working hours.

3.21

Attendance Every employee shall PUNCH IN and PUNCH OUT his attendance through the time office at the time of entering and leaving the company premises, at office 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 office 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.

SONAL GARMENTS, unit-II

Ref Code: 2.0

POLICY

ON

PROHIBITING CHILD LABOUR

Approved by:

Applicable Laws: Factories Act of 1948 (Section 67) / Child Labour (Prohibition & Regulation) Act 1986 Objective The foundation of Bangalore Shirt Co. Pvt. Ltd .,"No Child Labour, Policy" is based on the Company's commitment to find practical, meaningful and culturally appropriate responses to support the elimination of Child Labour Practices. It thus, supports the need for appropriate initiatives to progressively eliminate the child labour abuses.

5.2

Operating Authorities HR Manager Executive Security supervisor Security guards 10

SONAL GARMENTS, unit-II

5.3

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 HR Manager. And his / her decision is final. Use of Identity (ID) Cards

5.4

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 office 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 Company and present it while entering or leaving the company or on demand by the security guard, supervisor or the HR department. The ID cards shall be the property of the company and should be surrendered to the HR department on cessation of employment.

SONAL GARMENTS, unit-II

11

SONAL GARMENTS, unit-II

12

5.5

In no case should the employee produce or surrender his ID card to anybody or authority outside the company. 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. 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 employees ID card within the office premises. Manner of Entry and Exit Given below are the procedures for entry and exit from the office premises. another

5.6

5.7

5.8 5.8

5.9

Movement of Employees Entrance and exit from the premises shall be through prescribed entrance only and every employee shall show his / her ID card to the security on duty while passing through such entrance. The entrance (if required) 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. Visitors entering into the office 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.

5.10

5.11

SONAL GARMENTS, unit-II

13

5.12

Visitors entering into the office 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 company premises. Visitors are liable to be checked by security personnel while entering and leaving the company premises. The visitors are not to be allowed on the shop floor without the permission of the HR Manager / concerned Manager.

5.13

5.14

5.15 Movement Of Materials Material being brought into the Company premises should be disclosed at the security and a security entrance pass to be obtained before carrying it into the Company premises. Suspicious materials that come into the office will be stopped at the main entrance and thoroughly investigated before being sent into the company. An entrance pass signed by the appropriate authority should accompany material being taken out of the office. The same is to be produced before the security on leaving the office premises. Employees found taking out any material(s) belonging to the Company 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.

5.16 5.17

5.19

SONAL GARMENTS, unit-II

14

5.20 6.0

All non-personnel vehicles that come into the office premises will be asked to park outside the company premises. All vehicles are liable to be checked by security personnel while entering and leaving the company premises. Search of Employee(s)

6.1

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 office 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 company 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 company to any unauthorised person, company or corporation without the written permission of the concerned Manager. If any employee is found doing so he / she would be liable for disciplinary action or may be suspended / terminated from service.

6.2 6.3

6.4

SONAL GARMENTS, unit-II

15

Ref Code: 2.0

INDUCTION POLICY

Approved by:

7.1.

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

7.2

Operating Authorities HR Manager 1. Business Development Manager Executive

8.1

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.

8.2.

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 ( for ESI purpose the maximum ceiling of Rs. 15,000/-) Bonus

8.3.

8.4

Bonus is paid as per the Payment of Bonus Act of 1965. Attendance Incentive 16

SONAL GARMENTS, unit-II

8.5

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 Show Room for five year or more without a break. These Long Service Awards will be rewarded in the form of gift vouchers.

SONAL GARMENTS, unit-II

17

Ref Code: 2.0

INDUCTION POLICY

Approved by:

9.1

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

9.2

Operating Authorities HR Manager Executive

9.3.

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 HR Manager. And his / her decision is final. All leave calculation is calculated on a calendar year basis.

9.4 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 not less than 240 days falling during the previous year. For new joinees it will be 1 days EL for every twenty days worked. For the purpose of calculating earned leave weekly holidays and annual festival holidays and 18

SONAL GARMENTS, unit-II

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 to have their earned leave granted. 10.1 10.2 Unavailed EL can be encashed at the beginning of every calendar year. The earned leave can be accumulated to a maximum of 30 days and accumulation beyond 30 days will lapse.

10.3 Casual Leave Employees are given 7 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 HR Manager and sick leave for 7 days. 10.4 Employees will have to apply in advance in the Leave Application to have their casual leave granted. Annual Holidays Employees will be given 10 days leave for festivals. The list of such holiday will be put up on the notice board, and will be communicated to the employees.

SONAL GARMENTS, unit-II

19

Ref Code: 2.0

INDUCTION POLICY

Approved by:

11.1

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

11.2

Operating Authorities HR Manager Executive

11.3

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 HR Manager. Performance Appraisal At the end of every fiscal year the employee and the supervisors will be evaluated on their performance 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
SONAL GARMENTS, unit-II

11.4

20

abilities and skills. 11.5 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.

SONAL GARMENTS, unit-II

21

Ref Code: 2.0

INDUCTION POLICY

Approved by:

12.1

All employees who undergo training will be evaluated after their training to check their effectiveness and the training effectiveness. An interview to review the trainee and training results will be conducted.

12.2

Transfer/Rotation basis: In the interest of the Company policy, any employee shall be liable to be transferred/rotation basis at the discretion of the management from one job to another or from one department / section to another or from one branch or office 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 Show Room to which he is transferred. 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 Company; at a mutually convenient time before or after the office time within the Company premises.

SONAL GARMENTS, unit-II

22

Ref Code: 2.0

INDUCTION POLICY

Approved by:

13.1

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

13.2

Operating Authorities HR Manager Supervisor

13.3

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 HR Manager. And his / her decision is final. On identification of the training needs by the HR, employees will be put through the following training as required.

13.4 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. (Multi skilling here refers to Customer Care, Product deliveries and Product Sales). Behavioural Training

13.5

SONAL GARMENTS, unit-II

23

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.

SONAL GARMENTS, unit-II

24

Ref Code: 2.0

INDUCTION POLICY

Approved by:

14.1 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 14.2

Given below is a concise list of in-house training that will be provided for employees: Team building Awareness Labs Learning styles Psychological Coping Mentoring Leadership Time management Self esteem and self worth Etiquettes Need based behavioural training Fire safety First Aid Emergency preparedness 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 factorys required skill sets and performance standards. Which are as follows: Week I a) Screening test b) Understanding the products Week II a) Basic product awareness Week III a) Simulation training exercise Week IV a) Skill enhancement Week V & VI a) b) Productivity enhancement Production evaluation

SONAL GARMENTS, unit-II

25

Ref Code: 2.0

INDUCTION POLICY

Approved by:

14.3

All employees who undergo training will be evaluated before and after their training to check the employees and the training modules effectiveness. These details 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.

14.4

SONAL GARMENTS, unit-II

26

Ref Code: 2.0

INDUCTION POLICY

Approved by:

15.1

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

15.2

Operating Authorities HR Manager

15.3 Dining Hall There is dining hall provided for employees to have their food. The dining hall can be utilised for breakfast, lunch, snacks, Tea and coffee for all employees during the break time. Lunch break will be for a period of 30 minutes and the two tea breaks will be 10 minutes each. 15.4

Counselling The employees can contact the 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. Counselling will take place before or after office timings inside the office premises. 15.5

SONAL GARMENTS, unit-II

27

15.6 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 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 salary. An employee can avail this only twice in a year. And employees, who have already taken loans, will not be eligible. Loans The Company provides loans for general purpose such as: 1. Marriage of self 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 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 10 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.

15.7

SONAL GARMENTS, unit-II

28

Ref Code: 2.0

INDUCTION POLICY

Approved by:

Objective 16.1 To develop conscientious intra-personal relationships all through the company, both vertical and horizontal; thereby having an unhindered channel of information flow. 16.1 Operating Authorities HR Manager 1. Business Manager 2. Supervisor 16.2 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 HR Manager. And his / her decision is final. 16.3 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.

16.4

Suggestion Box All suggestions and queries relating to infrastructure, facilities, amenities and basic management of the office may be dropped into the suggestion box filled up in the Suggestion / Queries Form

SONAL GARMENTS, unit-II

29

Ref Code: 2.0

INDUCTION POLICY

Approved by:

16.5 16.6

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.

16.7 The keys for the suggestion box will be with the HR Manager and the suggestion box will be opened / sealed in the presence of the concerned Manager. 16.8 The suggestion box will be opened once every week on Fridays. 16.9 The Management on every Monday will meet to discuss and review Sales progress, Tuesday review of Customer Care Meeting and Wednesday review of Delivery Dept. Meeting Note: 16.10 The employee(s) is at liberty to meet and discuss with the Office Manager or appropriate authorities their thoughts and queries on matters pertaining to the factory at a mutually convenient time before or after the office time and with the HR personnel during the break, within the office premises.

SONAL GARMENTS, unit-II

30

Ref Code: 2.0

INDUCTION POLICY

Approved by:

17.1

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

17.2

Operating Authorities HR Manager Supervisor Maintenance executive

17.3

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 HR Manager. And his / her decision is final.

17.4

Business Environment The environment within the office is maintained as per the shops and Establishments Act

17.5

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

17.6

Waste Disposal Being in the Marketing/Business Organisation the scarp is disposed as follows: 1. Equipment scrap
SONAL GARMENTS, unit-II

31

2. Card board, wooden items & cartons and paper 3. Plastic bags and plastic wrappers

Ref Code: 2.0

INDUCTION POLICY

Approved by:

17.7

The unusable products are sold as scrap to the scrap dealer. Cardboard cartons and papers, plastic bags and wrappers are disposed off to the Head Office at K.R.Road to do the needful. The Air within the office is monitored and maintained at the optimal level for working by using devices like exhaust fan to remove the bad odour (If any). In the dining hall is provided with the dust bins one is for disposal of waste such as food and food products and paper, plastic, etc. these are placed for disposing all unconsumed food, food products and other wastes. These bins are cleared twice every day.

17.8 17.9 17.10

17.11

SONAL GARMENTS, unit-II

32

Ref Code: 2.0

INDUCTION POLICY

Approved by:

18.1

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

18.2

Operating Authorities 1. HR Manager 2. Supervisor

18.3

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 HR Manager. And his / her decision is final. Health Requirement

18.4

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.
SONAL GARMENTS, unit-II

33

18.5

There is a first aid room, within the office premises. Safety Requirements All employees are provided with personal protective equipment (PPE) based on their job specifications. Given below is a concise list. 1. 2. Fire safety Rubber mats Safety ladder

18.6

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. Accident If the injury is minor it would be the decision of the HR along with the executive to either ask the victim to continue his duty or give him rest after first aid has been administered.

Ref Code: 2.0

INDUCTION POLICY

Approved by:

19.1

Objective To create awareness and to protect all employees from physical and mental abuse or harassment, thereby protecting human rights. Operating Authorities HR Manager 1. Executive

19.2.

19.3

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 HR 34

SONAL GARMENTS, unit-II

Manager. 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 company premises may immediately report it with one or more witness to the HR Manager.

SONAL GARMENTS, unit-II

35

Ref Code: 2.0

INDUCTION POLICY

Approved by:

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. 19.4 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 company 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 company premise may immediately report it with one or more witness to the HR Manager. 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. 19.5 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 company premise may immediately report it to the HR Manager.

SONAL GARMENTS, unit-II

36

SONAL GARMENTS, unit-II

37

Ref Code: 2.0

INDUCTION POLICY

Approved by:

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. 19.6 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 company, 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 supervisor does not resolve the grievance then, the written complaint will be forwarded and referred to the concerned Manager who in consultation with the 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 HR.

SONAL GARMENTS, unit-II

38

Ref Code: 2.0

INDUCTION POLICY

Approved by:

19.1.

The immediate supervisor against repeated occurrences will warn an employee involved in any kind of misconduct verbally. In spite of the stern warning, if the employee repeats the misconduct the matter will be brought to the notice of the HR. 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 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 HR manager. Depending upon the gravity of the misconduct disciplinary proceedings would be initiated against the employee.

19.2

19.3

19.4

SONAL GARMENTS, unit-II

39

Ref Code: 2.0

INDUCTION POLICY

Approved by:

20.1

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

20.2

Operating Authorities HR Manager Executive

SONAL GARMENTS, unit-II

40

SEPARATION POLICY

SONAL GARMENTS, unit-II

41

7.5

Voluntarily Leaving Of Service Any permanent employee desirous of leaving the service shall provide one months notice or one months wages in lieu of notice to HR Manager in writing. The HR is to conduct an exit interview with the separating employee to ascertain feedback on the factorys 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 HR Manager in writing, balance of leave of any form cannot be adjusted against the notice period.

17.6

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 HR Manager 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.

SONAL GARMENTS, unit-II

42

SONAL GARMENTS, unit-II

43