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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 Or Abuse Policy Misconduct And Reprehension Policy Separation Policy Annexure
Page No.
2 4 7 12 16 18 20 22 25 27 29 31 34 37 39 41
RECRUITMENT POLICY
1. 1.1. Objective To identify and recruit line operators with the optimum skills and aptitude required for operations. Operating Authorities Local HR Front line managers Factory Manager
3. 3.1.
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 Exemployee. 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.
3.2.
3.3.
3.4.
3.5. 3.6.
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. Operating Authorities Local HR Supervisor Trainer Production team / IED
3. 3.1.
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.
3.2.
INDUCTION POLICY
3.5. 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 trainees 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.
3.6.
3.7. 3.8.
3.9.
3.10.
3.11. 3.12.
3.13.
3.14.
INDUCTION POLICY
3.15. 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 factory.
3.16.
3.2. 3.2.1.
3.3. 3.3.1.
3.4. 3.4.1.
Ref Code:
3.7.2.
4. 4.1.
5.2.
6.2. 7. 7.1.
7.2.
8. 8.1.
8.2.
8.3.
8.4.
SECURITY POLICY
1. 1.1. Objective To protect and safeguard all employees, materials and processes within the factory premises. Operating Authorities Local HR Head Supervisor Security head Security guards 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.
3.3.
3.4.
SECURITY POLICY
3.5. 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 employees 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.
3.6.
3.7.
4.2.2.
4.2.3.
SECURITY POLICY
4.2.4. 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. 4.2.7. The visitors are not to be allowed on the shop floor without the permission of the Local HR head / Factory manager. 4.3. Movement Of Materials 4.3.1. 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. 4.3.2. Suspicious materials that come into the factory will be stopped at the main gate and thoroughly investigated before being sent into the factory. 4.3.3. 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. 4.3.4. Employees found taking out any material(s) belonging to the factory without a valid gate / security pass are liable for disciplinary action. 4.4. 4.4.1 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.
4.2.5.
4.2.6.
SECURITY POLICY
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.
5.2.
5.3. 6. 6.1.
6.2.
4. 4.1.
5.2.
7. 7.1.
8. 8.1. 9. 9.1.
10. 10.1.
LEAVE POLICY
1. 1.1. Objective To communicate to the employees the types of leave available for them Operating Authorities HR Head Supervisor 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 days 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.
3.2. 4. 4.1.
4.2. 4.3.
4.4. 4.5.
LEAVE POLICY
4.6. 4.7. 5. 5.1. 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.
5.2.
6. 6.1. 6.2.
POLICY
1. 1.1. Objective To evaluate and improve the employees knowledge, skills and attitude and to facilitate their overall individual development Operating Authorities Local HR Head Supervisor 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.
4. 4.1.
4.2.
5.5. 6. 6.1.
6.2.
6.3. 7. 7.1.
TRAINING POLICY
1. 1.1. Objective To enhance individual employees skills and capabilities and ensure optimum potential. Operating Authorities Local HR Head Supervisor 1. Corporate HR 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 inhouse by the HR personnel or through outsourced professional faculty, as the need arises.
3.2.
4. 4.1.
4.2.
5. 5.1.
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. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Given below is a concise list of in-house training that will be provided for employees: Team building SMT Awareness Labs Learning styles Psychological Coping Mentoring Leadership Time management Self esteem and self worth 5S 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 machine Week II a) Basic fabric & sewing exercises Week III a) Simulation training exercise Week IV a) Skill enhancement Week V & VI a) b) Productivity enhancement Production evaluation
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.
TRAINING POLICY
6.2. 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.
6.3.
WELFARE POLICY
1. 1.1. Objective To ensure the employees well being, over and above the statutory mandates. Operating Authorities Local HR Head Corporate HR Crche There is a crche available for all employees children whose age does not exceed 6 years. The timing of the crche 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.
4. 4.1.
4.2.
4.3. 5. 5.1.
WELFARE POLICY
5.2. 6. 6.1. 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. Counselling will take place before or after shift timings inside the factory premises.
6.2
6.3 6.4
7.2.
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. Operating Authorities Local HR Head 1. Factory Head 2. Supervisor 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 4. 4.1. 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) 5. 5.1. 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 6. 6.1. 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 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 Fridays. The Management on every Monday will meet to discuss and review factorys 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.
6.5. 6.6.
7. 7.2.
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. Operating Authorities Local HR Head Supervisor Maintenance executive 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. 2. 3. Pieces of cloth and thread waste Card board cartons and paper Plastic bags and plastic wrappers
4. 4.1.
5. 5.1.
ENVIRONMENT POLICY
6.2.
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.
6.7. 6.8.
4. 4.1.
4.2.
4.3.
4.4.
7. 7.1.
7.2.
7.4.
7.5.
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.
3.8. 3.9.
4. 4.1.
4.2.
5. 5.1.
6. 6.1.
6.2.
7. 7.1.
7.2. 7.3.
3.3.
3.4.
3.5.
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 Operating Authorities Local HR Head Supervisor 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.
3.2.5. 3.2.6.
SEPARATION POLICY
4. 4.1. 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 the Factory HR Head 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 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 communicated in writing at the time of discharge. shall be
4.2.
4.3.
4.5.
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.
5.5.
5.6.