HR Rules and Regulations

Introduction:
As Organizations grow it becomes increasingly important to have a known, structured set of rules and guidelines to address everyday issues. An employer has the right to expect his or her employees to conform to a reasonable standard of conduct. Employees who act in an inappropriate or unreasonable manner can damage the business by creating unhappy coworkers or, even worse, unhappy customers or clients. While you might feel that it should be obvious what is appropriate and what is not, it is very risky to assume every employee will share your views. One of the best ways to make it clear what you expect is to have a set of general work rules. Maintaining a clear description of the rights and obligations pertaining to employee conduct is crucial to the operation and success of every business. Each employee has a right and duty to know what the company deems important, improper, and illegal with respect to that Employees conduct.

An employer has the right to expect his or her employees to conform to a reasonable standard of conduct. Employees who act in an inappropriate or unreasonable manner can damage your business by creating unhappy coworkers or, even worse, unhappy customers or clients. While you might feel that it should be obvious what is appropriate and what is not, it is very risky to assume every employee will share your views. One of the best ways to make it clear what you expect is to have a set of general work rules. Written work rules can go a long way in informing your employees what you expect of them and the consequences of not meeting expectations.

Purpose of Rules and Regulations

A. To provide common terms and definitions for human resources administration. B. To provide equitable conditions of employment for employees of the organization. C. To establish and maintain uniform standards of human resources and payroll administration. D. To aid supervisors in dealing with their personnel in a responsible manner.

Employee Rules:
Employee timeliness and attendance
The rule is designed to impress upon employees that the needs of the business require them to get to work on time and that they need to let you know when they will be unable to make it in to work. Employees timely attendance at work is crucial in making the business run smoothly. They must meet production requirements to satisfy the customer's demands. They need to do their part in achieving this goal, and one way is to maintain a good attendance record. Any absence or tardiness becomes a part of an employees employment record .

Punctuality Requirements:
Employees are expected to be at their work stations on time. Tardiness is defined as being at the work station at least 10 minutes past an employees scheduled starting time. An employee should also notify the appropriate person when he knows that he may be late for work. Being on time makes it easier for the entire workforce because tardiness hinders teamwork among employees. Being tardy for work or leaving the job station before quitting time will be considered cause for corrective action.

Procedure:
In the event that an employee is unable to come to work, be sure to call in and let the appropriate person know, in advance where possible, but no later than the employees regular starting time, so that arrangements for other help can be made. Vacation days must be scheduled at least 24 hours in advance except in cases of emergency. Employees may be granted excused absences for appropriate person is notified prior to the start medical/professional appointments (lawyers, clergy, compelling reasons, with prior supervisory approval, excused absences. sickness/illness when the of work. Pre-scheduled counselors, etc.) or other may also be considered as

Absence of three or more consecutive scheduled working days without notifying the appropriate person will be considered as a voluntary termination, and the employee will be removed from the payroll.

Authorized absence documentation:

Company may require documentation of authorized reasons for absence, such as sick leave or jury duty, and may also verify the documentation where appropriate.

Inclement weather:
The facility must continue to operate during periods of bad weather. Thus, the need for employees to be on the job during such emergencies is of paramount importance. An Employee is expected to make every effort to report for work. If he does not report for work when scheduled during a weather emergency, he will be considered absent. As an employee, you will be treated as a professional, which means that you will be expected to complete your work on time and at the expected level of quality. If extra hours are needed to complete your work, you will be expected to put in those extra hours. If, on the other hand, you are able to complete your work in less than a standard workweek, you are free to use those extra hours as you see fit. In return for being treated as a professional, we expect you to behave as one and not to abuse these privileges.

Absences:
Employees are expected to be at work and to work a full workweek, except for authorized absences. Authorized absences include the following: Vacation time scheduled in advance Sick leave Time off for a workers compensation injury A death in the family Jury duty Time off to vote Emergency situations beyond an employees control

Notification procedure:
To obtain an authorized absence, call in, where possible, and let the appropriate person know that you are unable to come to work. The call should be made, if possible, no later than your regular starting time. As for notifying someone that you will be late to work or will be leaving early in the event your work has been completed, we ask that you use your best judgment. If you know someone is likely to need to know that you will be coming in late or leaving early, you should call that person and let him or her know.

Failure to notify:
If an employee doesnt come to work and doesnt call in, at some point the company has the right to determine that he/she is not coming back. Thus, the rule is that unauthorized absences of three or more consecutive days without notice will be considered as a voluntary termination, and the employee will be removed from the payroll.

If an employee is repeatedly absent without authorization, he could be subject to suspension or termination.

Work Standards
The Company would treat all its employees in a reasonable, fair, and consistent manner. We expect you to work diligently and to the best of your ability at all times. Each employee is accountable for his or her performance and personal conduct in making sure the work environment is efficient, productive, and safe. In accepting a job with Central Security, you accept our work standards and policies.

Satisfactory Job Performance

The employees are expected to perform the responsibilities of their job in a professional, safe and efficient manner. Disciplinary action, up to and including termination, may result from negligent or less-than- satisfactory job performance under the following circumstances cited as Refusal to carry out work assignment Violation of safety, security, or quality Insubordination or refusal to follow your supervisors instructions

 Consistently poor job performance Failure to communicate or work with fellow employees on job assignments Interference with work of others Less-than-satisfactory performance or encouraging other employees to perform less.

PERFORMANCE APPRAISAL
The employee has the right to and management has a responsibility to provide to the employee periodic feedback on his work performance. Informal evaluations of his performance may occur anytime in his day today contact with his supervisor. The employee may also receive at least one formal appraisal each year. During an appraisal, supervisor may sit down with the employee and discuss his performance and how it compares to management expectations. The following are performance factors that may be included in a performance review: Quality of Work: The ability to produce work in an efficient, accurate, complete and timely way. Quantity of Work: Production relative to what is expected of the position. Job Knowledge: The degree of mastery of all phases of the position, including use of method, tools, and materials. Organization of Work: The ability to independently plan, organizes, and complete work with minimal supervision/oversight.

 Technical Skills/Knowledge: Degree of knowledge of the technical aspects and skills of the position. Effectiveness: Ability to successfully complete overall job duties, in a positive approach. Attendance: Observance of work schedule, understanding of leave utilization, compliance with attendance requirements and procedures. Dependability/Reliability: Ability to meet deadlines and achieve consistency in work performance. Responsiveness and Adaptability: Ability to handle changing conditions and to work under pressure and deadlines. Initiative Desire to seek, attain, and achieve department goals; seeks additional responsibility, willingness to do more than the minimum requirements of position. Creativity: Imaginative, talent for new ideas, finding new and better ways of doing things.

Communication Ability: To relate to others and express your point of view across verbally and/or in writing in a professional manner.

Team Player: Availability and willingness to be a resource for the organization. Response to Supervision: Manner in which employee accepts work direction and responds to Supervision within the organization.

Confidentiality:
It is expected out of the employees that business affairs should not be discussed with anyone outside the department except as may be required in the normal course of business. "Confidential Information" is any information an employee learns or develops during the course of his/her employment and is not generally known outside the organization Information designated as "confidential" is to be discussed with no one outside the department and only discussed within the department on a "need to know" basis. Misuse of information or equipment may result in disciplinary action up to and including termination.

Gross Misconduct:
The following breaches constitute gross misconduct and may render an employee liable to summary dismissal (i.e. dismissal without notice). a) Refusal or failure to carry out a reasonable instruction. b) A serious breach of the company's safety rules. c) Any act at work which seriously endangers the health or safety of any other person, including interference with any equipment provided for the health and safety of employees. d) Violence, assault or dangerous horseplay. e) Theft or fraud. f) Willful damage to the property of the company or a fellow employee. g) Gross immorality within the workplace. h) Sleeping during working hours. i) Gross insubordination or objectionable and insulting behavior. j) Being under the influence of drink or non-prescribed drugs during working hours.

Termination of Employment:
All company property issued to an employee, shall remain with, or returned to, the department upon termination of employment, whether voluntary or involuntary. Terminated employees shall disclose all passwords to their supervisors upon leaving.

Problem Solving Process:

1. If an employee has a work-related or personal problem that affects his work, he should be encouraged to discuss it with his supervisor. His supervisor is usually in the best position to help him. 2. If the employee is uncomfortable approaching his supervisor, do not get an answer, or he is not satisfied with the answer, he should prepare a written statement of the problem and indicate how he would like to see it resolved and give the statement to his supervisor. Within two of supervisors working days following the receipt of the employees statement, the employee and his immediate supervisor should meet and discuss the problem. 3. If the employee is still not satisfied, he is encouraged to go to the Director of his department or Human Resources and discuss his concern or problem toward resolution.

Business Expense Reimbursement:

The company will reimburse employees for expenses which are directly related to include: travel expenses, office supplies, and mileage incurred while travelling on business. Employees must submit receipts for all expenses. Employees should consult with their manager prior to business trips to confirm eligible expenses.

Making Employees Pay for Damaged Company Property: Many employers have a policy requiring employees to reimburse for damage to company property, usually through payroll deductions or a deduction from the employee's final paycheck. These policies generally reflect employers' legitimate concerns about lost revenue resulting from employees' negligent or willful misconduct. From an employer's viewpoint, such policies are a matter of security and fairness, particularly when reimbursement is required only for intentional misconduct or damage resulting from unauthorized use of company property.

Rules for employees travelling in Company Transport All details with regards to cab will be dealt with by admin person. Any change in contact details will be informed to employees by management from time to time. As a rule a male employee will be the first person to be picked up and the last person to be dropped in all the routes in which the company cabs operate. Employees are expected to be careful with regards to their personal belonging Company is not responsible for any loss or damage of personal belongings of employees while they are using cab facility. All the employees are expected to carry their ID cards while travelling in company provided cabs for safety and security reasons. Employees should inform about change in pick up one day in advance to the concerned Office Administrator .Any deviation in this regard will be treated as breach of company rule and the company will not be responsible for the safety and pickup or drop of that employee for that particular day. Employees are expected to behave in a cordial manner with drivers but also should ensure not to get into any personal affiliation with the drivers. Employees are expected not to discuss any of their work/ Personal life while in the cab or with cab drivers.

 Employees are not allowed to change the route while commuting to and fro from office for safety and security reasons. Any deviation will be treated as violation of company rules and company will not be responsible for the safety of the employees in such case. Employees are expected to be on time for the pickup and should not delay the process of pickup by cabs as it would cause inconvenience to fellow employees in the cab and also to the productivity for that day. Any change in route as a result of strikes/ Bandhs/ Rasta Roko/ Road repair/ Vehicle repair etc, should be promptly informed to the concerned Admin In charge. Management will also inform all the employees of any change in route as a result of strikes/ Bandhs/ Rasta Roko/ Road repair/ Vehicle repair/ emergencies etc, at least one hour before pickup time.

Dress Code:
The Company maintains a business working environment. All employees should use discretion in wearing attire that is appropriate for the office and customer interaction.

Smoking Policy:
The Company maintains a non-smoking policy within the office. Employees should smoke only in those areas of the building which are smoking designated.

Health and safety:

a) Employees have a particular duty to safeguard the health and safety of

themselves and all others who may be affected by their acts or omissions. Attention is drawn to the company's health and safety policy and employees are required to co-operate in its implementation. b) All safety notices and instructions are to be strictly observed. c) Safety guards are not to be adjusted or removed from machinery except by authorized persons. d) No machinery is to be cleaned or adjusted while in motion. e) All injuries sustained at work must be reported to the supervisor immediately and entered in the Accident Book.

Suggestions and Recommendations:

As far as the suggestions regarding employee rules are concerned I would like to quote few for the PERFECT ENGINEERING FZCO. What I have been told so far regarding employee rules and regulations is that the company does not have written set of rules and regulations for their employees as the rules are communicated verbally among all the employees. Here I felt that there is a need for maintaining employee handbook. I personally feel that company is missing out a communication piece that would not only help to comply with many legislative requirements but can also help to communicate culture and expectation.

Key Features Employee Handbooks Should Include:

Introduction: Give the employee an idea of what your organization is all about, your culture, and what the history is. Pay and Salaries: How raises are calculated.

Performance Reviews: What can employees expect for reviews of their job performance? Benefits: Describe what benefits you offer. Discipline: How, when, and why consequences are handed out to employees breaking policies. Employee Safety: Assure employees their safety is a priority Complaints: How complaints against employees are filed.

Conclusion
There is no denying the fact that H.R rules are evidently important for organizations as they describe what is expected out of the organization workforce. It is necessary that the rules so formulated should be implemented timely and are for the overall organization growth. Rules and regulations forms the backbone of any organization and therefore it is necessary to have a proper code of conduct for the employees as well as the management.