HR Manual

1. DICIPLINARY CODE

1.1 Introduction…………………………………………………………..
1.2 Procedure and Documentation……………………………………….
1.3 Special Cases…………………………………………………………

1.4 Classification of Offences

1.4.1 Absenteeism…………………………………………………
1.4.2 Offences related to Control at Work…………………………
1.4.3 Offences relating to indiscipline or disorderly behavior…….
1.4.4 Offences related to dishonesty……………………………….
1.4.5 Industrial Action……………………………………………..

1.5 Penalties
4.5.1 Verbal Warning…………………(Format Attached)
4.5.2 Recorded Warning………………(Format Attached)………
4.5.3 Severe Warning…………………(Format Attached)………
4.5.4 Final Warning……………………(Format Attached)………..
4.5.5 Dismissal…………………………(Format Attached)……..
4.5.6 Demotion……………………………………………………..
4.5.7 Transfer…………………………(Format Attached)………
4.5.8 Alternative Penalty to Dismissal……(Format Attached)……..

Disciplinary Appeal Procedure

2. TERMINATION OF EMPLOYMENT POLICY

5.1 Introduction…………………………………………………………...
5.2 Retirement…………………………………(Letter format Attached)
5.3 Death of Staff Member……………………………………………….
5.4 Certificate of Service………………………(Letter format Attached)
5.5 Discharge Form……………………………………………………….

3. POLICY FOR TEMPORARY EMPLOYEES

6.1 Introduction……………………………(Letter format Attached)

6.2 Appointment……………………………(Letter format Attached)..
6.3 Terms of Service………………………………………………….
6.4 Short Term Consultants…………………………………………….

7. HEALTH AND SAFETY POLICY

7.1 Introduction…………………………………………………………
7.2 Objectives…………………………………………………………..
7.3 Security……………………………………………………………..
7.4 First Aid…………………………………………………………….
7.5 Visitors………………………………………………………………
 7.6 Smoking……………………………………………………………..
7.7 Emergencies…………………………………………………………
7.8 Office Services………………………………………………………

8. STAFF MOVEMENTS
8.1 Transfers……………………………(Letter format Attached)….

Other

Appendix 1: Contract Employee Detail form

Appendix 2: Other service rules/policy
Appendix 3:
Appendix 4:
Appendix 5:
Appendix 6:
Appendix 7:
Appendix 8:
Appendix 9:
Appendix 10:
Appendix 11:
 1. CONDITIONS OF SERVICE POLICY

1.1 Contract /Appointment of Employment

A Contract of Employment stipulating all the conditions of employment shall be signed by

all employees on the first day of employment. See Appendix 1.

1.2 Working Hours

Schedules of working hours in different Departments/Shifts/Establishments of the
company will be as applicable and notified from time to time.

1.3 Confidentiality
All information related to company operations or future endeavours, shall be treated with
udmost confidentiality.

2. RECRUITMENT AND SELECTION POLICY

2.1 Employment Interview Panel

The Employment Interview Panel shall be provided with the ground rules of and procedures
for interviewing (by the Human Resources department) prior to the actual commencement
of interviews.

The Panel shall consist of the following persons:

a) The Department Manager concerned

b) The Human Resources Manager
2.2 Age

As per act not employ any person under the age of (16) years.

2.3 Appointment

Letters of Appointment: The formal letter of appointment will bear the signature of the
Vice President or as delegated. The letter shall require the signature of the appointee before
the appointment is considered effective.

Probation: Any appointment made on ___________________ shall be subject to a

probation period as specified in the letter of appointment. One month towards the end of the
probation period, employee’s immediate supervisor shall make an appraisal report
recommending a confirmation or termination of the employee’s services. Where necessary,
the probation period may be extended as considered necessary by ___________________.
An employee who is on probation may have his appointment terminated at any time
without notice. In the event of such termination, the employee is paid for the period worked
up to the time of termination
Confirmation of appointment. On recommendation from the immediate supervisor, the HR
shall in writing, confirm the appointment
Duration of employment: Unless otherwise stated, employment for all staff shall be on
permanent basis subject to satisfactory completion of the probation period and availability
of funds.

2.4 Personal Data

On acceptance of an appointment, the new staff member is required to complete the
Employee Personal Data form - (See Appendix A). New employees must also furnish
___________________ with a declaration of dependants, that is spouse and own
c___________________dren; next of kin and provide photocopies of certificates and other
testimonials.

Any changes in personal status shall be reported promptly to the Human Resources
Department by completing a fresh Personal Data Form. Staff records and related
correspondence shall be treated confidentially at all times.

3. Leave Policy

Annual Leave
Sick Leave
Leave without Pay
Official holidays
Religious Holidays
Absence without notice

4. DICIPLINARY CODE

4.1 Introduction

a) This document is an expression of ___________________ INDUSTRIES

LIMITED’s policy on discipline and a guide to all company employees.

b) Discipline is a system designed to promote orderly conduct.

c) Formal disciplinary action should be the final course of action in rectifying

employee behaviour.

d) Disciplinary action should be supported through investigation, reasonable

evidence of guilt and careful consideration of the circumstances of each case
before formal action is taken.

e) Disciplinary action should always be prompt, fair and firm.

f) While every attempt has been made to ensure that this Disciplinary Code is
applicable to general disciplinary instances in ___________________
INDUSTRIES LIMITED, the requirement for use of discretion within the
framework of and in accordance with the spirit of the code may be required.
 g) A successful disciplinary system and climate is dependant on the good
judgement, understanding and consistent treatment of the parties involved in
disciplinary action.

4.2 Procedure and Documentation

4.2.1 Action of supervisor when an alleged offence has been committed or is
reported to have been committed

When an offence is alleged to have been committed, the Supervisor concerned will
investigate or have the matter investigated, and take any form of the following actions:
a) Dismiss the case;
b) Counsel the employee;
c) Give a verbal warning;
d) Give a recorded warning;
e) Initiate a formal disciplinary enquiry;
4.2.2 Informal disciplinary action

It is desirable for sound interpersonal relations within ___________________

INDUSTRIES LIMITED that Supervisor where possible resolves disciplinary matters by
means of informal disciplinary action. Informal disciplinary action can take the form of
either a verbal warning or counselling.

An employee found to have committed an offence of a minor nature should be counselled

by the Supervisor, without an entry being made on the employee’s personal record. The
Supervisor may however, make a record of the counselling session to allow for an
assessment of the employee’s performance record, should this be necessary at the time, and
with the employee’s knowledge and understanding thereof, formulate a plan of corrective
action.

During the counselling, the Supervisor should ensure that the employee is made aware of
the nature of the offence and the standard of the conduct or performance that will be
expected in the future.

4.2.3 Procedure for formal complaints

a) A supervisor handling a formal complaint must investigate the case with the
assistance of the Human Resources Officer, where possible, and ensure that
the relevant sections of the complaint form (Appendix 7) are correctly
completed within 48 hours of the offence having been committed or the
supervisor having been made aware of the fact that an offence has been
committed.
b) A copy of the complaint form should be passed without delay to the Human
Resources Officer who will advise whether:
c) The accused should be suspended pending full investigation (if this has not
already been done);
d) Advise the supervisor on whether to continue with a formal complaint
 e) The Complainant and the accused must provide names of all persons who
should be regarded as witnesses as their statements will assist in ensuring a
fair hearing of a case. Where possible, should there be witnesses who are
non-employees, formal statements should be recorded from them as they
may be invited to attend the disciplinary hearing.

4.2.4 Disciplinary Inquiries

The Human Resources Officer will be responsible for the overall application of the code
and should where possible:

a) Advise and guide all participant on the Disciplinary Code;

b) Ensure that the code is applied fairly and consistently in all cases
(procedurally and substantively);
c) When all documentation pertinent to the matter has been collected, the
Human Resources Officer shall serve the papers on the accused and/or
his/her representative to allow the employee to fully prepare himself prior to
the hearing;
d) The Hearing Chairperson will hear the case within four full working days of
the complaint being lodged – only when further investigate is required shall
this period be extended;
e) The Human Resources Officer will be responsible for arranging a suitable
venue and date for the inquiry, informing all the relevant parties; informing
the accused of his/her rights to representation; informing the accused of
his/her right to appeal against the decision and arranging for all relevant
statements to be taken.
f) The complainant shall be responsible to complete the Complaint form.
Attendance at the Inquiry

The following persons must be in attendance at any hearing inquiry:

a) Hearing Chairperson
b) Complainant
c) Alleged Offender (accused)
d) Representative of alleged offender (if requested by alleged offender)
e) Witness (as) (as and only when required for the duration of the
testimony)
f) Human Resources Officer.

The Hearing/Inquiry

a) The accused should be given at least 48 hours notice in advance of the

disciplinary hearing (Notice for Disciplinary hearing see Appendix 8),
indicating the date, time and venue of the hearing. In addition, the
responsible person convening the hearing should advise the accused of
his/her right of representation.
 b) In the event that the accused alleges that the Hearing Chairperson is
implicated in the case and therefore will not be unbiased, the accused may
request the appointment of an alternative Hearing Chairperson, giving a full
motivation for such a request. The decision whether to appoint another
Hearing Chairperson or not rests with the Human Resources Officer. Such
requests shall however not be unreasonable withheld.
4.3 Special Cases

Suspension

a) An employee may be suspended from work immediately if he/she has

allegedly committed or is allegedly involved in any one of the following
offences:
 Assault/attempted assault
 Desertion
 Sleeping on duty
 Negligent loss, driving, damage or misuse of company property
 Abuse of electronic/data facilities
 Sexual Harassment
 Fighting
 Riotous Behaviour
 Alcohol and drug offences
 Wilful loss, damage or misuse of company property
 Theft/Unauthorised possession of company property
 Breach of Trust
 Offences related to dishonesty
 Offences related to Industrial Action
 Any act or omission which intentionally endangers the health or
safety of others, or is likely to cause damage to Company property
 Interference with disciplinary and/or grievance investigations
 Abusive or provocative language (when it is likely to cause a
disturbance)
 Insubordination (if the situation shows signs of getting out of
control)
 Persistent refusal to obey instructions.
 In certain instances the Supervisor will recommend that the offender
be removed from the work place pending investigation of the case.
He/she will take immediate steps to report the matter to his/her
immediate Supervisor, who will raise the matter with the CEO.
Irrespective of the outcome, the employee will be paid for days
he/she was suspended;
 It is mandatory to liase with the Human Resources Officer prior to
suspending an employee in order to endure that the suspension is
procedurally and substantively fair.

Offences outside normal working hours

___________________ INDUSTRIES LIMITED reserves the right to take any action it
may deem appropriate against employees who are, in the opinion of
___________________ INDUSTRIES LIMITED, guilty of gross misconduct not merely in
their working situations. This is particularly so where the nature of the misconduct may
affect the employment relationship with any other party. Actions that directly relate to the
nature of the business are also liable for disciplinary action.

Court Actions

Where an employee has been criminally charged or legal action has been instituted for an
employment – related breach, ___________________ INDUSTRIES LIMITED reserves
the right to take disciplinary action against the employee for the alleged offence, in terms of
this Code.

4.4 Classification of Offences:

Offences are classified into five major categories.
4.4.1 Absenteeism
4.4.2 Offences related to Control at Work
4.4.3 Offences relating to indiscipline or disorderly behavior
4.4.4 Offences related to dishonesty
4.4.5 Industrial Action

4.4.1 Absenteesim
Absenteeism in the disciplinary context means being absent from work for an entire
working shift, or part thereof, without the expressed permission from a direct supervisor.

A sanction of dismissal can apply for the first offence of being absent without permission
provided that the employee was absent for three continuous working days without a valid
reason.
a) Absent without leave;
b) Desertion: Leave the work place without intending ever to return; leave
without help or support; abandon; leave without authority or permission.

4.4.2 Offences related to Control at Work

a) Poor Time Keeping and related offences

a) Reporting late for work
b) Leaving work early
c) Extended or unauthorised breaks during working hours
d) Persistently committing all or any of the above.

b) Sleeping on duty
Any employee who is found asleep on duty, whether or not such an action constitutes a
hazard to the safety and health of the offender or others or leads to damage to Company
property, shall be deemed guilty of an offence.

c) Negligent Loss, Driving, Damage or Misuse of Company property

 a) Negligent loss of Company property: any act whereby an employee, through
carelessness or negligence, loses Company property or is unable to account
for it satisfactorily.

b) Negligent driving; driving a company owned or rented vehicle without due

care, whether such an act results in an accident or not.

c) Negligent damage to Company property: any act whereby an employee

through carelessness or negligence causes or allows Company property to
become damaged.
d) Misuse of Company property: using Company property for a purpose other
than that for which it was intended.
d) Unsatisfactory Work Performance
a) Carelessness: Performance of a task or duty without the exercise of due care
an attention.
b) Negligence: failure to exercise proper care and regard to the manner of
discharging duty to the extent that tasks have to be repeated or equipment or
persons are at risk of damage or injury.
c) Inefficiency: failure to carry out work at the required standard or failure to
complete tasks within the given reasonable time limits, without reasonable
cause. This includes poor supervision.
d) Loafing: passing time idly or failing without reasonable cause to complete
tasks set.
e) Abuse and related offences
1) Abusive Language: The uttering of any words or the publication of any
writing expressing or showing hatred, ridicule or contempt for any person or
group of persons.

The offence I more serious when it is wholly or mainly because of

his/her/their nationality, race, colour, ethnic origin, sex, marital status,
religion, creed, political opinion, social or economic status, degree of
physical or mental ability, sexual orientation or culture.

2) Insubordination: Insolence towards a superior shown by action or words.

4.4.3 Disorderly behaviour and related offences

a) Disorderly behaviour: Indulging in rough or unruly behaviour or practical

jokes whether or not such behaviour endangers the safety or health of others
or the smooth running of the work place.

b) Threatening violence: Threatening to do physical injury to any other

person.
 c) Fighting: Physical contact between two or more persons, engaging in or
inciting a group of persons to indulge in disorderly behaviour or wilfully to
damage Company property.

d) Riotous behaviour: Unruly behaviour between two or more persons,

engaging in or inciting a group of persons to indulge in disorderly behaviour
or wilfully to damage Company property.

e) Sexual Harassment: Any unwanted or unwelcome sexual advances,

requests for sexual favours and other verbal or physical conduct of a sexual
nature when submission to or rejection of this conduct explicitly or
implicitly affects an individual’s employment, causes unreasonable
interference with an individual’s work performance or creates an
intimidating, hostile or offensive work environment.

f) Discrimination: Any act whereby an employee discriminates against any

other employee or group of employees on the grounds of nationality, race,
colour, ethnic origin, sex, marital status, religion, creed, political opinion, social
or economic status, degree of physical or mental ability, sexual orientation or
culture.

Willful loss, damage or misuse of Company property

Willful loss: any act whereby an employee willfully or deliberately loses or causes
Company property to be lost.

Willful damage: any act whereby an employee willfully or deliberately damages, or allows
or causes damage to Company property.

Willful misuse: any act whereby an employee willfully or deliberately misuses Company
property.

4.4.4 Offences Related to Dishonesty

Disciplinary cases involving the following offences must be reported to the Human
Resources Officer.

a. Bribery or Corruption: Giving or receiving or attempting to give or

receive any bribe or inducing or attempting to induce any person to perform
any corrupt act.
b. False Evidence : Deliberately giving untrue, erroneous or
misleading information or testimony whether verbally or in writing.
c. Forgery and uttering : Falsifying or changing any
documentation with fraudulent intent or attempting to do so. Uttering or
attempting to utter fraudulent or false statements or documents.
d. Misappropriation : Applying or attempting to apply to a wrong
use or for any unauthorised purpose, any funds, assets or property belonging
to ___________________ INDUSTRIES LIMITED.
 e. Theft of or unauthorised possession of Company property: Stealing or
attempting to deprive ___________________ INDUSTRIES LIMITED
permanently of its rightful ownership. Being in possession or disposing of
Company property without due authorisation.

f. Fraud : The unlawful making of a misrepresentation with intent to

defraud, which causes actual or potential prejudice to another party.

g. Breach of Trust : Actions or conduct of an employee that cause

a reasonable suspicion of dishonesty or mistrust and for which there exist
extraneous evidence to prove a breakdown in the relationship of trust
between the concerned employee and ___________________ INDUSTRIES
LIMITED. This will include a situation where the conduct of the employee
has created mistrust, which is counterproductive to ___________________
INDUSTRIES LIMITED’s commercial activities or to the public interest,
thereby making the continued employment relationship an intolerable one.

4.4.5 Industrial Action

Intimidation
Any act by an employee, whether by himself or in concert with other persons (whether or
not such other persons are employees of ___________________ INDUSTRIES LIMITED),
to intimidate any employee with the object of compelling him to take part in any strike or
other action which interferes with the normal operations of ___________________
INDUSTRIES LIMITED. Intimidation is an offence even if all the procedures for the
settlement of the industrial disputes and grievances and the Law have been exhausted.
Sabotage
Any deliberate action by an employee that results in the interference with the normal
operations of ___________________ INDUSTRIES LIMITED by damaging any
machinery, or equipment or by interrupting any supplies of power, or services necessary to
the operations.
Illegal Strike/Lockouts
Participation in any illegal strike action, lockouts, boycott or any other form of work
disruption not in accordance with the applicable statute that constitutions a blatant refusal to
work. Examples of such action include, inter alia, work-to-rule: overtime ban; go-slow.
Any disciplinary matter referred to in this subsection will not preclude
___________________ INDUSTRIES LIMITED from exercising its common law rights to
terminate the employment contract in the case of illegal industrial action.

4.5 Penalties
Classification of Penalties:
4.5.1 Verbal Warning
4.5.2 Recorded Warning
4.5.3 Severe Warning
4.5.4 Final Warning
4.5.5 Dismissal
4.5.6 Demotion
4.5.7 Transfer
4.5.8 Alternative Penalty to Dismissal

4.5.1 Verbal Warning

Any supervisor may, at any time and at his discretion, reprimand an employee
without completing a complaint form, in which case there will be no entry made on
the employee’s disciplinary record. When a verbal warning if given, the supervisor
must ensure that the employee being reprimanded is made aware of the existence
and function of the Disciplinary Code. A verbal warning is usually issued where the
offence is of a minor nature.

4.5.2 Recorded Warning

Application: This may be given for a repetition of an offence for which an
unrecorded warning has been given, or it may be given for a first offence.
Validity Period: The employee must be informed that the warning will remain in
force for a period of six months.

4.5.3 Severe Warning

Application: Given for a repetition of the same offence or similar offence during a
period when a recorded warning is still in effect, or for a first offence of a more
serious nature.
Validity Period: The employee must be informed that the warning will remain in
force for a period of nine months.

4.5.4 Final Warning

Application: Given for a repetition of the same offence or a similar offence during a
period when a severe warning is still in effect or depending on the nature thereof,
for a first offence of a serious nature. In the case of an employee being found guilty
of an offence of a dissimilar nature within the prescribed period, the hearing official
may, at his discretion, issue a comprehensive final warning on the understanding
that if any offence is committed within the next 12 months, it will render him liable
for dismissal.
Validity Period: A final warning is effective for a period of twelve months. The
employee is advised in writing by the official hearing the case of the period
applicable and reminded that a repetition of the offence or the committing of any
similar serous offence within the prescribed period will render him liable for
dismissal. A copy of the notice shall be forwarded to the Human Resources
Department.

4.5.5 Dismissal
Application: Dismissal is the final sanction and should be used:
 when other forms of disciplinary action have failed;
 when an employee on a final warning commits a serous offence;
 when the offence committed is of such a serious nature that it amounts to
a serous breach or repudiation of the employee’s contractual obligations;
 in cases relating to dishonesty e.g. theft, fraud or corruption;
 in the case of any employee who is absent from work without permission
for a period of three continuous working days or more. In this case the
employee will be dismissed in absentia after the third day if no reason
 for such absence is receive. Should the employee return to work after he
has already been dismissed, he may request that the case be re-opened?

Once an employee has been dismissed in accordance with the procedure contained
in this Code, under no circumstances will he be considered for re-employment
should he re-apply at a later stage. If it is discovered that a dismissed employee has
obtained re-employment with ___________________ INDUSTRIES LIMITED
either inadvertently or through deception, his services will be terminated
immediately.

4.5.6 Demotion
Demotion is not an acceptable corrective action and is therefore, not used as a
punishment for a specific offence. It is used only where the employee is unable to
meet the requirements of his present job but is suitable for continued employment in
a lower capacity.

4.5.7 Transfer
Transfer is not permitted as a tool for disciplining employees. A transfer shall only
be effective in terms of ___________________ INDUSTRIES LIMITED’s
Conditions of Employment and Service. Transfer, as the result of the outcome of a
disciplinary action, will be considered in special circumstances.

4.5.8 Alternative Penalty to Dismissal

A comprehensive final warning may be considered at the discretion of the Hearing
Chairperson as an alternative penalty to dismissal in instances where an employee is
found guilty of an offence of a dissimilar nature to a valid final warning on his
personal record.

The sanctioning of a comprehensive final warning will only be considered in

circumstances warranting corrective action and liaison between the Hearing
Chairperson and the Human Resources Officer is encouraged before such a penalty
is imposed.

Classification of Offences – Guide to Disciplinary Action

Nature of Offence 1st 2nd 3rd 4th

Offence Offence Offence Offence
Absenteeism
Absenteeism SW FW DC
Desertion DC
Offences related to control at work
Poor time keeping VW/RW SW FW DC
Sleeping of duty SW FW DC
Sleeping on duty RW SW FW DC
Negligent loss, driving, damage or misuse of Company property RW SW FW DC
Unsatisfactory work performance RW SW FW DC
Offences related to Indiscipline or Disorderly behaviour
Disobedience & related offences (general) RW SW DC
Abuse and related offences
 Abusive language SW FW DC
 Insubordination SW FW DC
Disorderly behaviour and related offences
Disorderly Behaviour FW DC
Threatening violence FW DC
Assault/attempted assault FW DC
Fighting FW DC
Riotous behaviour FW DC
Sexual Harassment FW DC
Discrimination DC
Alcohol and drug offences
 Intoxication while___e on duty FW DC
Wilful lose, damage or misuse of Company property FW DC
Offences related to dishonesty
 Bribery or corruption DC
 False evidence DC
 Forgery and uttering DC
 Misappropriation DC
 Fraud DC
 Theft of / unauthorised possession of Company property DC
 Breach of Trust DC
Industrial Action
 Intimidation FW DC
 Sabotage DC
 Illegal strike/lockout FW DC
The schedule of sanctions merely provides a guideline and the following factors shall be
considered when arriving at a decision: Disciplinary record, length of service, position of
employee, any other mitigating or aggravating circumstances raised at the hearing.

5. TERMINATION OF EMPLOYMENT POLICY

5.1 Introduction
Subject to the Provisions of the Employment Act of Gujarat India, the services of an
employee may be terminated as hereunder:

An employee who has given notice to resign will be required to liquidate all loans with
___________________ INDUSTRIES LIMITED (where applicable) before their last
month’s dues is paid to them.

The aforementioned stipulations may be deviated from only when there are compelling
reasons for doing so and the supervisor concerned to that effect makes a
recommendation.

5.2 Retirement
Age: The normal retirement age shall be 58 years. An extension of appointment beyond this
age requires authority form the Board of Trustees.
Medical grounds: ___________________ INDUSTRIES LIMITED may, on the basis of a
medical opinion form a qualified medical practitioner, call upon an employee to retire on
medical grounds.

5.3 Death of Staff member

In the event of the death of a staff member, ___________________ INDUSTRIES
LIMITED shall notify the labour office in the prescribed form
All wages and teminal benefits due shall be paid to the next of kin, as specified in the
Personal Data Form.
___________________ INDUSTRIES LIMITED will assist the family by consulting with
the Social Security Commission and the Pension Institution with a view to meeting part of
the burial costs of the deceased ___________________ INDUSTRIES LIMITED staff
member

5.4 Certificate of Service

Certificate of Service shall be issued to each staff member every five years of successful
service or upon resignationon request. This certificate is neither a reference nor a statement
of the staff performance.

In addition to the Certificate of Service the CEO may therefore authorize the issuance of
any other testimonials

5.5 Discharge Form

All employees leaving ___________________ INDUSTRIES LIMITED employment will
be required to submit duly filled discharge form (Appendix 5) to the Finance and
Administration Department before their dues is paid to them.

6. POLICY FOR TEMPORARY EMPLOYEES

6.1 Introduction
Temporary staffs are various persons who fill one-time positions established to undertake a
particular piece of work or assist with a particular administrative matter, whose skills will
not be needed by ___________________ INDUSTRIES LIMITED on a continuing basis

This category includes part-time, casual workers and short-term consultants.

6.2 Appointment
Appointment of temporary staff shall be effected by signing of a contract specifying terms
and condition of the employment, the duration and the remuneration thereof.
The CEO on the recommendation of the department managers shall hire temporary
employees.
Temporary staff shall not be entitled to any other benefits or overtime.

6.3 Terms of Service

Temporary employees shall enter into a contract with ___________________
INDUSTRIES LIMITED, which shall specify the terms of reference, duration of the
assignment and fee. The contract shall also have disclaimers from ___________________
INDUSTRIES LIMITED regarding insurance, medical and other benefits. It shall place the
onus of reporting income to the tax authorities on the temporary staff.
The contract will not be valid unless signed by both the CEO and the contracted temporary
employee.
6.4 Short-term consultants

Consultants to undertake and provide services to ___________________ INDUSTRIES

LIMITED shall be hired by the CEO, and approved by the Board of Trustees

The Consultants shall enter into a contract with ___________________ INDUSTRIES

LIMITED for the services to be provided as stated in the Terms of Reference.

7. HEALTH AND SAFETY POLICY

7.1 Introduction

___________________ INDUSTRIES LIMITED shall take all such steps as prescribed by

the Regulations made under the Labour Act, 1992 (Act 6 of 1992) in order to ensure the
health, safety and welfare of all the employees in the employment of
___________________ INDUSTRIES LIMITED.

7.2 Objectives

a) To prevent all downgrading incidents, which could result in personal

injuries, fire, property damage and waste, and to create and maintain a safe
and healthy working environment for all our employees;

b) To promote and maintain the highest possible degree of mental and social
well being of all our employees;

c) To promote and maintain good working conditions so as to safeguard our

employees against injuries and occupational health and safety hazards, and
to conduct our operations with due consideration to the protection of the
environment;

d) To train employees at the workplace so that they are well equipped to

participate fully in the identification, reporting and management of unsafe
acts and conditions;

e) To strive for maximum employee participation in creating a healthy and safe

working environment at all hierarchical levels through effective
communication.

Management shall:

a) At all times provide the correct attitude for safety consciousness and
leadership;
 b) Supply materials, tools and all requirements for safe practices and
operations, within reasonable limits;

c) Encourage all employees at all levels within ___________________

INDUSTRIES LIMITED to make suggestions for the improvement of health
and safety, through the appropriate managers, and supervisors.

d) Publicise, praise and criticise safety practices and initiatives wherever

warranted.

7.3 Security

A number of measures are in place to ensure adequate security around the office. The
entrance to the premises is guarded round the clock.

The doors to the building as well as those of individual offices are locked after working
hours. Staff members expecting to work late or over the weekend should obtain a key and
an athorit to operate the security locking system from the Finance and Administration
Manager

Staff members working after hours should ensure that all the windows are closed and the
lights turned off before leaving.

No money or valuables should be left unattended. The insurance for the building does not
cover personal property.

7.4 First Aid

___________________ INDUSTRIES LIMITED will provide a first aid kid and ensure
that at least two staff members are trained on how to use the aid adequate.

7.5 Visitors
All visitors should report to the reception

7.6 Smoking
Smoking shall not be allowed inside the building. All employees are urged to make sure
that their visitors adhere to this.

7.7 Emergencies
In the event of an emergency, e.g. fire:

 raise the alarm

 inform the relevant authority e.g. in the case of fire, inform the Fire Brigade or the
Police explaining what kind of fire it is;
 disconnect all machinery and close all the windows;
 evacuate the building. DO NOT LEAP OUT OF THE WINDOWS; AND

If the situation is life threatening;

 Raise the alarm;
 Evacuate the building immediately. DO NOT STOP TO CLEAR YOUR DESK OR
 COLLECT PERSONAL EFFECTS.
7.8 Office Services
Equipment

Computers
All computers should be strictly used for official purposes. Only authorized persons may
access the computers. GAMES, VIDIO ETC ARE DOWNLOADING, WATCHING AND
SOCIAL MEDIA ARE STRICTLY PROHIBITED. Private diskettes are not allowed to be
used on ___________________ INDUSTRIES LIMITED computes except with granted
permission and upon scanning for viruses. Permission must be sought from the Finance
Manager for borrowing of portable computers equipment or accessories

Telephone
All trunk and international telephone calls should be made through the receptionist. It is
important that the receptionist is notified of all calls so that they are charged appropriately.

Photocopier
A photocopier is available throughout the day to meet photocopying needs. It is to be used
for official use but could be used for limited personal use. The Finance and Administration
manager should authorize any personal use.

All official copies made should be entered in a register organized per department.

E-mail and Internet Facilities

An E-Mail service is available for official use but staff is allowed to use it for personal
mail, strictly during the work breaks-lunch break or at end of the day.

Mail
Currently, the administrative assistant handles mail. All incoming mail and hand deliveries
are received and stamped the date of receipt before being filed on the running file and
distributed to the respective persons. All outgoing mail must be photocopied and filed
before being sent out.

8. POLICY ON STAFF MOVEMENTS

8.1 Transfers
The new ___________________ INDUSTRIES LIMITED is structured in a way that will
require the staff often to work away form the office, mostly the field. The staff working out
of office should inform their immediate supervisor , and the administrative assistant of their
whereabouts, how they can be contacted and how long they expect to be gone

If an employee requests a transfer for their own convenience and it is granted, the employee
shall bear all the costs incurred in travel, transportation and accommodation. Where the
institution transfers a staff member, ___________________ INDUSTRIES LIMITED will
cover all expenses related to the transfer accommodation and transportation for the
employee and the immediate family

Requests for transfers shall be in writing to the immediate supervisor and must contain the
following information:
 a) Reasons for requesting transfer;
b) Duration of employee services at current station
c) Positions held
d) Whether employee has previously requested for transfer and the outcome of
the application.

The employee’s immediate supervisor will comment and forward the request to the
respective department head that in turn will forward it the Chief Executive Officer.