HR POLICIES OF DRS INTERNATIONAL SCHOOL Manual.pdf · HR POLICIES OF DRS INTERNATIONAL SCHOOL. 2 TERMS & CONDITIONS Probation & Confirmation On joining DRSIS for any position either

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HR POLICIES

OF

DRS INTERNATIONAL

SCHOOL

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TERMS & CONDITIONS

Probation & Confirmation

�On joining DRSIS for any position either in Teaching as FACILITATOR or in Administration as a SUPPORT STAFF, you will be on probation for a period of 1 year from the date of joining. The period of probation may be extended at the discretion of the management based on your performance during the probation period.

�On successful completion of the probation period, you are likely to be confirmed in DRSIS as FACILITATOR and you will be getting increment in the month of every June, Increments are depended upon the performance and appraisal. He/She shall be entitled to draw salary as per the calculation of salary sheet attached.

�Your employment at DRSIS shall be governed by the Leave and Promotion policies of the Institution.

�The service contract can be terminated by either party by giving one month’s notice during probation period or three month’s notice after confirmation or by depositing salary in lieu thereof, subject to the approval of the Management.

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� In case of any misconduct, breach of rules or faith, long or frequent absence, non-performance of duty, indulging in any activity which creates or may create confusion, insecurity or any other such feeling, in the minds of the employees and/or the students of DRSIS and/or which may defame or bring a bad name to DRSIS by any of your actions, word of mouth, writing, interview with any organization or media or such other things or any such action on your part, which is detrimental to the interests of the students and DRSIS, if the management, after giving you an opportunity to be heard, is satisfied that the continuation of your association with DRSIS is unwarranted, you may be dismissed from service without giving any notice, or any compensation in lieu thereof

� No employee is permitted to leave premises during office timings without obtaining permission for short leave which should be exercised only under emergency and with authorized permission.

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�An employee at the time of leaving service shall have to obtain a “No Dues”certificate from all departments concerned before he can be relieved of his duty. Only after submitting “No Dues” certificate to the Accounts Department, his account will be settled subject to the contents of these Rules.

Professional Ethics:

�Any system developed or bring practiced shall be treated as property of DRSIS.

�No employee is permitted to publish any technical/general or any other type of article in media or any publication without written permission of the management. In the event of such permission being granted the employee shall submit a copy of the same immediately after publication.

�No employee is permitted to take up any parallel job part time or otherwise while in employment of DRSIS. Any violation of this rule shall amount to criminal breach of trust.

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Environmental Aspects:

All employees are expected to adhere to following norms in DRSIS premises.

�Food: As per DRSIS policy, all members are advised to have only vegetarian food items while in DRSIS premises. Consumption of egg preparations in any form are however accepted.

�Smoking: Smoking is strictly prohibited in all DRSIS premises.

�Alcohol/Narcotics/Pan/Gutka: Consumption of alcohol/narcotics/Pan Gutka in DRSIS premises or coming to DRSIS premises after consumption of the same or spitting is strictly prohibited.

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PAY,ALLOWANCES & POLICY

OF

DRS INTERNATIONAL

SCHOOL

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Employees Provident Fund:

� Each employee, drawing basic pay up to Rs. 6,500/- per month shall have to contribute to EPF equal to 12% of his/her monthly basic pay or any amount as prescribed by the Government of India.

� Amount of E.P.F. so deducted from the salary of an employee will be deposited with the Provident Fund Commissioner together with a matching amount (equal to EPF deduction). There is no bar on an employee depositing more than 12% of his/her basic pay every month but matching amount will be restricted as per the eligibility.

� Those employees of DRSIS, who are already covered under the EPF scheme and have basic pay more than Rs.6,500/-p.m., shall have to continue their contribution, at least equal to the deduction due on Rs. 6,500/- p.m.

� The rules framed/changed by the Government of India as circulated by the provident Fund Commissioner from time to time shall invariably be applicable to the employees of DRSIS.

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LEAVES:

� Each employee is eligible for one casual leave per month in addition to weekly off, National holidays and such other holidays as declared by DRSIS Management from time to time, however, no earned leave for teaching staff.

� Each Facilitator, at DRSIS is entitled to 11 Casual leaves, in each calendar year, other than National holidays and such other holidays as decided by the management. One day casual leave will be credited per month to the leave account of the employee. To avail the casual leaves an Employee has to apply in advance and get his/her holiday sanctioned before availing as per procedure in force.

� An employee who is a non vacation staff after confirmation, shall become eligible for earned leave which will be credited to his account after the confirmation. applicable to Non Vacation staff only)

� The earned leaves, if not availed, shall be accumulated in the employee’s account and shall be encashed at the time of his/her leaving DRSIS or can be encashed for the accumulated leaves above 60 days.

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�The employee will have to apply for leave on the specified leave proforma i.e. by filling the leave card thoroughly approved by the respective H.O.D., well in advance and ensure that it has been sanctioned before proceeding on leave. Submission of duly approved leave card to the Admin department is compulsory for every employee or else the period of leave shall be treated as leave without pay even if any leave is due. Recommendation of leave by the respective H.O.D.’s / Administrator does not imply that the same has been sanctioned. Principal’s approval is necessary.

�Any long leave not sanctioned in advance will be treated as unauthorized absence and may attract disciplinary / legal proceedings apart from loss of pay and also will affect the increment.

�Any unauthorized absence will be considered as desertion of the post and may result in loss of employment and forfeiture of dues.

�Employees are advised to plan long leave at least one month in advance, with prior sanction.

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�All un-availed casual leaves will be encashed together with the salary for the month of May every year.

�Any team member who is having loss of pay of more than 5 days the increment will lead to 2nd level.

�Any team member who is having loss of pay of more than 10 days the increment will lead to 3rd level which is the last level of the increment slab.

�Employees are also provided with staff concession for their child’s admission subject to availability of seats.

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Attendance/Leaves and Punctuality

�It is the policy of DRS International School to require good attendance and punctuality on the part of its employees.

Casual Leaves :

�Avail Casual Leave in the event of any sudden emergencies and for any other personal reasons. Casual Leave Entitlement - 12 days (depends on no of working months, can be accumulated but cannot be taken in advance.

�CL can be availed for urgent / personal work/exigencies.

�CL accumulated cannot be taken excess of 3 days at a stretch too, it has to have the approval of immediate HOD and Principal.

Procedure :

�Leave card should be up dated every time leave is availed, which will be submitted to Admin dept at the month end for payroll processing. Any leave not entered in leave card shall be considered as Loss of Pay.

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�If an emergency arises due to which excess leave is necessary, approval of same from Head of the department and intimation to HR/Admin Manager is necessary.

�Excess leave taken with the consent of HOD will be treated as authorized Loss of Pay. Without an approval of HOD will be treated as Un authorized Loss of Pay.

�All the leaves which are availed by the individuals need to be approved by their HOD’s and the leave cards authorized to be forwarded to HR/Admin, this is mandatory.

�All Sundays, Holidays and Weekly Offs intervening during the actual leave period shall be included in the leave period.(e.g., if Saturday and Monday leave is taken Sunday will also be calculated as leave) In case, the casual leave is not availed by any Employee in the calendar year, balance casual leaves are reimbursed at the end of the academic session.

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Earned Leave :

�Earned leave is for team members who do not avail long vacation.

�Earned leave calculation is Total number of working days divided by 20.ie. (One leave for 20 working days). (only for admin)

Procedure :

�A team member will be eligible for this leave only once he/she completes one full academic year. (i.e.), after confirmation.

�A minimum of 2 and a maximum of 5 leaves only can be availed at a stretch with prior approval of HOD’s, any extension of the leaves can be at the discretion of the respective HOD/Principal.

�With approvals or for any kind of emergencies these leaves can be extended.

�Advance intimation to be given to HOD while applying for EL, and a back up person to be nominated before going on leave.

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�In case of earned leave not applied it will be carry forwarded to next year and a minimum of 60 EL can be accumulated.

�Earned leave accrued can get encashed beyond 18 days leave at any time by submitting the request letter by team member and completion of formalities as per rules, by she/he should retain minimum of 18 earned leave to his credit.

�Earned Leave cannot be clubbed with other leaves.

�No leave can be taken on the last working day or starting of the School.

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Holidays

The employee shall be entitled to public holidays as declared under Negotiable Instrument Act or prescribed by the Appointing Authority/School administration.If any holiday is declared in that month it should be adjusted with the holiday in the same month.

Use of telephone /fax system

DRS International School telephone /fax is strictly for the school requirements. Any usage of the same for the personal purposes is strictly prohibited.

Purpose

This policy outlines the responsibilities of DRSIS staff concerning the use of e-mail, Internet, telephone and fax provided by the school to conduct its business. Guidance is provided for the staff within this Policy of what is acceptable use of these networks.

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Principles

Use of E-mail

� DRSIS staff may use the e-mail facility to send messages both internally and externally for School business purposes.

�Personal use of DRSIS internal e-mail (i.e., between school employees in the same department or different departments) is allowed but must be kept to a minimum. Use of school external e-mail should be for business purposes only.

�Use of personal e-mail accounts at work for example; Hotmail or Yahoo is prohibited at all times.

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The following are deemed unacceptable use of e-mail:

�Long, on-going private ‘conversations’

�Use if inappropriate, insulting, defamatory or offensive language

�Using mass mailing lists for messages which are not work-related

�Starting or forwarding ‘chain mail’ messages. These must be deleted.

�Sending harassing, obscene and/or other threatening e-mails to another user.

�Use of language that is in breach of the school Policy.

�Sending unauthorized messages from another users email account.

�Knowingly corrupting or destroying other users data.

�Unauthorized disclosure of any confidential or sensitive information via the email or Internet system.

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�Knowingly sending e-mails that contain viruses or other harmful components.

�The use of e-mail for the distribution of material that is offensive, obscene, pornographic, sexist or racist.

�Accessing and reading another users e-mail account without consent.

�Unacceptable use of e-mail is a disciplinary offence and may be treated as gross misconduct.

Other points to note:

�It is important that e-mails are treated as a written document, which can be considered contractual in some circumstances.

�E-mails should conform to the School House style guidance on e-mail communication.

�Computer resources are limited and care should be taken not to store unnecessary information. It is good practice to delete messages that are no longer needed.

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�Care should be taken with the content of e-mails and an assumption that they are totally private should not be made.

�The school owns e-mail accounts. If there is genuine suspicion of failure to comply with this e-mail policy, the School reserves the right to inspect the contents of any e-mail that is sent or received.

�Deleted e-mails can be retrieved.

�Incoming Internet e-mails are automatically scanned for viruses and other potentially damaging content. If such content is detected those e-mails may be inspected in order to establish whether they are safe to forward to the addressee.

All e-mails sent externally will be automatically marked with a disclaimer.

No mass emails should be sent to external recipients unless they have given their prior consent for their address to be distributed and the list is up to date and accurate.

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Internet

Internet access is provided for work purposes. Personal use of the internet during working hours is a disciplinary offence. Reasonable personal use of the internet is allowed provided it is before the start of your working day, during your lunch break or at the end of your working day. Your business e-mail address credit or debit card information to purchase goods through the internet DRSIS School will not be held liable for any breaches of web site security.

The following are unacceptable at any time:

�You must never knowingly access or download material that is of an offensive, obscene, pornographic, sexist or racist nature. Downloading of such material may be treated as gross misconduct.

�Accessing/viewing non work-related on-line chat rooms or undertaking any other non-business on-line interaction.

�Saving non – work related material from web sites on to School storage mediae.g. School network, hard drives or floppy disc drives.

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� Saving or forwarding to other users copyrighted information in breach of the copyright.

�Circulation by e-mail of any non-business information obtained from the internet.

�Playing on-line computer games.

�On-line gambling.

�Any illegal activities.

�Unacceptable use of the internet is a disciplinary offence and may be treated as gross misconduct.

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Telephone

Personal phone calls using the School internal telephone system should be kept to a minimum. External personal telephone calls should be made for important matters only for which an urgent phone call is required during working hours. Some examples of what may be seen as acceptable calls are those dealing with

URGENT�Childcare/eldercare matters�Medical or dental appointments�Other domestic matters

If you are found to be using a School telephone for excessive personal use it will be treated as a disciplinary matter.

Fax

School fax machines are provided for business purposes only and a house style front sheet must always be used. If you wish to send a personal fax due to an urgent domestic matter, Permission must be sought from your line manager.

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Appraisal & Promotion

�Appraisal takes place once in a year and the increments & promotions are given during the Annual Appraisal Period .However every appraisal does not mean an increase in remuneration or grant of any other perks.�The salary will be reviewed annually on successful completion of one year depending upon the performance of the employee.

Taxation

All employees are subject to all statutory requirements like Provident fund Profession Tax , Indian Income Tax & State Professional Tax Regulations as per Prevailing rules. All employees who are liable to pay Income Tax are expected to assess their own tax liability.

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CODE OF CONDUCT

OF

DRS INTERNATIONAL

SCHOOL

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CODE OF CONDUCT

DRSIS is growing organization. It caters to the needs of students from all corners of the country, since its inception in 2003. It has crossed many hurdles and every passing year has been a witness to its crossing a new milestone. This has been possible with the joint effort of all of its employees, their perseverance, vision, hard work and a will to attain the unconquered. To maintain the dizzy heights and yet to strive for a higher one, it requires systematic, well-geared machinery, united in its purpose and aiming for a well-defined goal. For cohesion, certain Rules and Regulations are required, and above that a well defined Code of Conduct, to guide the individual and the Management.A person selected for joining DRSIS, in any capacity, is not an ordinary person. To be one of such a team with disciplined life needs a lot of concentration, commitment and sacrifice. This can be performed by being bound by a Code of Conduct.

DRESS CODEKeeping in mind the advantages of generating spirit of comradeship, bonhomie, belongingness & positive attitudinal responses in uniformed employees, the company has a Dress Code for all employees on all days as under:-

GENTLEMEN - Formal wear / Trousers and the Blazer/and an ID card.LADIES - Formal wear / Sari and the Blazer/and an ID card.Adherence to Dress Code is essential for all employees. Non adherence/deviations will attract disciplinary action against erring employees.

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DRESS CODE:

�On joining DRSIS an employee shall be issued an ID card, which he/she has to keep very carefully. He shall have to mark his attendance, through the attendance machine/as well as manual register. Failure to do so will result in his being marked absent and loss of pay.

�In case this card is lost due to any reason, the HR/Admn Department will have to be informed immediately, for a duplicate card the cost of which to be borne by the Individual.

�For getting a duplicate ID card, the employee shall have to pay the charges in force at that time.

�At the time of leaving DRSIS, this card shall have to be surrendered to the HR/Admn Department for finalization of Accounts against a proper receipt.

�In the event of an employee’s leaving the institute without following the proper procedure, as laid down here under, and the employee’s refusal to meet his obligation towards DRSIS in letter and spirit of this Manual and Code of Conduct, and the matter becoming subjudice, the employee shall be responsible for all future proceeding.

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ACTIVITIES WHICH ATTRACT DISCIPLINARY ACTION

The following acts of commission and omission on the part of an employee shall constitute misconduct and attract disciplinary action. The following shall denote misconduct:�Disclosure of any confidential information in regard to the working or procedure of the establishment which may come to the knowledge of the employee in the course of his employment, to any outsider or to the competitors of DRSIS.�Frequent late attendance, unauthorized absence for more than seven days�Non adherence/deviation from Dress Code.�Theft, fraud or dishonesty in connection with the DRSIS business or property .�Accepting bribes or illegal gratification whatsoever for showing undue favour in discharge of his/her officials duties.�Willful insubordination or disobedience of any written, lawful or reasonable order of a superand/or indiscipline.�Drunkenness, fighting or riotous, disorderly or indecent behavior while on duty at the place of work and the extended place of work.�Habitual neglect of work.�Smoking within the office premises or in places where it is prohibited.�Causing willful damage to work in progress or to property of DRSIS.�Sleeping on duty.�Maligning or slowing down work.

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�Conviction in any Court of Law for any criminal offence involving moral turpitude or detention in police custody for more than 48 hrs.�Giving false information regarding one’ name age, father’s name, qualification or previous service at the time of the employment.�Absence from work without permission or sufficient reason for any duration.�Breach of any rule, regulation or bye-laws.�Threatening, abusing, assaulting or misbehaving with or in the presence of any superior or co-worker.�Habitual money-lending.�Preaching of or inciting violence.�Refusal to receive and/or accept any charge-sheet or order or notice communicated in writing.�Indecent remarks, gestures or unwarranted advances towards colleague(s) at place or extended place of work.�Rumour mongering, instigating employees and/or students, casting unfounded aspersions on people connected with DRSIS.�Giving interviews to any media which is detrimental to DRSIS and its students.�Indulging in anti-national activity.�Using of official machinery including stationary, manpower, computers for personal and non-official use.�Abetment of or attempt at abetment of any of the above acts of misconduct.

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PROCEDURE OF DISCIPLINARY INQUIRY

�An employee found in violation of code of conduct or found indulging in any activity which denotes misconduct, shall be placed under observation.�A preliminary departmental inquiry shall be conducted into the alleged act of misconduct.�A report of the departmental inquiry shall be submitted to the Disciplinary Authority.�Based on the report submitted, the Disciplinary Authority may initiate disciplinary proceedings/action against the concerned employee.�The Disciplinary Authority would issue show cause notice along with charge sheet to the concerned employee.�In case in charges against employee are proved by the H.O.D and the Disciplinary committee, then the Disciplinary Authority shall award termination under this Code of Conduct.�A copy of the order passed by the authority awarding punishment shall be supplied to the employee concerned.

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The following shall not be deemed as a breach of the Code of Conduct.

�To appear at an examination to improve his qualifications with the permission of the employer.�To become, or to continue to be a member of any religious, literary, scientific or professional research cultural organization or co-operative society.�To organize or attend any meeting outside the school hours subject to the condition that such meeting is held outside the school premises.�To make representation to the management for the redressal of any bonafidegrievance, subject of the condition that such representation is not madding rude or indecorous language.Penalties:1) The following penalties may, for good and sufficient reasons, including the breach of one or more of the provisions of the Code of Conduct may be imposed upon an employee.

a)Minor penalties:i) Censure;ii) Recovery from pay, the whole or any part of any pecuniaryloss caused to the school by negligence or breach of orders;iii) Withholding of increment of pay

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b) Major Penalties;i) Reduction in rank;ii) Compulsory retirementiii) Removal from service, which shall not be a disqualification for future employment in any school run by the Society.

Disciplinary Committee : In case any decision has to be taken about any taken to be taken against any team member a committee will sit and decide on it. There would be two committees existing, one for handling of major issues and one for minor issues.

Major Issues:

�In case the employee wishes to appeal against the order of the Disciplinary Authority, the appeal shall be referred to a Disciplinary Committee. The Disciplinary Committee shall consist of the following:�The Director of the School Managing Committee and CEO or in his absence any member of the Committee nominated by him.�The Manager of the school, and where the disciplinary proceedings are against him/her any other person of the Committee nominated by the Director.

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�A nominee of the Board/ appropriate authority. He/ she shall act as an adviser.�The Head of the school, except where the disciplinary proceeding is against him/her, the Head of any other school nominated by the CBSE or Director of Education in case the Act so provides.�One teacher who is a member of SMC of the school nominated by the Chairman of the Committee.�The Disciplinary Committee shall carefully examine the findings of the Inquiry Officer reasons for imposing penalty recorded by the Disciplinary Authority and the representation by the employee and pass orders as it may deem fit.

Conflict of InterestAn employee of DRS International School shall not have any other employment or assignment during the tenure of his/her employment. He/she shall not carry on any activity, which could impair impartiality in performing duties.

ABANDONMENT OF JOBIf an employee continuously remains absent without permission or over stays sanctioned leave for 15 or more days, without any intimation, the employee shall be issued show cause notice for explaining the reason for absence and would be directed to join duty within 7 days. If the employee does not report for duty or does not give any satisfactory reply, then it would be presumed that employee is not interested in continuing with the job & the services of the employee shall be terminated forthwith. The term ‘employee’, ‘he’, ‘his’ shall include all employees, male/female Faculty member or support staff including those working in Admissions, Accounts, Computers, Admissions, Personnel, HRD etc.