Hr Policy Manual 2011

HR SYSTEM DEVELOPMENT

FINAL PROJECT( HR POLICY MANUAL )

Submitted by:

M. Asad Rana BA - 307 - 026

Amna Afzal BA - 307- 118

M. Yasir Rashid BA - 307 - 087

Maria Javed BA - 108 - 012

Submitted to:

Sir Atif Rana

1

Human Resorces Policy ManualRevised May, 2011

2

Introduction:

Telenor has been a pioneer in the development of modern telecommunications. Based on experience from a demanding domestic market, Telenor has developed advanced solutions in satellite and mobile communications and taken these to an international market. Telenor will continue to be a driving force in the development of new solutions, primarily within mobile communications.

Vision Statement:

Telenor is committed to creating, developing and launching new solutions that simplify our customers' workday. We believe that by simplifying our own organization and routines we can achieve competitive power and value-creation.

Mission Statement:

To maximize shareholder value through profitable growth by providing innovative satellite communications solutions to selected customer segments

3

TABLE OF CONTENTS

Page No.

1. Absenteism.............................................................................................52. Leaves of Absence.................................................................................. 73. Drugs and Alcohol Abuse....................................................................... 94. Harrasment Policy.................................................................................. 105. Orientation Policy...................................................................................126. Hiring Policy............................................................................................157. Promotion Policy.................................................................................... 198. Overtime Policy...................................................................................... 229. Smoking Policy....................................................................................... 2410. Training Policy....................................................................................... 2511. Complaint Policy................................................................................... 3112. Disciplinary Actions............................................................................... 3313. Seperation Policy.................................................................................. 3814. Equal Employment Oppurtunity........................................................... 4015. Security Policy....................................................................................... 4116. Paydays................................................................................................. 4417. Compensation and Benifits................................................................... 4518. Gifts and Gratitudes.............................................................................. 4819. Safety and Health.................................................................................. 4920. Personnel Records................................................................................. 5221. Exit Interviews....................................................................................... 5522. References Policy.................................................................................. 5823. Layoff Policy.......................................................................................... 6224. Bulletin Boards Policy........................................................................... 6325. Work Hours........................................................................................... 6426. Employment of Relatives.......................................................................6527. Probationary Period.............................................................................. 6628. Performance Appraisal.......................................................................... 6929. Confidentiallity Agreement................................................................... 76

4

1. ABSENTEISM:

All employees are required to report to work as scheduled and on time. Employees not at their work stations ready to work at the scheduled time are late. Each Department Head must inform the employees in their department in writing about the procedure for notifying the appropriate

person(s) when the empployee is going to be late or absent .

All employees who do not get to work on time should notify to their manager/supervisor within 1 hour prior to when their shift time begins. If the absence is going to be longer then one day, the employee should give an expected date of return. When returning to work after an illness, the employee is expected to provide their manager/supervisor with a medical report. Your physician may be contacted by the company to validate your medical report.

Employees who are absent 3 consecutive days without notification to the mangement, will be eligble for immediate termination .

5

EMPLOYEE ABSENTEEISM

Name:_________________________________ Date: _________________________________________

Job Title:_______________________________ Employee National ID #___________________________

Department:____________________________ Date Hired:_____________________________________

Total Days Absent : _________

State the date of each absent day and tick to validate if the tardiness was notified.

Absent on: Approved by supervisor

YES NO

Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____Date:_________________ ____ ____

LEAVES TAKEN: ( Attatch a copy of the request forms of leaves taken)FROM TO

Annual Leave ________ days ____________ _____________Medical Leave ________ days ____________ _____________Breavemant Leave ________ days ____________ _____________Other (explain below)________ days ____________ _____________

________________________________________________________________________________________________________________________________________________________________________________________________________

REMARKS:__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Approved By :_________________________ HR Approval_____________________________

6

2. LEAVES OF ABSENCE:

It is the policy of this company to grant leaves to all employees on a consistent basis without regard to race, color, national origin, sex,religion, age or disability. All employees are allowed upto 12 weeks of unpaid leave a year under particular circumstances, that are critical to the employees or their family members.

Leave may be taken:

on the birth of an employee's child ( Maternity Leave); on the placement of a child for adoption or foster care with an employee; on the death of the employee's spouse, spouse's parents, children, brothers, sisters,

grandparents and grandchildren. ( Breavement Leave) when an employee is needed to care for a child, spouse, or parent who has a serious health condition; or when an employee is unable to perform at least one of the essential functions of his or her position because of the employee's own serious health condition.

Employees can take upto five (5) days of breavement leave. An employee shall notify the supervisor on or before th first day of such absence. Requests for leave must be submitted on or before the first day the employee returns to work. The request for leave must show the name, relationship and the date of death of the employees immediate family member.The company will require medical certification to support a claim for leave for an employee's own serious health condition or to care for a seriously ill child, spouse, or parent. For the employee's own medical leave, the certification must include a statement that the employee is unable to perform at least one of the functions of his or her position. For leave to care for a seriously ill child, spouse, or parent, the certification must include an estimate of the amount of time that the employee is needed to provide care.

It is our companys policy that all employees should be entitled to paid annual leave for 21 days every year. The purpose of this policy is to provide an extended period of leisure time during which employees can have a break from work, relax and therefore, return to their jobs refreshed.

After completion of two years of continuous service, employees annual leave entitlement will increase by 1 day to 21 days, after 5 years continuous service this will increase by 3 days to 24days and then after 10 years of continuous service this will increase by a further 3 days to to 27 days anuual entitlement.

All absence leaves can only be taken subject to agreement with the manager, so before any commitments are made, employees should discuss any requests for leave with the appropriate manager to ensure that these dates are mutually convinient. Annual leave can be added to maternity or medical leave by negotiation with the manager.

If for any reason, the employee knows that they will be late returning from the leave, they must contact their manager and notify their late return as soon as possible. Any absence not accounted for will be treated as unauthorised absence. Failure to inform the appropriate person will make the employee liable to disciplinary action for unauthorised absence which may include termination.

7

LEAVE REQUEST FORM

Name:_________________________________ Date: _________________________________________



REASON FOR LEAVE:

( ) Personal Disability ( ) Family Death (name)_________________________________

( ) Maternity ( ) Family Illness (name)_________________________________

( ) Other

Date From :_______________ Time:_______________Date to :_______________ Time:_______________

Employee's Signature: ____________________________ Date:___________________________________

MANAGEMENT USE ONLY

____ Paid ____ Unpaid

Remarks:

Approved By:___________________________ HR Approval :___________________________________

8

3. DRUGS AND ALCOHOL ABUSE

Telenor has a vital interest in maintaining a safe, healthy, and efficient working environment. Being under the influence of a drug or alcohol on the job poses serious safety and health risks to the user and to all those who work with the user. The use, sale, purchase, transfer, or possession of an illegal drug in the workplace, and the use, possession, or being under the influence of alcohol also poses unacceptable risks for safe, healthy, and efficient operations.

Telenor has the right and obligation to maintain a safe, healthy, and efficient workplace for all of its employees, and to protect the organization’s property, information, equipment, operations and

reputation. This policy applies to all departments, all employees.

he use, sale, purchase, transfer, or possession of an illegal drug or of alcohol by any employee while

on the company's premises is prohibited. Any employee who possesses, distributes, sells, attempts to sell, or transfers illegal drugs on the company premises will be discharged.

Any employee who is found to be in possession of or under the influence of alcohol in violation of this policy will be subject to disciplinary action which may include termination.

An employee whose medical therapy requires the use of a legal drug must report such use to his or her supervisor prior to using it during workhours. The supervisor who is informed will contact Telenor's designated human resources officials for guidance.

As a condition of employment, all employees are required to abide by the terms of this policy and to notify Telenor's management if any drug violation is occurring in the workplace.

9

4. HARRASMENT POLICY

The most productive and satisfying work environment is one in which work is accomplished in a spirit of mutual trust and respect. Harassment is a form of discrimination that is offensive, impairs morale, undermines the integrity of employment relationships and causes serious harm to the productivity, efficiency and stability of our organization.

All employees have a right to work in an environment free from discrimination and harassing conduct, including sexual harassment. Harassment on the basis of an employee's race, color, creed, ancestry, national origin, age (40 and over), disability, sex, arrest or conviction record, marital status, and sexual orientation is prohibited under this policy.

Harassment may manipulative and is not always evident. It does not refer to occasional compliments of a socially acceptable nature. It refers to behavior that is not welcome and is personally offensive.

Any employee who believes he or she is being harassed, or any employee, who becomes aware of harassment, should promptly notify his or her supervisor. If the employee believes that the supervisor is the harasser, the supervisor's supervisor should be notified. If an employee is uncomfortable discussing harassment with his or her supervisor, the employee should fill the complaint form and contact the Head of department. You will also have the choice to file an official police report.

Upon notification of a harassment complaint, a confidential investigation will be promptly commenced and will include direct interviews with involved parties, and where necessary, with employees who may be witnesses or have knowledge of matters relating to the complaint. The parties of the complaint will be notified of the findings and their options.

Telenor views harassment to be among the most serious breaches of work place behavior. Consequently, appropriate disciplinary or corrective action, ranging from a warning to termination, can be expected.

10

COMPLAINT FORM

EMPLOYEE NAME:__________________________ DATE:__________________________________

DEPARTMENT : ______________________________ JOB TITLE:_______________________________

HOME PHONE : ____________________________ WORK PHONE:___________________________

ADDRESS:__________________________________________________________________________________

__________________________________________________________________________________________

Name os person complaint is against:___________________ Dept. :__________________________

Can we use your name: Yes______

No_______

DESCRIPTION OF COMPLAINT ( Include names of individuals involved adn record events, dates and locations, statements made, and other facts and observations which are important):

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

How would you like to see the situation resolved?

__________________________________________________________________________________________

__________________________________________________________________________________________

_________________________________________________________________________________________

Complainant's Signature: _______________________ Date:_________________________

NOTES:

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Managers name:__________________ Signature:____________________ Date:__________________

11

5. OREINTATION POLICY:

New employees undoubtedly have questions when beginning a new position. Consequently, TELENOR has developed an orientation program to introduce and welcome these individuals to the organization.

On or before the first day of employment, the Human Resources Department shall conduct an orientation session with new employees to complete necessary employment documents, review key company policies and compensation terms, explain benefit and reward systems, and provide any other human resource related information needed to orient and integrate the employee into TELNOR's service. The topics covered shall be documented and placed in the employee’s personnel file.

Not all training can or should be done on the first day. The orientation sessions should be timed to best match the needs of the workplace and the work done, but be sure all areas are covered.

During the first week of employment, the employee’s supervisor shall review the company’s history, organizational structure, job content, performance and safety standards, working conditions, promotional opportunities, and any other matters of operational importance needed to orient and integrate the employee into company service. The topics covered by the supervisor shall be documented on a form by the newly hired employees, provided by the Human Resources Department. The Human Resources Department shall place the signed form in the employee’s personnel file. During the introductory period, the supervisor shall meet with the employee a minimum of once per week to respond to questions and provide constructive feedback concerning performance.

12

NEW EMPLOYEE ORIENTATION CHECKLIST

EMPLOYEE NAME:__________________________ DATE:________________________________

DEPT. : ___________________________________ JOB TITLE:_____________________________

SUPERVISOR:Please check off each point as you discuss it with the employee and return to the HR Department.

Completed

DescriptionAreas to be covered

NOYES

Explain safety rules that are specific to your company.Company Safety Rules

Explain the health, safety and wellness policies of your company.Company Policies

Ask the employee if she/he has taken any safety training.Previous Training

Provide any necessary safety, environmental, compliance or policy/procedural training.

Training

Inform the health and safety specialist that a new employee has joined the company who may need safety training. Arrange for this training and education to occur.

Health and Safety

Tour your work areas and facility and discuss associated work area hazards and safe work practices.

Potential hazards

Show and explain how to use emergency eyewashes and showers, first aid kits, fire blankets, fire extinguishers, fire exits and fire alarm pull boxes, as applicable. Demonstrate the evacuation procedures.

Emergency Procedures

Explain that food and beverages are only permitted to be stored in refrigerators in the cafetaria.

Products Food and Beverages

Review the company's Emergency Evacuation Plan and explain the evacuation signals and procedures, point out proper exit routes and the designated assembly area for your Branch.

Emergency Evacuation

Review the reporting procedures in the event of an injury and/or accident.

In Case of Injury or Illness

Provide a list of names, addresses, phone numbers and fax numbers Emergency Contact

13

Confirm that employee has a copy of employee handbook

and that he has read and understood it. ( )

Introduce the employee to the co-workers. ( )

Introduce the employee to their new job and provide

necessary training. ( )

HR DEPARTMENT:The information given above has been given or explained to the employee.

________________________________ _______________________________Supervisor's Signature Employee's Signature

HR approval:_________________________ Date: ___________________________

14

6. HIRING POLICY :

It is the policy of Telenor to be an equal opportunity employer and to hire individuals on the basis of their qualifications and ability to do the job to be filled. Unless otherwise provided in writing, employment with the company is considered to be at will, so that either party may terminate the relationship at any time and for any lawful reason.

Supervisors and department heads who need to fill a job opening or want to add a new job position should submit an employment requisition to the Human Resources Department for approval. All requisitions will be reviewed, but those for new job positions will be evaluated in greater detail before being approved.

The company normally will try to fill job openings above entry level by promoting from within, if qualified internal applicants are available. In addition, the company normally will give consideration to any known qualified individuals who are on lay off status before recruiting applicants from outside the organization. (RE- hiring)

If candidates from within the company are to be considered for job openings, the Human Resources Department will post the openings in accordance with procedures contained in promotion policy. Current employee candidates for the openings will be considered and processed.(Internal)

If candidates from outside the company are to be considered for job openings, the Human Resources Department will be responsible for recruiting the candidates and should use the recruitment methods and sources it considers appropriate to fill the openings.(External)

When candidates from outside the company are to be considered for job openings, the following procedures should be implemented:

Any candidate for employment must fill out and sign an employment application form in order to be considered for hiring. Upon completion of the application, the candidate becomes an applicant for purposes of the companies recordkeeping.

Applicants determined to be qualified for consideration for available job openings will be interviewed by the Human Resources Department and given any tests required for the job.

If the Human Resources Department determines that the applicant is qualified for employment, a second interview should be arranged between the applicant and the head of the department with the job opening.

The department head has the responsibility to determine whether an applicant has the technical qualifications for the open position and meets the other job-related criteria necessary to perform the job. The decision whether to hire the applicant is to be made by the department head, but also must have the approval of the Human Resources Department.

If the background, medical, or any other subsequent investigation discloses any misrepresentation on the application form or information indicating that the individual is not suited for the Company, the applicant will be refused employment or, if already employed, may be terminated.

15

APPLPICATION FOR EMPLOYMENT

Name:________________________________________________ Date:_____________________

NIC( National Identity Card) no. ________________________________________________________________

Present Address:____________________________________________________________________________

City:____________ Postal code:___________

If under 18, please list age _________

Position applied for (1) ________________________ Days/hours available to work :_______________

and salary desired (2) ________________________

Employment desired: ____ FULL-TIME ONLY ____ PART-TIME ONLY ____ FULL- OR PART-TIME

Education:

TYPE OF SCHOOLNAME OF SCHOOLLOCATION/ADDRESSNUMBER OF YEARS

COMPLETEDMAJOR &DEGREE

HAVE YOU EVER BEEN CONVICTED OF A CRIME? __ No __ Yes

If yes,explain number of conviction(s), nature of offense(s) leading to conviction(s), how recently such offense(s) was/were committed, sentence(s) imposed, and type(s) of rehabilitation.

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

DO YOU HAVE A DRIVER’S LICENSE? __ No __ Yes

Driver’s license number ____________________________ Expiration date ______________________

What is your means of transportation to work? _______________________________________________________________________________________

16

WORK EXPERIENCE

Please list your work experience for the past five years beginning with your most recent job held.

Name of Employer________________________________Address_________________________________________________________________________________________City _________________

Phone no._____________

Name of last supervisor

Employment DatesPay or Salary

From:

To:

Start:

Final:

Your last job title:Reason for leaving( be specific)

List the jobs you held, duties performed, skills used or learned, advancements or promotions while you worked at this company.


Phone no._____________



From:

To:

Start:

Final:




Phone no._____________



From:

To:

Start:

Final:


17



Phone no._____________



From:

To:

Start:

Final:



May we contact your present employer? __ Yes __ No

Did you complete this application yourself __ Yes __ NoIf not, who did? (explain) __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PLEASE READ EACH STATEMENT CAREFULLY BEFORE SIGNING

I clarify that all information provided in this employment application is true and complete. I understand that any false information or omission may disqualify me from frther consideration for employment.I authorize and agree to co-operate in a thorough investigation of all statements made herein and other matters relating to my background and qualifications.

I understand I may be required to successfully pass a drug-screening examination. I hereby consent to pre and post-employment drug screen as a condition of my employment if required.

I UNDERSTAND THAT THIS APPLICATION DOES NOT CREATE A CONTRACT OF EMPLOYMENT NOR GUARANTEE EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. I UNDERSTAND THAT I HAVE BEEN HIRED AT THE WILL OF THE EMPLOYER AND MY EMPLOYMENT MAYBE TERMINATED ANY TIME WITH OR WITHOUT NOTICE.

I have read and understood these statements and consent to these statements by my signature.

Signature:________________________________________________ Date:_____________________

18

7. PROMOTION POLICY

It is the policy of the company fill positions by promoting current employees rather than hiring from outside the company. The purpose of this policy to help employees experience their full potential.

This policy and procedure applies to all departments and employees of the company. Employee has to complete at least a minimum of 1 year prior to being eligible for any kind of Promotion.

All managers are accountable for identifying the staffing needs of their department and the qualifications for each position within their department.

When a position becomes available, the supervisor to whom that position reports will first decide whether to fill the position from within or from outside the company, based on the position’s requirements. This decision is to be reviewed with and approved by the person to whom the manager reports. If the position is to be filled from within the company, the supervisor will assist the HR department in determining wether there are eligible candidates in the company. Candidates for promotion will be selected on the basis of performance evaluation form. The supervisor will be assisted by the HR department to complete the performance evaluation forms for the eligible candidates after reviewing each candidates personnel file.

All promotions will be based mostly on ability, potential and actual performance. The company has the right to hire or promote at its discretion and in its best interests.

19

NEW POSITION PERFORMANCE EVALUATION

EMPLOYEE NAME:_________________________________ DATE:________________________________

DEPT. : __________________________________________ JOB TITLE:_____________________________

SUPERVISOR'S NAME:_______________________________ HIRE DATE:_____________________________

OVERALL APPRAISALS Score / 5.0

PERFORMANCE FACTORS

Quality of work: Score / 5.0

Quality of Work

Score: / 5.0

Consider: accuracy; neatness; timeliness; attention to detail; volume/quantity requirements; adherence to duties and procedures in Job Description and Work Instruction.

Outstanding Exceeds Requirements Meets Requirements Needs Improvement Unsatisfactory

Additional Comments:

Work Habbits: Score / 5.0

Quality of Work

Score: / 5.0

20

Consider: attendance; punctuality; organization. Does the employee stay busy; look for things to do; and

follow company policies and work procedures?



Job Knowledge: Score / 5.0

Quality of Work

Score: / 5.0

For example, has the employee demonstrated the skill and ability to perform the job satisfactorily, shown interest in learning and improving, and become familiar with our rules and policies in the Employee Handbook?



Behaviour/Relations with Others:For example, does the employee cooperate and contribute to team efforts, respond positively to suggestions and instructions or criticism, keep supervisors informed of important details, and adapt well to changing circumstances?


21


FINAL COMMENTS AND RECOMMENDATIONS:

Approved By:______________________________ HR Approval :___________________________________

8. OVERTIME POLICY

Non-exempt employees under the Fair Labor Standards Act are eligible for overtime for all hours worked in excess of 40 in any work week. We hope you will comply with any requests to work overtime. All overtime designated by your manager is approved overtime.

The company will attempt to give as much notice as possible in this instance. However, advance notice may not always be possible. Failure to work overtime when requested may result in discipline, up to and including discharge.

Holidays, vacation days, and sick leave days do not count as time worked for computing overtime.

22

OVERTIME REQUEST FORM

EMPLOYEES NAME:______________________________ EMPLOYE ID # :______________________

JOB TITLE:______________________________________ DATE:______________________________

Overtime Request Details:

Today's Date ____/_____/_____

Anticipated date(s) of overtime:

Date(s): Time(s):

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

Estimated total overtime hours requested: ___________

23

Reason for overtime: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

APPROVAL STATUS

____ Approved _____ Denied

Notes:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Supervisors name:__________________ Signature:____________________ Date:__________________

Managers name:____________________ Signature:____________________ Date:_________________

9. SMOKING POLICY

The company maintains a smoke- and tobacco-free office. No smoking or other use of tobacco products (including, but not limited to, pipes, cigars, snuff, or chewing tobacco) is permitted in any part of the building or in vehicles owned, leased, or rented by the company. No additional breaks beyond those allowed under the Company's break policy may be taken for the purpose of using tobacco products. Employees may smoke outside during breaks. When smoking outside, do not leave cigarette butts on the ground or anywhere else. Dispose of them properly in the receptacles provided for that purpose.

All employees are expected to abide by this policy while at work, whether on company premises, at a customer's site, or in vehicles owned, leased, or rented by the company.

24

10. TRAINING POLICY

Every employee has room to expand upon their skills by learning from their co-workers, training programs and other independent means. When you were selected as an employment candidate, you already possessed some of the skills required to perform the basic requirements of your job. The purpose of training is to equip people with the necessary skills knowledge and attitudes to meet the organisation's needs in relation to its objectives. By investing in people through their training we ensure we harness their full potential and focus their energies on the needs of the organisation while fulfilling their need for personal development and job satisfaction. Training is not a privilege to be granted or withheld from employees, but should be undertaken after a critical appraisal.

The Department of Human Resources also provides a training and career resource center containing videos, books, and other written materials for employee professional development.

Employees have the responsibility to-:

Identify personal training needs in relation to their personal objectives and unit service plans.

Be aware of training and development opportunities open to them and request training where appropriate to their training needs.

Fill out a training request form to specify which skills need to be enhanced and how they might be benificial for the company's productivity.

Evaluate the effectiveness of training with their manager

25

Managers' and Supervisors' main areas of responsibility are to:- Identify training needs jointly with employees in relation to individual objectives. Formulate training plans in liaison with the Training Officer. Make all employees aware of training and development opportunities open to them, select

employees for training and brief them. Evaluate the effectiveness of training events in relation to service and individual objectives

with those involved.

The Training Officer's role is to: -

Assist Managers to identify and quantify training needs. Develop a corporate training plan annually and assist with the formulation of departmental

training plans. Design and organise specific training activities.

Post training feedback is likely to give better picture about the relevance of training and its impact. The mechanism of this feed back will need action from both HRM department and also from the respective Head of the Department. After attending the training program, the employees will be required to fill out evaluation forms which will be provided by the manager and later on will be reviewed and recorded. This data will indicate the overall improvement in the functioning of the department.

TRAINING EVALUATION FORM

SECTION A:

Introduction:

1.Trainee’s Name:

2.Trainee’s Designation:

3.Training Institution:

4.Department:

5.Course Title:

6.Date & Duration: /

7.Venue:

8.Medium of instruction (language):

Training Objectives and Course Contents:

26

a. Please check to what extent you agree or disagree with the following statements as they relate to this training program:

Strongly agreed

AgreeDisagreeStrongly disagree

Objectives of this program adequately met.

Subject matter was appropriate for your background & experience.

Training will greatly assist you in your profession / area of work.

Program duration was adequate to cover all material.

Training institution’s staff was helpful & supportive.

Trainer has good presentation skill/style, knowledge and grip over the subject.

b. How would you plan or in what way will you apply the benefits from the course when you return to your work place: (in detail)

Overall Rating:

PoorAverageSatisfactoryVery GoodExcellent

General Comments, ( if any):

27

Employees Signature:________________________ Date:___________________________

Note: After completion please return to HR / HOD to be filed with your Individual’s Training Records .

)Thank you for your time(.

SECTION B:

(To be filled in by the HOD one month after the training.)

Training Effectiveness:

How has the individual’s performance changed after this training?

HOD's Signature:______________________ Date:_______________________________

HR:_________________________________ Date:_______________________________

28

TRAINING REQUEST FORM


DEPT. : ___________________________________ JOB TITLE:_____________________________

CONDUCTED BY: ___________________________ VENUE: _______________________________

TRAINING DATES

Date(s): Time(s):

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

_____/_____/_____ ______________AM/PM to ______________AM/PM

Is this budgeted? Yes_______ No______

29

Course Objective:

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Applied Areas:

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Employees Signature: ______________________________ Date:____________________________

APPROVAL STATUS

____ Approved _____ Denied

Notes:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


HR Department:___________________ Signature:____________________ Date:_________________

30

11. COMPLAINT POLICY

We are committed to providing a high-quality legal service to all our clients. When something goes wrong, we need you to tell us about it. This will help us to improve our standards. If you believe you are being, or have been, discriminated against, sexually harassed or bullied, you should follow this procedure.

Tell the offender the behaviour is offensive, unwelcome, and against business policy and should stop (only if you feel comfortable enough to approach them directly, otherwise speak to your manager). Keep a written record of the incident(s).

If the unwelcomed behaviour continues, contact your supervisor or manager for support along with a wriiten complaint.

If this is inappropriate, you feel uncomfortable, or the behaviour persists, contact another relevant senior manager.

Employees should feel confident that any complaint they make is to be treated as confidential as far as possible.

When a manager receives a complaint or becomes aware of an incident, they should follow this procedure:

1. Listen to the complaint seriously and treat the complaint confidentially. 2. Take notes, using the complainant’s own words.3. Ask the complainant to check your notes to ensure your record of the conversation is

accurate.4. If investigation is not requested (and the manager is satisfied that the conduct complained is

not in breach of the policies) then themanager should:

31

a. Act promptlyb. Mantain confidentiality

If an investigation is requested or is appropriate, advise on the potential outcomes of the investigation if the allegations are substantiated. Interview the alleged harasser, separately and confidentially and let the alleged harasser know exactly of what they are being accused. Give them a chance to respond to the accusation. Listen carefully and record details. Decide on appropriate action, based on investigation and evidence collected. If resolution is not immediately possible, refer the complainant to more senior management.

If after investigation management finds the complaint is justified, management will discuss with the complainant the appropriate outcomes which may include:

disciplinary action to be taken against the perpetrator (counselling, warning or dismissal); additional training for the perpetrator or all staff, as appropriate; an apology (the particulars of such an apology to be agreed between all involved).

COMPLAINT FORM

EMPLOYEE NAME:__________________________ DATE:__________________________________

DEPARTMENT : ______________________________ JOB TITLE:_______________________________

HOME PHONE : ____________________________ WORK PHONE:___________________________

ADDRESS:_________________________________________________________________________________

__________________________________________________________________________________________

_

Name os person complaint is against:___________________ Dept. :__________________________

Can we use your name: Yes______

No_______

DESCRIPTION OF COMPLAINT ( Include names of individuals involved adn record events, dates and locations, statements made, and other facts and observations which are important):

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

32

How would you like to see the situation resolved?

__________________________________________________________________________________________

__________________________________________________________________________________________

_________________________________________________________________________________________

Complainant's Signature: _______________________ Date:_________________________

NOTES:

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________


12. DISCIPLINARY ACTIONS

It is the policy of this company to provide a well-defined system of discipline that sets forth standards of conduct and guidelines for disciplinary actions and which will be applied to all employees equitably. The purpose of this policy is to provide guidelines for disciplinary action.

The need for disciplinary action may arise as a result of different kinds of action on the part of the employee, such as, but not limited to:

Failure to perform his/her job in a satisfactory manner, that is, unsatisfactory performance as to one or more of the requirements of the job;

Infraction of rules, regulations, policy or procedures as established either by the HR department;

Offenses or misconduct which violate general rules of behavior or are specifically prohibited by law.

The following types of infractions, offenses, or misconduct represent typical reasons for disciplinary action and are not meant to be the only permissible reasons for such action:

a) Absence without calling in; b) Disregard or violation of safety rules;c) Distracting other employees;d) Failure to follow instructions, departmental rules, policies or protocols;e) Late for work without valid reason, or habitual tardiness;f) Leaving work area or job without permission;g) Incompetence or inefficiency in the performance of assigned duties;h) Possession or drinking of alcoholic beverage or illegal use of drugs on the job;

33

i) Giving falsified information or refusal to give testimony;j) Reporting to work when intoxicated or under the influence of drugs;k) Sleeping on the job;l) Threatening co-worker or supervisor;m) Unauthorized or unsafe use of company property, equipment or vehicle;n) Use of abusive, obscene or harassing language to an employee, co-worker or supervisor;o) Falsifying attendance or leave records;p) Fighting on the job or engaging in any intentional act that may inflict bodily harm

Documentation of all verbal and written warnings are important set of your termination documents and is proof of earlier warnings. The supervisor must complete a Checklist for Effective Discipline, which can be obtained from the HR department, before taking any action. After completing the checklist the supervisor issues a Disciplinary Warning Notice. Copies of the warning should be forwarded to the senior office of the employee's department and to the HR department for follow up.

Before a written warning is issued, a verbal warning may be given to the employee. This verbal warning will be recorded.

If improvement is not made within the time period granted in the earlier warnings, a written warning will be issued. In such cases signature of the employee is needed to acknowledge the Disciplanary Warning Notice. Copies of the warning will go into the personnel file and to the employee. If the employee fails to improve by the date on the given warning, termination may result.

In cases where an investigation may have to be made of the employee’s conduct or of the seriousness of the offense, an employee should be placed on indefinite suspension which may later be changed to termination depending on the results of the investigation. Such suspension may be with or without pay.

34

SUPERVISOR'S CHECKLIST FOR EFFECTIVE DISCIPLINE(Complete before taking action)


DEPT. : ___________________________________ JOB TITLE:_____________________________

INCIDENT

Employee(s) involved:

__________________________________________________________________________________

__________________________________________________________________________________

What hapened? – Provide an accurate statement about what happened.

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

How did it happen?

35

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What are the facts? – be specific; no opinions.

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Has the employee had a chance to tell his/her side of the story? Yes___ No___

Explain:____________________________________________________________________________

__________________________________________________________________________________

_________________________________________________________________________________

Did you talk to the employee in private? Yes___ No___

Was the employee aware of the rule or procedure? Yes___ No___

Was the rule published and communicated to all employees? Yes___ No___

What needs to be corrected?

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Did the employee have any previous warning? Yes___ No___

What is the employee's past record?

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What is the appropriate disciplinary action?

___ Verbal warning ___Written Warning

___Suspension ____Termination

What follow up action is necessary?

36

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Supervisors name:__________________ Signature:____________________ Date:__________________

NOTE: Give this checklist to the HR department after completion.

DISCIPLINARY WARNING NOTICE

EMPLOYEE NAME:__________________________ DATE:_________________________________

DEPT. : ___________________________________ JOB TITLE:______________________________

DATE OF VIOLATION: ____________________ TIME OF VIOLATION: ___________________

Nature of Violation:

Tardiness ( ) Safety ( ) Conduct ( )Careless ness ( ) Disobedience ( ) Absence ( )Other___________________________ ( )

This is your Verbal Warning ____ First Written Warning ____ Final Warning ____

NOTE: Subsequent violations may lead to termination.

Action Taken on this Notice:

37

Final Warning ___ Terminantion___ Other (specify) ___

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Supervisor's Remarks:

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Employee's Comments:

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I have read and understand the nature of this warning.

Employee’s Signature : _____________________________ Date: __________________

Supervisor's Signature:______________________________ HR:____________________

13. SEPERATION POLICY

All employees separating their employment will personally go to the Human Resources Department to process out. Failure to complete this separation process and return all issued Telenor property will result in the final pay check being held. An employee may be separated from the service of the company by any one of the methods as described below.

Separations and/or terminations from positions in the company service shall be designated as one of the following types:

1. Resignation;2. Compulsory Resignation;3. Disability;4. Terminationl or Unsatisfactory Service Separation;5. Death;6. Retirement.

RESIGNATION:

To resign in good standing, an employee will give notice in writing to the department director or appointing authority at least 1month prior to seperation date. No annual leave may be taken during this period of time. Normally, failure to comply with this rule shall be entered on the service record of the employee and result in a denial of re-employment rights. Human Resources shall grant all employees leaving the employment of the company an exit interview, on or before the effective date of termination of service.

38

COMPULSARY RESIGNATION:

An employee who, without valid reason, fails to report to work for three (3) consecutive workdays without authorized leave shall be separated from the payroll and reported as a compulsory resignation.

TERMINATION:

These are are involuntary terminations of Telenor employment made mainly as a result of poor performance, infractions, offenses, or misconduct ( See the Disciplinary Actions policy for typical permissible reasons). Prior to any proceedings to dismiss an employee, the department director will contact the Human Resources Director and review that employee’s human resources file.

DEATH:

Separation shall be effective as of the last day paid prior to the employee’s death or the date of death, if it was paid. All compensation due to the employee as of the effective date of separation shall be paid to the beneficiary, surviving spouse, or to the estate of the employee as determined by law or by executed form in the employee’s human resources file.

RETIREMENT:

All full-time and part-time employees are covered by the our Retirement System; Telenor pays the entire contribution. A person must have separated their employment with the company (or have a foreseeable separation date) to apply for retirement benefits. ( see Retirement Policy for details).

TERMINATION FORM

Name:_________________________________ Date: _________________________________________



Separtion Reason:

( ) Voluntary Resignation ( ) Involuntary/ Discipline( ) Compulsary Resignation ( ) Death( ) Retirement ( ) Relocation

If this is a resignation, check all that apply as the reason for resignation

( ) Career Development ( ) Marriage / Divorce( ) WorkingConditions ( ) Education( ) Personal Health ( ) Maternity( ) Job Eliminated ( ) Other (explain):______________________

Is this emplyee transferring to another department? ___Yes ___No

If yes what department? ________________________________________________

Dows the employee get a rehire status? ___Yes ___No

39

LEAVES TAKEN: ( Attatch a copy of the request forms of leaves taken)FROM TO

Annual Leave ________ days ____________ _____________Medical Leave ________ days ____________ _____________Breavemant Leave ________ days ____________ _____________Other (explain below)________ days ____________ _____________

Total Number of unused leaves: _______

Remarks:__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Authorized Signature:_____________________ Date:___________________________________

HR Approval:____________________________ Date:___________________________________

14. EQUAL EMPLOYMENT OPPORTUNITY

This policy applies to all staff including contractors and covers all work-related functions and activities. The goal of employment equity action inTelenor is to create an equitable organisation and to build an environment that supports and enables those who have been historically disadvantaged by unfair discrimination to fulfil their maximum potential and to enhance organisational performance. In keeping with its policy of fair and equitable employment practices, Telenor reaffirms its commitment to comply fully with the spirit and requirements of the Employment Equity Act to the strategic advantageof our business.

The objective of Equal Opportunity Policy is to improve business success by attracting and retaining the best possible employees; providing a safe, respectful and flexible work environment; and delivering our services in a safe, respectful and reasonably flexible way.

Telenor will take active steps to:

a) Ensure fair, non-discriminatory practices which respect the rights and dignity of all its employees irrespective of colour, race, gender or disability;

b) Remove any potentially discriminatory practices that may be identified;c) Ensure that employees at all levels are suitably qualified or have the potential to meet the

requirements of the job;d) Ensure that employees are allowed to realise their full potential, within the capacity of the

company, and are advanced and rewarded on merit.

40

Telenor endeavours to provide a culture that values diversity and supports the affirmation of those who have previously been unfairly disadvantaged within our society .

15. SECURITY POLICY

It is the companies policy and responsibility to protect and safeguard all employees, materials and processes within the office premises. Given below are the procedures to be followed by all employees to ensure security. And all queries with this policy are to be addressed to the office HR head.

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 employee2. Entry and exit from the office3. Attendance recording4. For enjoying facilities and benefits available to him / her as an employee of the company.

The employee shall carry his ID card on him/her at all times when inside the office and present it while entering or leaving the office or on demand by the security guard, supervisor or the HR department. The ID cards shall be the property of Telenor and should be surrendered to the HR department in case of seperation from employment. In no case should the employee surrender his

41

ID card to anybody or authority outside the office. 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 request for a duplicate card will have to be applied for in the Duplicate ID Card Issue Form.

Entry And Exit:

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. An employee who is not on duty shall not remain on the premises without permission from the manager or his/her authorised official.

Visitors entering into the office must be first verified via the intercom to check if the person they wish to meet is available and where they are, then the visitor has to register at the security office and obtain a visitors pass. 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 office premises. Visitors are liable to be checked by security personnel while entering and leaving the office premises.

Movement Of Materials:

Material being brought into the office premises should be shown at the security gate before carrying it into the office premises. Suspicious materials that come into the office will be stopped at the main gate and thoroughly investigated before being sent into the office.

Material being taken out of the office should be accompanied by a gate pass signed by the appropriate authority. Employees found taking out any material(s) belonging to the company without authorization are liable for disciplinary action.

To Ensure Secrecy:

No employee shall take any paper, book, CD, Flash drive, photographs, instruments, apparatus, documents or any other property of the company to any unauthorised person, company or corporation without the written permission of the manager. If any employee is found doing so he/ she would be liable for disciplinary action or may be suspended/terminated from employment.

42

DUPLICATE ID CARD ISSUE REQUEST

Employee Name: ___________________ ____________________ ______________________First Middle Last

National ID Card no. ______________________ Department:_________________________

Date of Birth: ______ /______ /______

Employee ID card lost or stolen since : ______ /______ /______

Description:__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

43

Employees Signature:_________________________ Date:_______________________________

Employee Instructions:

1. Submit this request to the human resources representative for approval and signature.

2. Your copy of this approved and signed form, accompanied by NIC or valid photo ID, serves as

your temporary identification.

Managers name:_________________ Signature:___________________ Date:_______________

HR Department:__________________ Signature:___________________ Date:______________

16. PAYDAYS

All employees are paid monthly. Employees will receive their checks on the first of every month and the Finance Department will have the paychecks ready by 11:00 AM. When a payday falls on a holiday, employees will be paid on the last working day before the holiday.

Delivering a check to anyone other than the employee is prohibited unless the employee has authorized such delivery in writing. The Finance Officer will periodically distribute payroll checks to individuals in each department and maintain a log of such distributions.

Salary advance will only be granted to employees who have worked for the company for 3 years or more. The company posts on all bulletin boards a notice of the company's regular paydays and the time and place of payment.

44

17. COMPENSATIONS AND BENIFITS

It is the policy of this company to provide the employees with the appropriate compensation and benefit packages. All regular full-time employees are eligible for benefits provided by the company.

Provident Fund:

Employee’s contribution i.e. 12% of the earned basic salary will be deducted from the employee and an equal amount will be contributed by company and will be deposited in to employees Provident Fund account. All employees shall be covered under this policy from the very first day of joining the Company.

Attendance Incentive:

Employees who have worked on all days without any leaves being availed in any month will be eligible for an attendance incentive of Rs. 1500/- pm and an employee who has availed only one day in any month leave will be eligible for an attendance incentive of Rs. 1000/- pm.

Special Incentive:

Special incentives will be given for employees who have worked in the office for five year or more without a break. These Long Service Awards will be given as gift vouchers to these tenured employees as follows:

45

05 years - Rs 10,000/- 10 Years - Rs 15,000/- 15 Years - Rs 20,000/-

Salary Advances:

Salary advances are provided for the purpose of difficulties that the employee faces. These advances are provided for permanent employees who have worked for 3 years or more. The salary, in part or in full, for the month will only be given as advance. The employees will have to apply in the Loans and Advances Forms 15 days in advance. These advances are interest free.

Loans:

Telenor provides loans for general purpose such as:

1. Accidents;2. and Emergencies such as accidents, hospitalisation and death in the family (Self, spouse,

children and parents)

These loans are provided to permanent employees who have completed 5 years of service. The employees will have to apply in the Loans and Advances Forms 15 days in advance. These loans are interest free. Repayment of such loans will be in 20 equal instalments and will be deducted from the wage. Employees who have taken salary advance from the company will have to repay the advance to be eligible for a loan.

LOAN / SALARY ADVANCE APPLICATION FORM

Name:_________________________________ Date: _________________________________________



SECTION A - TO BE FILLED BY THE EMPLOYEE:

Loan / Advvance Details (kindly provide the relevant details)

Type of loan / Advance requestedAmount Applied ForNo. Of installments ( for payment)

Purpose of Loan

___ Education ___Home improvement___ Child's Education ___ Marriage in family

46

___ Travel ___Home/ Office renovation___Medical expenses ___ Loan Transfer___ Investments ___Other (Explain below):__________________________________________________________________________________

__________________________________________________________________________________

List of documents attatched with the application:

__________________________________________________________________________________

__________________________________________________________________________________

Do you have any outstanding loan prior to this loan? If so please provide the details:

Type of Loan:_______________________________________________________________________Amount Taken:_________________________ Date on which availed:________________________

I have read all the provisions of company policy on Loans/Advances and undertake to comply by them. I authorize the company to recover any outstanding amount under this policy from my salary as the case may be.

Employee Signature:______________________ Date:_____________________________

___Recommended / ___ Not Recommended

Manager's Name:___________________ Signature:___________________ Date:_______________SECTION B – TO BE FILLED BY THE HR DEPARTMENT:

Amount of loan/advance approved:______________________________

Date:__________________

______________________________________ Authorized Signature

SECTION C – TO BE FILLED BY THE FINANCE DEPARTMENT:

Approval received on: ________________________________________________________________________

Documentation completed by employee on:______________________________________________________

Previous loan checked on :____________________________ by:_____________________________________

The amount of loan / advance given :____________________________________________________________

47

First installment due:_________________________________________________________________________

No. Of installments to payoff loan / advance:______________________________________________________

The source of transfer is

Cheque Cheque No.____________________ Dated__________________________ Bank Transfer Account No.____________________ Bank Name_____________________

___________________________________ Authorized Signature

Date:__________________________________

18. GIFTS AND GRATUITIES

It is the policy of this company that no employee should send gifts at the residence of any of the company's employees. It should be refused and politely be conveyed directly or indirectly to the sender. In view of the Pakistani customs, there is a practice to receive/send gifts. The following systems will be followed :

The outside party may present sweets to the concerned employee but it should be received only in the office. If still any employee visits the residence without informing the concerned employee, it should be viewed negatively and respective employee should deposit the gift in the HRM Department or keep his/her Department Head informed as to nature of such gift, so that the appropriate use of it may be decided.

48

19. SAFETY AND HEALTH

Telenor will provide a safe work environment for the health, safety and welfare of our employees, contractors, visitors and members of the public who may be affected by our work.

To do this, Telenor will:

develop and maintain safe systems of work, and a safe working environment; provide information and training for employees; assess all risks before work starts on new areas of operation, for example buying new

equipment and setting up new work methods, and regularly review these risks. provide employees with adequate facilities (such as clean toilets, cool and clean drinking

water, and hygienic eating areas).

If there is an injury:

1. The first priority is medical attention. The injured worker or nearest colleague should contact the HR Department or Department Manager. For a serious injury also call an ambulance.

2. Any employee who is injured on the job, experiences a safety incident must report the incident to their manager.

49

3. Telenor will let the injured employee know in writing that the company has received notification of any injury or illness reported in the Register.

4. The manager must report serious injuries to higher authorities immediately.

Ultimately, everyone at the workplace is responsible for ensuring health and safety at that workplace. All employees are accountable for identifying practices and conditions that could injure employees, members of the public or the environment, and controlling such situations. If unable to control such practices and conditions, report these to their manager.

Teleor demands a positive, proactive attitude and performance with respect to protecting health, safety and the environment by all employees, irrespective oftheir position.

ACCIDENT / INJURY REPORT FORM

Name:____________________________________ Date: __________________________________________

Job Title:___________________________________ Employee ID ____________________________________

Date and time of incident:______________________ Date Hired:_____________________________________

Location of accident: ______________________________________

Name and title of injured peson: ____________________________

Name and titles of all witnesses:

Name: _______________________________________ Phone:: ____________________

Name:________________________________________ Phone: ____________________

Name:: _______________________________________ Phone:: ____________________

Description of Injury/ Illness

50

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

If Medical Attention was received, what type? __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Describe the exact body part(s) affected and the type of injury/illness sustained to each. (i.e., left and – cut, broken; right leg – strained, pulled muscle, etc.)__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Has the employee sustained injury before on the same body part? ___ Yes ___ No

Describe any equipment/materials being used at the time of injury/illness.__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Property Damaged__________________________________________________________________________________

__________________________________________________________________________________

Location of Inident:___________________________ Damage Estimate: Rs.__________________

Was the police notified? ___ Yes ___ No

Supervisor's Signature:________________________ Date:_______________________________


51

FOR HUMAN RESOURCE DEPARTMENT USE ONLY:

Comments:

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Authorized Signature:_____________________ Date:___________________________________

20. PERSONNEL RECORDS

Basic information of all employees will be collected and mantained by the HR department in seperate personnel files. Supervisors and managers should not mantain seperate files in their desks. The following documents will be recorded in the personal files of each employee:

Application form of employment. Non – disclosure agreement. Original certificates of academic qualifications Copy of National Identity Card. Copy of reports of training programs attended. Leave records.

If any changes occur in any of the following catagories listed below, please notify the HR Department by filling a form for Personal Data Change and submit back to HR so that your records maybe updated:

i. Nameii. Address

iii. Telephone Number

52

iv. Marital Statusv. Beneficiaries

vi. Number of dependants.

The HR Deparment only keeps that information which is required for business and legal reasons. Personnel Information cannot be released outside the company without employee approval, except to verify employment or to satisfy legitimate legal requirements. All records concerning employment are company property. Employee may review their personnel file by requesting the HR Manager.

CHANGE IN PERSONAL DATA

SECTION A – CURRENT INFORMATION:

Employee Name: ___________________ ____________________ ______________________First Middle Last

National ID Card no. ______________________ Department:_________________________

Date of Birth: ______ /______ /______

Mailing Address:__________________________________________________________________________________________

__________________________________________________________________________________________

SECTION B – CHANGE OF ADDRESS:

Date Effective:____________________

53

day/month/year

_____ same as section A

Mailing Address:__________________________________________________________________________________________

__________________________________________________________________________________________

___ Also update address of my ___ spouse ___benificiary(ies)

SECTION C – CHANGE IN SPOUSAL RELATIONSHIP:

Date Effective:____________________ day/month/year

___ Single ___Divorced ___Widow(er) ___Seperated

SECTION D – CHANGE IN NAME :

Date Effective:____________________ day/month/year

Name: ___________________ ____________________ ______________________First Middle Last

SECTION C – DESIGNATION OF BENIFICIARY

Benefciary 1 - Full NameRelationshipPortion (out of 100%)Birthdate (day/month/year)



Please attach applicable acceptable documentation

My signature indicates that I hereby revoke all previous designations and appointments of benefciaries and name the above to receive any amount payable from the Public Employees Pension Plan in the event of my death. I authorize TELENOR to complete the changes as identifed.

54

Employees Signature:_________________________ Date:_________________________________

21. EXIT INTERVIEWS

It is the company's policy to conduct exit interviews for all voluntarily terminating employees. Its purpose is to enable the company to identify the conditions which contribute to formalize the reasons for termination.

As soon as the resignation is received, the manger should contact the HR department to fix the exit interview. The HRM head would conduct the exit interview to know the strength and weaknesses of the organiztion and also have an informal discussion on how to improve those defeciencies. The HR head will later convey the feedback to all appropriate management personnel in order to improve and update the policies and procedures.

55

EXIT INTERVIEW

Employee Name:________________________ Date: _________________________________________

Job Title:_______________________________ Department:___________________________________

Date Hired:_____________________________ Termination Date:________________________________

Why are you leaving Telenor?__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What circumstances would have prevented your departure?

56

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What did you like most about your job?__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What did you like least about your job?__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

What did you think of your supervisor on the following points:

Almost Always Usually Sometimes NeverWas consistently fair ( ) ( ) ( ) ( )Provided recognition ( ) ( ) ( ) ( ) Resolved complaints ( ) ( ) ( ) ( ) Was sensitive to employees' needs ( ) ( ) ( ) ( ) Provided feedback on performance ( ) ( ) ( ) ( )Was receptive to open communication ( ) ( ) ( ) ( ) Followed Telenor’s policies ( ) ( ) ( ) ( )

How would you rate the following:

Excellent Good Fair PoorCooperation within your division/program ( ) ( ) ( ) ( ) Cooperation with other divisions ( ) ( ) ( ) ( )Personal job training ( ) ( ) ( ) ( )Equipment (materials, resources, facilities) ( ) ( ) ( ) ( )Company's performance review system ( ) ( ) ( ) ( )Company's new employee orientation ( ) ( ) ( ) ( )Rate of pay for your job ( ) ( ) ( ) ( )Career /Advancement opportunities ( ) ( ) ( ) ( )Physical working conditions ( ) ( ) ( ) ( )

Was the work you were doing approximately what you expected it would be?___ Yes ___ No

Comments:

57

__________________________________________________________________________________

__________________________________________________________________________________

What suggestions do you have to make Telenor a better place to work?__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

HR Head Signature:__________________________ Date:_______________________________


22. REFERENCES POLICY

Telenor maintains strict confidentiality for our current and former employees. For that reason, job reference information must be handled with careful attention to proper procedures. All contacts from outside parties regarding current or former employees must be referred to the Human Resources Department for handling; employees receiving such contacts, whether by phone or in person, must refer the inquiry to that HR Dept. It is impossible to tell who a caller is or why they are really calling. The proper response for an employee not in the Human Resources Department receiving a request for information about a current or former employee is "Please let me refer you to our Human Resources Department for information. Thank you." The HR Dept. will handle the inquiry from that point.

It is the policy of Telenor to verify all information regarding their qualifications and previous employment(s). A reference check may be made by telephone. In this case the details are recorded and kept in the employee's personnel file. Reference letters may be mailed to selected employers listed on application for verification.

58

Falsification of any information on employees application may be considered as a reason for disciplinary action or temination.

REQUEST FOR REFERENCE

[___/___/___DATE]

[COMPANY][ EMPLOYER NAME][MAILING ADDRESS]

[CITY[ ,]STATE[ ]ZIP CODE]

Dear ]EMPLOYER NAME[:

We have received an application for employment from ]APPLICANT NAME[, a ]CURRENT/PREVIOUS[ employee of ]EMPLOYER[, seeking the position of ]JOB TITLE[ with our company.

59

It would be helpful to us if you would provide the following information regarding ]APPLICANT NAME[;

Dates of employment with your company

Rate of pay and description of job duties

Evaluation of performance

Reason for end of employment

Any other relevant information

A form to complete this information requested follows this page.

A form authorizing your release of this information by ]APPLICANT NAME[ is also enclosed .

Please let us know whether the information you provide should be kept confidential.

Thank you for your cooperation with providing this information, your assistance is appreciated.

Sincerely,

[YOUR NAME][COMPANY NAME]

[MAILING ADDRESS][CITY[ ,]STATE[ ]ZIP CODE]

[EMAIL ADDRESS][PHONE NUMBER]

REFERENCE CHECK

DATES OF EMPLOYMENT WITH YOUR COMPANY

RATE OF PAY AND DESCRIPTION OF JOB DUTIES

EVALUATION OF PERFORMANCE

60

REASON FOR END OF EMPLOYMENT

ANY OTHER RELEVANT INFORMATION

SIGNATURENAMEDATE

MAY WE PROVIDE THIS INFORMATION TO THE EMPLOYEEYESNO

AUTHORIZATION TO RELEASE EMPLOYMENT INFORMATION

I have been notified that ]COMPANY NAME[ is seeking information about my employment with ]EMPLOYER[.

I, ]APPLICANT NAME[, authorize ]EMPLOYER[ to release without limitation information about my employment to ]COMPANY NAME[.

SIGNATURENAMEDATE

61

23. LAYOFF POLICY

Telenor is committed to attracting and retaining a workforce that significantly contributes to the organization’s mission, vision, values and goals, with the primary focus placed on excellence in performance. While commitment to the organization is valued, the successful performance of its employees is what ensures the organization’s success. It is the company's policy to avoid layoffs when possible but critical business situations may cause conditions for laying people off or eliminating jobs . Reasons for layoff include, but are not limited to:

Lack of funds; Lack of work; or organizational change; Availability of fewer positions than there are employees.

In order to diminish the impacts of layoff, whenever practical and when actions do not disrupt business operations, Telenor will consider the viability of alternative actions, before initiating a layoff. These actions include, but are not limited to:

62

- Voluntary employee transfer- Voluntary leave without pay- Voluntary reduced schedules

All employees being laid off will receive atleast a 30 days notice before being seperated. In the event of either layoff or job elimination, the company reserves the right to retain those employees with the best performance rather than those with most seneority. If jobs are eliminated they will be those jobs that the company least needs to effectively run the remaining operations. The company will take job importance, performance and seneority into consideration in a layoff, but the company retains the right to make the final decision based on business and economic needs.

24. BULLETIN BOARDS POLICY

Organizations bulletins announcing the names of newly hired employees, promotions, internal re-organizations, and other staff data will be posted on all bulletin boards along with other items of interest to employees.

Employees are not allowed to put post anything on the bulletin boards without consulting their designated manger. Items needed for placement of bulletin boards must be approved and distributed by the HR manager.

63

25. WORK HOURS

To allow the employees to handle their personal hours and work hours with ease the company will assign employees to work schedules that will remain constant from week to week. However, to meet the needs of its customers and the demands of a changing workplace, Telenor may need to change an employee's usual hours of work at times and for periods that may be hard to predict, or in some cases, on an ongoing basis. No particular work schedule or number of hours is guaranteed to any employee. For that reason, Telenor reserves the right to modify the hours of work for any employee at any time, and by accepting employment with Telenor, employees agree to be available for whatever hours of work the needs of the Company may require.

Full-time Employees: A normal work week consists of five eight-hour days for a total of 40 hours per week, unless the employee and the Company agree to other hours. Normal pay includes a 40-hour workweek. No additional pay will be owed for time worked unless the employee actually works more than 40 hours in the workweek. Normal working hours and lunch periods may vary from one work location to another.

64

Part-time Employees: Regular working hours of part-time employees are established at the time of employment and may be changed only after permission has been obtained from the supervisor and the president.

Temporary Employees: Under some circumstances, the Company may hire temporary, seasonal, or as-needed employees. The work schedules of such employees will vary according to Company needs and may be subject to change at any time.

26. EMPLOYMENT OF RELATIVES

The employment of relatives in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships.

For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

Telenor refuses to place one relative under the direct supervision of the other spouse where such has the potential for creating an adverse effect on supervision, safety, security, or morale.

In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by being reassigned or terminated from employment.

The Board of Directors and their immediate family members are excluded from following this policy.

65

27. PROBATIONARY PERIOD

The purpose of a probationary period is to provide a framework for identifying and sorting out any early difficulties which may occur in the performance of the job and to provide for early termination of employment if such difficulties are not resolvable during this period.

All new and hired employees work for on a probation basis after their date of joining such as:

2 months for workers (e.g. cleaning staff? 3 months for office staff and mangerial levels

Any significant absence will automatically extend the probation period by the length of absence. If company determines that designated probation period does not allow sufficient time to thoroughly evaluate the employee’s performance, the probation period may be extended for a specified period.

During the probation period, new employees are not eligible for any company benefits. At the end of the probation period, complete a final probation appraisal and advise the employee of the result.

66

Upon satisfactory completion of the probation period, employees may be be eligible for company- provided benefits. However passing the probationary period is not a guarantee of future employment.

PROBATIONARY APPRAISAL FORM

Name (Appraisee): Position:

Final Qualification: Year of Passing:

Date of Joining: Joining Salary Rs.

Salary Grade: Appraisal Period:

a) Major Responsibilities assigned during the probation period

1.

67

2.

3.

4.

5.

6.

b) Assessment in terms of responsibilities assigned

PERFORMANCE: Please comment in terms of Job related Skills, Knowledge and Abilities

Overall GradingMinMax

12345

a) Assessment in terms of competencies required to do this job

COMPETENCIES ASSESSMENTMin.Max.

Sense of Responsibility12345

Professional Commitment12345

Crisis Management12345

Leadership/Managerial Skills12345

Team Play12345

Learning Approach12345

Self Development12345

Overall Grading

a) Relative Job Worth (impact on the system)

In terms of present responsibilitiesIn terms of future roles

1234512345

a) Appraisee’s Comments/Remarks

68

SignaturesDate

a) Human Resource Comments:

Human ResourceSignaturesDate

28. PERFORMANCE APPRAISAL

The purpose of performance appraisals in Telenor is to improve thecompanys’ overall performance. It is an ongoing process. It should include informal and formal review. We encourage a two-way process, that is, employees can also give management feedback on performance.

All employees will undergo a formal performance review with their immediate supervisor at least two times a year. The procedure tobe followed is as follows:

1. The manager and the employee agree on the date for a performance appraisal meeting to allow time to prepare.

69

2. The manager and employee will meet and openly and constructively discuss performance over the appraisal period.

3. The manager and the employee will agree any objectives and outcomes for the next appraisal period.

4. Notes should be taken of the meeting and copies of the appraisal form must be kept in the HR Dept.

5. Outside of this formal process, employees are encouraged to raise any issues they have when they arise.

EMPLOYEE APPRAISAL FORM

Employee Name:________________________ Date : _________________________________________

Job Title:_______________________________ Department:___________________________________

Review Period: ___________ to ____________ Supervisor's Name:______________________________

70

PART (A) - MARKING INSTRUCTIONS:

The following rating scale guide is being provided to assist the evaluator in assigning the most appropriate measurement of the employees’ key responsibilities and important performance factors

1 = UNACCEPTABLE - Consistently fails to meet job requirements; performance clearly below minimum requirements. Immediate improvement required to maintain employment.

2 = NEEDS IMPROVEMENT – Occasionally fails to meet job requirements; performance must prove to meet expectations of position.

3 = MEETS EXPECTATIONS – Able to perform 100% of job duties satisfactorily. Normal guidance and supervision are required.

4 = EXCEEDS EXPECTATIONS – Frequently exceeds job requirements; all planned objectives were achieved above the established standards and accomplishments were made in unexpected areas as well.

5 = SUPERIOR – Consistently exceeds job requirements; this is the highest level of performance that can be attained.

PART B – KEY JOB RESPONSIBILITIES

A position’s key job responsibilities can be found by identifying the major job functions in the job description. Please list each major responsibility in the numbered boxes below, and provide some examples of the duties performed. Please complete the sections below each major job responsibility, and specify areas for improvement.

Major job responsibility ( describe performance outcomes)Level of Performance (√)

71

1)12345

Describe ares for improvement:


2)12345



3)12345



4)12345



72

5)12345



6)12345



7)12345


PART C – ADDITIONAL PERFORMACE FACTORS

a) Dependability – Consider the amount of time spent directing this employee. Does employee monitor projects and exercise follow-through; adhere to time frames; is on time for meetings and appointments; and responds appropriately to instructions and procedures?

1234Comments:

73

b) Cooperation and Teamwork – How well does employee work with co-workers and supervisors as a contributing team member? Does the employee demonstrate consideration of others; maintain rapport with others; help others willingly?

1234Comments:

c) Initiative – Consider how well employee seeks and assumes greater responsibility, monitors projects independently, and follows through appropriately.

1234Comments:

d) Adaptability – Consider the ease with which employee adjusts to any change in duties, procedures, supervisors or work environment. How well does employee accept new ideas and approaches to work, respond appropriately to constructive criticism and to suggestions for work improvement?

1234Comments:

e) Judgment – Consider how well employee effectively analyzes problems, determines appropriate action for solutions, and exhibits timely and decisive action; thinks logically.

1234Comments:

f) Customer Service – Consider how well employee communicates with both internal and external customers. Does the employee listen, communicate, and respond effectively? Are customers treated with respect and courtesy?

1234Comments:

74

g) Attendance – Consider number of absences.

1234Comments:

h) Punctuality – Consider work arrival and departure.

1234Comments:

Supervisor's Remarks:

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

I have been advised of my performance ratings. I have discussed the contents of this review with my supervisor. My comments are as follows (optional)

Employee's Comments:

__________________________________________________________________________________

__________________________________________________________________________________

75

__________________________________________________________________________________

__________________________________________________________________________________

Employees Signature:_____________________________ Date:___________________________________

Supervisor's Signature:____________________________ Date:___________________________________

29. CONFIDENTIALITY AGREEMENT

It is the policy of the Practice that all employees agree to sign and adhere to a Confidentiality Agreement.

Each new employee will be presented with a Confidentiality Agreement to sign and be witnessed upon employment. Since all employees have free access to confidential information and trade secrets, in whole or in part, all employees will be required to sign an Acknowledgment of Confidentiality Statement. This signed document of the employee's agreement to uphold the provisions of this policy will be kept on file in the employee's personnel file.

76

ACKNOWLEDGEMENT CONFIDENTIALITY AGREEMENT

The nature of services provided by Telenor requires that information be handled in a private, and confidential manner. Employees who are authorized to work with confidential information on the company's computers are to keep such information confidential. Other employees will not access such information, and if inadvertently they gain access to confidential information, they will immediately exit from the document or program and will keep such information confidential.

Information about our employees or clients will not be released to people or agencies outside the company without written consent. The only exceptions to this policy will be to follow legal or

77

regulatory guidelines. All memoranda, notes, reports, or other documents will remain part of Telenor’s confidential records. Personal or identifying information about our employees (such as names, addresses, phone numbers or salaries will not be released to people not authorized by the nature of their duties to receive such information, without the consent of management and the employee.

The policies and procedures in this handbook constitute the guidelines of the Board of Directors and are in no way to be interpreted as a contract between the company and its employees. Moreover, the Board of Directors expressly reserve the right to modify, add to or rescind any of the policies in this handbook.

The Signature below acknowledges that employee has received and will be held accountable for information included in this manual. I agree to abide by this Confidentiality Agreement.

__________________________________________Name (print)

___________________________________________ ___________________________Signature Date

____________________________________________ _____________________________Witness Date

78

Hr Policy Manual 2011

Documents

harrasment policy

orientation policy

hiring policy

promotion policy

overtime policy

smoking policy

training policy

complaint policy