Internship Report of HEC (Kamran) Final
Nov 04, 2015
PROJECT REPORT
INTERNSHIP REPORTHigher Education Commission
Specialization: Human Resource ManagementSubmitted to: ChairmanDepartment of Business Administration
Submitted by: Name: Muhammad Kamran FarhatRoll #:AH504088Registration #:04FID0710Mailing Address: House # 437 Street # 23 G-8/2 ISBContact #:0343-5862453Date of Submission: ____________ALLAMA IQBAL OPEN UNIVERSITY ISLAMABADCertificate of Internship
ACKNOWLEDGEMENTI would like to thanks almighty Allah who given me courage to complete internship in Higher Education Commission Islamabad. I also thankful for all staff of Higher Education Commission who given me continuous support during internship period especially Mr. Niaz Channa Assistant Director HR, Mr.Zakir HR Officer, Mr. Zeeshan Aslam HR Officer, Higher Education Commission Islamabad,.
During my internship period people who really cooperate with me I will never forget to acknowledge them here. Mr. Zakir Hussain HR Assistant and Mr. Sheeraz Ali HR Assistant.
Most especially to my teachers, friends and family, who made all things possible without their support, I was not able to complete my assignment.
Muhammad Kamran Farhat
DedicationThis report is dedicated to the greatest man in the world that shows us the right path. Who is the great patron of the mankind that is Holy Prophet Hazrat Muhammad (PBUH).
I would also like to dedicate this small effort of extract to my Parents and Teachers. They have always been a shining star to look upon, to give light and to show me the directions whenever I am lost. May Allah give them more strength and long life to guide me forever. Ameen
Executive Summary
HEC was set up by the Government of Pakistan in 2002, to facilitate development of indigenous universities into world-class centers of education, research and development. By actualizing this process, the HEC is continuously playing its part in spearheading the building of a knowledge based economy in Pakistan.
HEC is, in fact, a metamorphosis of the Universities Grants Commission (UGC). It came into existence because UGC, handicapped by its charter and methods of conducting business, was unable to provide the requisite pace and direction for improvement of the higher education sector in Pakistan. The mission laid down for the HEC was clear, the Higher Education Commission will facilitate Institutions of Higher Learning to serve as Engines for the Socio-Economic Development of Pakistan. Viewed in the context of the state of affairs in the higher education sector of Pakistan in 2002, this mandate presented immense challenges for the nascent HEC.
The Commission was entrusted with a broad mandate to evaluate, improve and promote the higher education, research and Sports in Higher Education sector in Pakistan. The reform agenda has been supported through the granting of a large array of powers to the Commission to fulfill its mandate, and record increases in financial resources by the Government to support this process.
Since its establishment, the Higher Education Commission has undertaken a systematic process to uplift the standard of Higher Education sector and emphasized particularly on faculty development, improving access, excellence in learning, research and in Sports as well. HEC has initiated different projects and programs for Human Resource Development and providing necessary infrastructure to students, Players, scholars, researcher and faculty member to conduct research and the delivery of quality educational and Sports services through different projects / programs and infrastructure.
I am working in HEC since Nov 2008 and have a lot of practical experience and information about how a large organization works. I go through all the important human resources areas of the organization i.e. history and organizational structure and human resource analysis and recommendation about HR and general etc., Training, Performance Appraisal, Recruitment & Selection and otherrelated areas and I got a lot of diverse practical knowledge about how to communicate upward, downward and at lateral level. It will be very helpful in my practical life when I independently enter into a competitive business environment. This MBA degree along with the practical experience will certainly help me in exploring my ideas, skills and knowledge. Apart from my own experience and knowledge this report may also help other MBA students guiding towards right path in the related field of Business Administration. This report covers every aspect of the Human Resource Management functions in any contemporary business environment. It includes theoretical knowledge and practical experience about how to recruit and select a new candidate, how to orient and train them, how his compensation will be fixed and how to retain and motivate them by offering a handsome compensation package so that he can workwith greater devotion and motivation. This report also has information about how to handle the diverse workforce in today businesses, how to have their effective careerplanning and how the compensation is linked to the performance. As in the todaysbusinesses compensation is directly related to the performance and work done by the workers/employees. This report also have information how a manager handle a group of people and workers.
The exercise of formulation of this report will certainly be helpful in delivering practical knowledge about basic human resource management functions to me and I will be able to meet the challenges and issues which are going to be faced by me in thepractical life.
Developing countries are rapidly becoming the driving force of innovation and entrepreneurship. According to World Bank, emerging economies will outgrow the developed nations by 2015. It is an established fact that there is a direct correlation between knowledge capital and economic development. If Pakistan wishes to become an emerging power, it needs to enhance its knowledge and intellectual capital drastically.
The mission of the Higher Education Commission (HEC) is to facilitate institutions of higher education to serve as engine of growth for the socio-economic development of Pakistan. HEC is faced with three key challenges (a) Quality (b) Access and (c) Relevance.
Improvement in quality of academic standards and research is the top priority of HEC. Considerable efforts have been made in the last few years on improvement in quality. Two universities of Pakistan are now ranked among the top Technology Universities of the World as per QS World Universities Rankings 2010 but that is not enough! Pakistan needs to have at least five universities in the top 300 Technology Universities of the World by 2015.
The number of faculty with Ph.D. degrees has doubled in the last five years, but even then, hardly 20% of the faculty has Ph.D. degrees. Pakistan needs to triple the number of Ph.D faculty at the universities by 2015. This will increase the number of Ph.D. faculty to at least 40% by 2015 after accommodating for growth in faculty.
The number of Ph.Ds awarded by Pakistani universities is currently 700 per year. This needs to be increased to at least 1000 by 2015, with a significant increase in science and technology disciplines. The number of research publications per year will be increased by at least 50% during this period.
In addition to the above quantitative increase in quality, a number of other soft quality reforms are being introduced. Quality Enhancement Cells (QEC) will be established in the remaining universities to include all public and private sector universities by 2015. These Cells will own quality at the universities and report on a regular basis to the QA Division at the HEC, which will monitor the performance of the universities. With the introduction of Institutional Effectiveness Criteria (IEC), quality performance, and hence rankings of the universities and the programs, will be introduced. The Federal Cabinet Criteria, which categorizes universities under the W, X, Y, Z classification, is being further elaborated for W category from W1 to W4 with W1 meeting the minimum criteria and W4 is offering significantly enhanced capacity. There will be enhanced focus on improvement in quality of governance and leadership at the universities. A merit criterion has been introduced for the appointment of all senior positions, including Vice-Chancellors, so that political influence is minimized.
The second major challenge is that of access. Currently, only 5.1% of the 17-23 age groups have access to higher education in Pakistan. This is as low as sub-saharan Africa, while other countries in the region have significantly higher access rates. As per Education Policy 2009, Pakistan needs to increase access to higher education to 10% by 2015. This translates into more than doubling the number of students enrolled in higher education institutes within five years. HEC will improve equitable access through establishing campuses and universities in backward areas, in providing financial assistance to needy students, and in introducing soft disciplines, such as social sciences, media and journalism, and fine arts to cater more to the female population so gender parity is further reduced. But more so ever, HEC will encourage cost-effective and widespread dissemination of knowledge through the use of educational technologies and distance education so that far-flung areas are covered while simultaneously ensuring that quality standards are not compromised.
The third important challenge is that of relevance of education and research to national needs. Universities need to build economies through providing knowledge capital. Even though a large number of curricula have been introduced and standardized which caters to the skill-based needs of developing Pakistan, HEC will support research relevant to socio-economic needs of the region in the vicinity of the university. This innovation, research and creativity carried out at the campuses will be transferred to the industry and the business community. HEC will support and expand on the establishment of Business, Agriculture and Technology Parks and Incubators. Small Business Innovation Research (SBIR) Grants will be introduced to support relevant research at the university which is partnered with the industry. Centers of Excellence in priority areas, such as in energy, food security and water resources, will be established to address national challenges.
The universities are being asked to associate themselves with the communities. The mega flood of 2010 served as a prime example whereby the institutions of higher education demonstrated their level of citizenship and responsibility, and were involved in relief and rehabilitation efforts to a great extent, raising a considerable amount of money and relief goods. This spirit will be carried through where universities will associate themselves to assist and help the local communities in resolving local issues and problems, be they environmental or health related problems.
Finally, universities will need to build leadership, both within the campuses and in the country. The top management of the universities will need to serve as role model leaders. They will need to demonstrate their sense of responsibility and accountability in governing and in managing the finances of the university. HEC will be building up at all universities the capacity to raise funds, so that they can become self-sustaining with support from the government.
The universities are a catalyst for change, revival of creative thought and process, freedom of expression and speech, and of public debate on issues of national importance. The universities are the grooming grounds for future leaders of this nation, and this is where they need to be reared to become mature and responsible citizens so that Pakistan develops and prospers to join the comity of fast developing nations.
LIST OF CONTENTSCertificate of Internship Training.. 2
Acknowledgement. 3
Dedication..4Executive Summary5List of Content ...8History102 Overview of the organization...11 2.1 Brief History of the Organization...11 2.2 Message of the President13 2.3 Message of the Prime Minster.13 2.4 HEC Mission & functions...14 2.5 Organ gram of HEC16 2.6 Graphical Analysis...17 2.7 Departments.21 2.7.1 Human Resource Development.21 2.7.2 Research & Development...23 2.7.3 Curriculum Division24 2.7.4 Quality Assurance Division.26 2.7.5 Learning Innovation Division...27 2.7.6 Degree Attestation & Equivalence.27 2.7.7 Finance Planning & Development.28 2.7.8 Audit Division30 2.7.9 Human Resource Management .333 Human Resource Management Division...33 3.1 Human Resource Management Process35 3.2 Organization Structure of the HRM Division...36 3.3 Human Resource Planning & Forecasting37 3.3.1 HRP Process...37 3.3.2 Forecasting HR Requirements37 3.3.3 Methods to Forecast HR Needs..37 3.4 Employee Recruitment & Selection Process..37 3.4.1 Source of Candidates (Internal & External)383.5 Training & Development.42 3.5.1 Training Need Assessment..42 3.5.2 Employee Development...43 3.6 Performance Management...44 3.6.1 Setting Performance Standards & Expectations...44 3.6.2 Performance Reports Writing Procedure..45 3.7 Employee Compensation and Benefits..50 3.8 Organization Career Management..54 3.9 Job Changes within the Organization 54 3.9.1 Promotion...54 3.9.2 Transfer...55 3.9.3 Demotion.56 3.9.4 Separation (Layoff, Termination, Resignation, and Retirement)....56 3.10 Labor Management Relation...59 3.11 SWOT Analysis60 4 Conclusions62 5 Recommendations..63 6 References..64
HISTORY
The Higher Education Commission, previously known as University Grants Commission (UGC) was established by the Government of Pakistan through an Act in 1974 for the promotion and co-ordination of university education, to devise educational planning and policies, the determination and maintenance of standard of teaching, examination and research in universities, the orientation of university programs to national needs. At that time the major functions of UGS were as under;
Allocate and disburse of the funds grants to the universities for their approved projects and ensure the proper utilization of such grants
Collect information and data on all such matters relation to university education in Pakistan and other countries as it thinks fit and make the same available to the Federal Government of a provincial Government universities and such other agencies as it may deem fit
Institute fellowships scholarships and visiting professorships in various universities of Pakistan
Support and coordinate the research programs of the universities
Support and promote extra-mural and extra-curricular activities at inter-university level
Supervise generally the academic program and development of various institutions of higher learning and education in the country
(Source: UGC Act 1974)Over View of the Organization Higher Education Commission
(Source: http://beta.hec.gov.pk/InsideHEC/Divisions/HRM/Pages/PoliciesandStructure.aspx)Brief History
The Higher Education Commission has been set up by the Government of Pakistan to facilitate the development of indigenous universities to be world-class centers of education, research and development. Through facilitating this process, the HEC intends to play its part in spearheading the building of a knowledge-based economy in Pakistan. Following past decades of underinvestment, the renewed realization of the Government of Pakistan of the importance of the higher education sector towards fuelling economic growth led to the establishment of the Higher Education Commission in 2002. Founded by Presidential Ordinance No.LIII in September 2002, the Commission has been entrusted with a broad mandate to evaluate, improve and promote the higher education and research sector in Pakistan. The reform agenda has been supported through the granting of a large array of powers to the Commission to fulfill its mandate, and record increases in financial resources by the Government to support this process.
The Commission was entrusted with a broad mandate to evaluate, improve and promote the higher education, research and Sports in Higher Education sector in Pakistan. The reform agenda has been supported through the granting of a large array of powers to the Commission to fulfill its mandate, and record increases in financial resources by the Government to support this process. Since its establishment, the Higher Education Commission has undertaken a systematic process to uplift the standard of Higher Education sector and emphasized particularly on faculty development, improving access, excellence in learning, research and in Sports as well. HEC has initiated different projects and programs for Human Resource Development and providing necessary infrastructure to students, Players, scholars, researcher and faculty member to conduct research and the delivery of quality educational and Sports services through different projects / programs and infrastructure. To address these challenges a comprehensive strategy has been defined that identifies the core strategic aims for reform as;(i) Faculty Development
(ii) Improving Access
(iii) Excellence in Learning and Research
(iv) Relevance to National Priorities
(v) Promotion of Sports in the Universities Sector.
These strategic aims are supported by well-integrated cross-cutting themes for developing Leadership, Governance and Management, enhancing Quality Assessment and Accreditation and Physical and Technological Infrastructure Development.
(Source:URL:http://www.hec.gov.pk/main/abouthec.htm)
Message of the PresidentIt is a fact that no nation can effectively progress without a strong human capital base and education is the key to overall human resource development. The previously neglected sector of education had been identified by the government as a crucial area of focus for the overall development of the country. A holistic approach was adopted in this regard, which aims at enhancing literacy levels, improving the quality of primary and secondary education and giving a major boost to higher education. We are targeting 60% literacy level by the year 2005, raising it to over 90% by 2015, and producing 1500 PhDs per year mainly in science subject by the year 2009. The present position of student entering higher education is to be enhanced from 2.6% to 5% by 2009.
The challenges before the HEC are therefore very clear and they have to deliver, as this is not only in the interest of development of the country, but even more so for the socio-economic uplift of the people of Pakistan. The 150 million people of Pakistan have enormous potential to excel in many areas. Their intelligence, their dynamism and their ability to learn are second to none. It is our duty to provide them with the opportunities and enabling environment.
"May Allah Almighty be with us in our endeavors. Ameen".Message of the Prime Minister
The government is determined to take steps for the provision of basic health and education facilities in all parts of the country particularly the under-developed areas.(Source:URL:http://www.hec.gov.pk/main/abouthec.htm)
HEC Mission
To Facilitate Institutions of Higher Learning to serve as an Engine of Socio-Economic Development of Pakistan
Strategic Aims: Responding to Challenges
A well-educated graduate is the fundamental building block of a knowledge-based economy. In this regard, key issued are the quality of education imparted to the graduate, and its relevance to the economy. The Higher Education Commission as thus endeavored to identify intervention strategies that ill assist institutes of higher learning in providing environment conducive to quality education. The faculty the infrastructure support provided to the faculty and students for teaching and research, and the efficiency of operation of university programs, define this environment. The issues of relevance are addressed by taking into consideration the direct or indirect links of the different disciplines to the current and future focus areas for development. It is necessary here that these focus areas are in harmony with local and national industrial and social development plans.
(Source: HEC Activities Manual)
Functions of the HEC
Formulate policies, guiding principles and priorities for higher education Institutions
Submit recurring and development budgets to the Federal Government and allocate them on performance and need basis
Support the development of linkages between Institutions and Industry
Prescribe conditions for opening and operating Higher Education Institutions in the private sector
Assure quality by carrying out accreditation of Institutions and programsKeys Challenges in Higher Education
Source:( HEC Activities Manual)
Enrollment in Universities
(Source: HEC Activities Manual)Quality Assurance Programme(Quality Adds value to HEC)
(Source: HEC Activities Manual)
(Source: HEC Activities Manual)Standardization of Degree Programs
(Source: HEC Activities Manual)Video Conferencing Facility
Launched in Dec 2006200620072008Total
Universities Equipped4141028
Events organized14532122668
SavingsCost in Rs. million5.34498.96013.264117.568
Time in man-hours212051044791661080
(Source: http://beta.hec.gov.pk/InsideHEC/Divisions/eReforms/eLearning/Pages/Analysis.aspx)Need Based Scholarships Programs
(Source: http: http://beta.hec.gov.pk/InsideHEC/Divisions/HRD/Scholarships/Pages/NeedBasedSch.aspx)Government Expenditure on Education
Expenditure in Education Sector as Percentage of GDP
1990
2.1%
1995
2.5%
2000
2.06%
2002
1.51%
2007
1.93%
Govt. Grant and Universities Expenses on Pay & Allowances:
In Billion
2001-022002-032003-042004-052005-062006-072007-08 (Estmd.)
Federal Grant 2.9473.4865.236.99610.49314.33215.766
(Source: HEC Activities Manual)Distribution of Approved Project Cost
(Source: HEC Activities Manual)Divisions / Sections / Department of HEC Human Resource Development
The creation of the Higher Education Commission (HEC) by the Government of Pakistan bears testimony to the fact that there is awareness and concern at the highest national level on this subject. Constant efforts are being undertaken at various quarters in the country today to devise and implement methods of developing human resources. Higher Education Commission has thus embarked upon a program to develop the human resources in the country through launching new scholarship programs for students, teachers, scientists or technologists. In its endeavor to develop a class of Highly Qualified and professional Faculty in Pakistan, HEC has launched a series of scholarship programs. Through this series, HEC aims to provide the much needed impetus to the academia by offering indigenous as well as foreign PhD degrees to both faculty members and students. It is well cognizant of the need for customizing the existing scholar ship programs along with providing new opportunities for the pursuit of higher education at home and abroad. With an objective of reinforcing universally accepted principle of excellence in academia, HEC has designed the scholar ship series. Scholar ships are offered not only in reputable disciplines but also in the less recognized but crucial emerging fields.
Several scholarship schemes comprising of indigenous as well as foreign scholarship/fellowships are currently being offered under the program. PhD scholars in all disciplines of strategic national significance are proceeding to various reputable foreign universities/institutions/ research centers by availing these schemes.Foreign Fellowships
Scholarships offered by various countries, agencies, universities etc to Pakistani nationals. Some of the scholarships programs are co managed by HEC where as other programs are listed here for information purposes in which eligible candidates are required to apply directly to the sponsor's address. Application should only be sent when advertised or within the closing date mentioned in the relevant webpage. Approved PhD Supervisors
Doctoral education primarily concentrates on the formation of appropriate research skills to undertake an independent inquiry. This goal imposes special responsibilities on the PhD students supervisors who must guide students to the productive lines of research and ethical conduct, and buildup students professional career. Doctoral education in particular is advanced through highly personalized arrangements embodied in the direction provided by the Supervisor and the supervisory committee. Faculty Hiring Programs
HEC has developed a number of faculty hiring programs focused to ease the critical shortage of qualified faculty in the public sector institutions of higher education and also to produce fine engineers and scientists across a broad range of disciplines by only hiring experienced pedagogues where ever available, specially expatriates.
In a nutshell, through the Faculty Hiring Program, HEC aspires to bring a positive change in the culture of higher education institutions in all domains of academic activities including development of infrastructure, academic standards, curriculum, knowledge dissemination through refined teaching / examination / grading methodologies, industry-academia linkage, international collaborative research and fine supervisory acumen which results in creation of knowledge. There has been a considerable progress in all areas in which it was anticipated that the Faculty Hiring Programs will bring improvements.Foreign Experts
In order to ensure that academic standards in Pakistan meet international norms of quality, the HEC seeks the services of foreign experts in various disciplines from universities in leading industrialized countries to provide consultation in a variety of critical areas. The HEC has mandated consultation from foreign experts when awarding PhD degrees; ensuring that each thesis is refereed and approved by at least two experts from technologically advanced countries before a doctoral degree is awarded. Social Sciences, Arts & Humanities
Quality education in Social Sciences & Humanities plays a major role in the socio-economic development of any country. In Pakistan there has been sporadic development in this sector over the past years but no substantial effort has been undertaken until recently. The Higher Education Commission since its inception in year 2003 has taken a number of initiatives ranging from human resource development to providing research grants, and developing linkages at both National and International level in order to revive quality education in Social sciences and Humanities.
A committee on development of Social Sciences, Arts and Humanities in Pakistan comprising of eminent social scientists has been constituted by Chairman, Higher Education Commission. This committee has been given the task to deliberate upon, identify the problems and to recommend immediate, short term as well as long term measures to make social sciences education, vibrant, dynamic and attuned to the present and future needs of Pakistan. At present the total amount allocated for all ongoing projects related to the promotion Social Sciences; Arts & Humanities by HEC is Rs.4.744 billion. This amount is being spent through initiatives taken by HEC focusing over three main dimensions: a. Faculty/Human Resource Development in Social Sciences
b. Institutional Development
c. Promotion of Research Culture Research & Development
A dynamic world-class research culture is vital for the acquisition of new knowledge and health of universities. It is also crucial to the economic growth and social cohesion. One of the aims of HEC is to increase the capacity of institution of higher learning to carry out cutting edge research in all the areas of Science and Engineering as well as Social Sciences and Humanities. To achieve the object, the HEC has launched a number of research support programs.
HEC research grants programs promote and facilitate high quality indigenous research for fast industrialization, production of high value added goods, imports substitutions, export enhancement and to promote a research culture in institutions of higher learning in Pakistan. Priority is given to areas having direct relevance to economic development.
The funding policy supports and rewards world-class research, encourages effective collaborations and provides capacity for developing and extending research capability in frontier technologies. It is responsive to changes in the research environment and the requirement of researchers. The programs provide funding to enhance skill levels and working conditions for researchers and research students.
Academic & Extra Curricular Affairs
Promoting the development of a modern, vibrant and thriving academic environment within universities in PakistanCurriculum DivisionThe Government of Pakistan has appointed the Higher Education Commission (erstwhile UGC) as the competent authority for the supervision of curricula and text-books beyond class XII. HEC has also been charged to maintain the standards of education in keeping with the nations changing social and economic needs which are compatible with the basic national ideology. The aim is to shift from general education to more purposeful agro-technical education. The Curriculum Section guides all Degree colleges, Universities and other Institutions of higher learning in designing curricula that provide a proper content of Basic Sciences, Social Sciences, Humanities, Engineering and Technology and guides them to establish minimum standards for good governance and management of Institutions. HEC also advises the Chancellor of any institution on its statutes and regulation. Educational programs are designed to meet the needs of the employment market and to promote the study of Basic and Applied Sciences in every field of national and international importance.i. Procedure for Curriculum Revision
ii. HEC Approved Curricula
iii. Minutes of 6th Task Force Committee Meeting in Nursing Education iv. List of Experts
v. Minutes of meeting of ncrc in business administration held on March 2-3, 2007 vi. Road Map For Business Education
vii. Standardized Format For Four-Year Integrated Curricula For Bachelor Degree In Basic, Social, Natural And Applied Sciences
viii. Standardized Format for Engineering Disciplines
Curriculum of a subject is said to be the throbbing pulse of a nation. By looking at the curriculum of a subject, one can judge the state of intellectual development and the state of progress of a nation. The world has turned into a global village, new ideas and information are pouring in a constant stream. It is, therefore, imperative to update our curricula by introducing the recent developments in the relevant fields of knowledge.HEC Recognized Journals
HEC has been endeavoring to raise the quality of research in Pakistan to an international level. Research journals are the excellent tool to enhance research capabilities. As such it has been decided to approve those research journals which meet the HEC criteria for recognized journals. Different lists have been approved for different purposes and different time frames and are applicable only within the given frame work. This link provides you the relevant information.Monograph & Text Book Writing
Pakistan does not have a rich tradition of authorship, particularly in the scientific and technical disciplines. Also, there is also lack of detailed information on topics of the syllabi for students in pursuit of acquiring in depth knowledge of an area in a particular subject. There is also serious shortage of quality textbooks and other supporting materials. Those that are available are imported books, and being very expensive are beyond the purchasing power of teachers and students.Sports
Sports provide unlimited opportunities for developing human abilities, both physical and mental. It is through Sports that one learns to acquire many useful skills required for overall development of a human body. Thus Sports may be considered as one of the greatest factors for developing ones personality. Developed nations around the world accord top priority to sports in their national development programs.
The activities of Sports Division Higher Education Commission can be categorized as under:-
i. Organization of Intervarsity Championships
ii. Organization of Sports Galas.
iii. National Games/ Championship iv. Participation of Pakistan Universities teams in International events.
v. Organization of Coaching Camps
vi. Organization of Training Courses.
vii. General Foreign Students Admission
Higher Education Commission has mandate to promote higher education with in the country and to encourage Pakistani nationals as well as foreign nationals to seek admission in Universities and higher educational institutions of Pakistan. Currently, foreign students from different countries are studying in various educational institutions all around Pakistan.
The professional institutions of Pakistan are rated amongst the best institutions of this region. Foreign students from South Asia, Central Asia, Arab Gulf region and from the various developing and under developed countries of Africa and South East Asia are highly attracted towards the educational institutions of Pakistan.Quality Assurance & Learning Innovation
The QA & LI Division of the Higher Education Commission has four independent sections working together i.e. Quality Assurance, Learning Innovation, Accreditation & Attestation and Statistics. These sections, in addition to running critical public services of degree attestation and equivalence, are also running key projects including on the Quality Assurance Agency, National Academy of Higher Education, Faculty Development programs, English Language Teaching Reforms, including many others. Quality Assurance
Quality refers to the attainment of standards of re-sourcing and provision in the higher education sector, and the achievements or outputs of an institution or system. Quality is a multidimensional concept, and it is not possible to arrive at one set of global quality standards against which local institutions can be assessed. Quality embraces all the major functions of higher education: teaching and academic programs, research and scholarship, staffing, students, infrastructure and the academic environment. The concept of accountability is closely allied with quality- no system of higher education can fulfill its mission unless it demands the highest quality of itself. Continuous and permanent assessment is necessary to reach this objective. Simultaneously, it is to be ensured that great care is exercised when making quality assessments, as it involves matters of judgment, academic values and cultural understanding. Learning Innovation
Higher Education Commission caters to promote teaching and learning innovation with the core commitment to orient, facilitate and professionally empower the faculty members of the public sector universities and degree awarding institutions of Pakistan in pursuance for excellence in learning, resource development, and leadership in the use of technology and strategy in education and support.
At present Learning Innovation (LI) is managing a range of responsibilities that together support the successful integration of the use of strategies and technologies into teaching/learning in higher education institutions. The major responsibilities comprises of supervising the national level faculty development and enhancement projects titled.
Degree Attestation & Equivalence
The attestation of degrees/transcripts and diplomas awarded by the chartered universities/degree awarding institutions of Pakistan both in public and private sector was transferred to the Higher Education Commission by the Government of Pakistan in May, 2000.
Equivalence means that the studies undertaken in foreign educational institutions or degrees/diplomas obtained are regarded as equal to corresponding degrees/diplomas obtained in local educational institutions. To find similar and identical systems of education in various countries is very difficult but after having developed a mechanism of equivalence, the term implies that there is reasonable measure of similarity and commonality between the two courses of studies and recognition entitles its holder to rights enjoyed by those who have completed their degrees successfully at local institutions.
The Higher Education Commission is the sole regulatory body of higher education in Pakistan and in terms of Section 10 (1-o) of its Ordinance; the Commission is entrusted with the job to:
Determine the equivalence and recognition of degrees, diplomas and certificates awarded by institutions within the country and abroad"
Finance, Planning & Development
The Finance and Planning Divisions of Higher Education Commission receive bulk financial provisions from the Government and other sources for the support of the Higher Education Sector and allocate funds to Universities, Centers and Institutes to meet their recurring and development expenditure. With a rigorous monitoring system in place to ensure the effective utilization of funds, financial disbursements are made on the basis of need and performance.Development Projects
The Government of Pakistan has set a target to double enrollment in higher education over the next 5 years whilst bringing about significant improvements in the quality of education delivered at higher education Institutions across the country. In order to achieve these objectives, the Government is making significant investments towards developing institutional facilities, introducing new disciplines in cutting-edge and market based technologies, developing human resource including faculty, improving research facilities and student services, creating linkages with local & foreign universities and promoting university-industry interaction, amongst many others. The planning and development activities of the Commission aim to meet reform objectives through the development, funding and implementation of projects in these key areas.
i. Academic Infrastructure
ii. Research Infrastructure
iii. Access to Information
iv. Facilities for Students and Faculty
Recurring Grants
The Finance Division of the Higher Education Administers the allocation and disbursement of funds received to the recurring grant of the Commission. In this context, its objectives are:i. To invite budget proposals for recurring grants from the federally funded Universities, Institutes, and Centers of higher learning, examine and assess their needs and formulate HEC recommendations through a Committee constituted by the Commission for the allocation of recurring grants in a financial year. A sample set of budget proformas is available here.
ii. To place the proposed allocation before the Commission and submit the New Item Statement (NIS) to the Finance Division of the Government of Pakistan for incorporation in the Government Budget.
iii. To process the release of quarterly installments of recurring grants with the Finance Division of the Government of Pakistan as per their policy, and transfer funds to the Institutions against their approved allocations.
iv. To obtain the utilization reports from the Universities etc. and examine that funds released by HEC are spent on the purpose for which these were released. Set of utilization report proformas is available here.
v. To allocate and release funds for HEC programs under Inter University Academic Activities and the Promotion of Research, such as the Digital Library, PERN, funding of Seminars and Conferences, Travel Grants, Sports, Accreditation Councils, National Research Program of Universities, Support for Scientific Journals and HEC Distinguished National Professors, amongst many others.
vi. To prepare the HEC Budget, place it before the HEC Finance & Planning Committee and submit recommendations to the Commission for approval. The concerned Divisions/Sections are subsequently informed of their approved allocations.
vii. To provide additional (supplementary) grants after assessment of the requirements of Universities and also take up their requirements with the Finance Division, Government of Pakistan for additional funds.
viii. To maintain Books of Accounts for all expenditure / transactions (recurring and development) in respect of the Higher Education Commission and its Universities.
ix. To prepare monthly, quarterly and annual accounts and financial statements of HEC.
x. To arrange the audit of accounts of HEC from Chartered Accountants.
xi. Automating the business processes and computerization of accounts to ensure financial efficiency, accuracy and transparency.
Main Functions of Finance Division:- Billing/Vouching Payments of all kind through cheques/cash/Bank Advices Receipts Book Keeping Financial Statements and Final Accounts for External Auditors Audit Division
Audit Division is an Internal Pre-Audit Counter established in HEC under the direct supervision of Principal Accounting Officer (PAO). It is a part of Internal Control System which acts as advisor to PAO as well as Auditor to facilitate the HEC Management to keep the payments as per prescribed rules.
Objectives
The overall goal of the Internal Audit department is to help make HEC as efficient and productive as possible. Internal Audit works to assure compliance with all related financial rules, regulations, procedure and disciplines. Audit Division also watch the:-
Accuracy and fairness of the accounts.
Cannon of financial propriety.
Austerity / Economy in control of expenditure.
Utilization of funds on the objectives.
Functions
To achieve above objectives, the HEC Audit Division performs following function:
a. Pre-Audit Stage
Pre-audit of bills in respect of HEC Recurring as well as Development Expenditure.
Pre-Audit of Recurring and Development Grants to Universities.
Pre-Audit of expenditure of Development Projects of Higher Education being executed by the HEC.
Scrutinize, examine and give audit comments on the technical, financial and administrative matters of HEC and its Projects.
b. Post Audit stage Conduct the DAC / PAC meetings of Public Sector Federal Universities, Degree awarding Institutes and Centers.
Represent in the DAC meetings of the Provincial Universities, Degree awarding Institutes and Centers.
Coordination with External Auditors of Federal Government regarding the external audit of Higher Education Commission.
Coordinate and prepare annotated replies of audit report of HEC.
Scrutinize the Audit Reports of various Universities, Institutes and Centers.
c. Inspection Inspection of record of HEC Regional Centers pertaining to the financial and administrative matters and provision of proper guideline to the staff and officers.HUMAN RESOURCE MANAGEMENT DEPARTMENT
The Human Resources Management (HRM) function includes a variety of activities, and key among them is deciding what staffing needs you have and whether to use independent contractors or hire employees to fill these needs, recruiting and training the best employees, ensuring they are high performers, dealing with performance issues, and ensuring your personnel and management practices conform to various regulations. Activities also include managing your approach to employee benefits and compensation, employee records and personnel policies. Personnel policies which conform to current regulations. These policies are often in the form of employee manuals, which all employees have. HR Department" which is playing a major role in staffing, training and helping to manage people so that people and the organization are performing at maximum capability in a highly fulfilling manner. The HRM Division consist of the following four Sections (though an addition to these two Sections -or deletion- may be made by the competent authority over a period of time:- (i) Personnel Section:-(a)Personnel / Establishment matters of the HECs regular, project / contract employees and, in respect of these matters, will also co-ordinate with any Ministry / Division of the Federal Government, if such a need arises. (b)This Section arrange the meetings of the Selection Board /Selection Committee/DPC, Scrutiny Committees, meetings of Board of Trustees (BOT) of HEC Employees as well as the Benevolent Fund (BF) and Group Insurance Fund (G.I.F). (c)It processes the cases of the Employees for Medical & Accommodation facilities.(ii) R&I Section:- The R&I Section is responsible for the receipt and issue of Dak of the Higher Education Commission
2. ALLOCATION OF BUSINESS:-The allocation of business / functions to the HRM Division shall be as follows:-(a) Provision of manpower to various Divisions / Sections of HEC according to the HECs budget and in accordance with the provision for manpower in the approved projects of HEC. After the concerned Division / Section places necessary requisition therefore with theHRM Division. (b) The Personnel Division process the appointment cases in respect of the regular employees of HEC as well as the project employees of HEC after it has received the requisite demand in this regard from the quarters concerned. It also initiate the promotion cases of regular employees and also process the cases for acquiring the services of government officerson deputation.(c) The HRM Division also deal with the Pension Cases of the HECs regular employees, their Benevolent Fund cases and also their Group Life Insurance cases. The procedure to be followed in this regard appears at (d) The R&I Section also work under the HRM Division. The procedure for the receipt and issue of Dak through the R&I Section.(e) The HRM Division also play a role in the hiring / de-hiring or re-hiring cases of its regular employees. (f) The HRM Division also deal with the Medical Cases of HECs regular employees (and also the project employees who are entitled for the medical facility). Human Resource Management Process in the Organization
(http://beta.hec.gov.pk/InsideHEC/Divisions/HRM/Pages/PoliciesandStructure.aspx)Organizational Structure of the HRM Division
(http://beta.hec.gov.pk/InsideHEC/Divisions/HRM/Pages/HRMOrgChart.aspx)The above teams deals to cope with the requirement, several positions of regular, projects and MP scales, are advertised in the press from time to time. The process of making recruitment is a laborious job and officers and staffs has to complete this heavy task by sitting late in addition to normal routine work which has also increased manifold as compared to the erstwhile UGC.
Human Resource Planning (HRP) and Forecasting
HRP Process PlanningIn Higher Education Commission there is centralized hiring process. Vacancies are advertised in newspaper/website in accordance with requirements as well as number of vacant posts available with approval of the Executive Director and in consultation by finance department. HR Department is responsible to identify and cater HR demands of the organization. All official procedures of recruitments are initiated and executed by the HR departments of HEC Islamabad.Forecasting HR Requirements
In HEC, HR Department forecast the requirements of positions/posts according to the need of the divisions. Than HR department initiate the process by hiring. Vacancies in the under-mentioned posts are filled by All-Pakistan basis on merit and provincial or regional quotas as per Commissions approved policy or Government rules.Methods to Forecast HR Needs.
According to the tasks and positions of the projects/program and demands of the manpower by divisions, hiring supervisor forecast the personnel needs to complete the project/program.
Employee Recruitment and Selection
Higher Education Commission has an established internal and external job posting (vacancy announcement) process through which it communicates available position openings throughout the organization, internally and outside the organization. For all internal and external recruitment are entertained through online system. Initial appointment to the post if BS-18 and above is made on the basis of interview or test by the Selection Board and in BS-3 to 17 by the HEC Selection Committee after the advertisement in the newspaper.
A candidate for initial appointment to a post must possess the educational qualifications and experience and, except as provided in the rules framed for the purpose of relaxation of age limit, must be within the age limit as laid down for the post.
A candidate for appointment must be in good mental and bodily health and free from any physical defect likely to interfere with the discharge of his duties. A candidate who after such medical examination as Government may prescribe is found not to satisfy these requirements, shall not be appointed. (Annex 01). Source of Candidates
Internal Sources
All regular full-time employees or contractual employees with a minimum of twelve (12) months of service in their current position are eligible to apply for any vacant position.
Application Process
Staffs interested in the position are invited to apply any time during the recruiting process for posted positions by submitting through proper channel, by any means, an application indicating the title of the position sought and the applicant's relevant experience, training, and skills, to the Human Resources Department.
Appointment by Promotions
An employee on deputation to federal or provincial government, institution, foreign government, international agency or private organization abroad is considered for promotion only on his return to Commission and earning at least one PER for one full year before s/he is considered for promotion. S/He is given intimation and asked to return to Commission before case comes up for consideration for promotion in accordance with his seniority position, if s/he fails to return he is not considered for promotion. An employee shall be deferred due to the following reasons:-
(i) Not undergone the prescribed training or passed departmental examination (if necessary).
(ii) Non submission of Part-I and Part-II of the PER by the concerned officer to reporting officer in respect of his service in the present grade and the preceding grade.
(iii) When the Board considers the record as incomplete, or wants to further watch the performance of the officer or for any other reason to be recorded in writing.
(iv) Disciplinary or departmental proceedings are pending against the officer/official.
(v) Whenever an officer, particularly of small cadres, is recommended for deferment the Board may also decide as to whether a vacancy is reserved or not depending upon public interest vs. officers right for consideration.
The Competent Authority may approve the promotion of an officer or official from the date on which the recommendation of the Selection Board or, as, the case may be, the Departmental Promotion Committee was made.Appointment by Transfer Appointments by transfer is made from amongst the persons holding appointment on regular basis in a post in the same basic pay scale or equivalent to or identical.
Only such persons who possess the qualifications and meet the conditions lay down for the purpose of transfer to the post is considered by the authorities.External Sources
Advertising is an essential part of any successful recruitment process. Advertisements are placed by the Human Resources Division. The advertisement must clearly state the vacant position's title, responsibilities and the requirements, address for sending the application, and closing date. The advertisement should also state that only short-listed candidates will be interviewed. The advertisements might be placed in newspapers and/or online system. The Director HRM approves the advertisement to make sure all necessary requirements for the vacant position are included.Employee Recruitment & Selection ProcessEmployee Recruitment Process:
Recruitment process for the regular and project Post/vacancies is the same. Following are the sources use for recruitment.Advertisement:
Jobs are advertised in all the leading Newspaper of Pakistan after the approval of competent authority.
Cyberspace Recruiting:
All the information is provided on the website www.hec.gov.pkJob application form is provided on the website. Applicants need to get them registered through that form and then submit that form all required document to HEC.
Employment Selection Process
The applications which are completely filled and fulfill all the job requirements are selected from the pool of applicants
Following is the selection process.
Employment Test
Selected applicants appear in the employment test conducted by NTS BPS 16 to onwards and BPS 16 to downward general test recruitment test has been taken.
Performance Simulation Tests
These tests are designed to check the aptitude and skills of the candidates like stenographs, drivers and IT personnels, etc.Interviews
Panel interview is conducted for the candidates who have passed the NTS. Then cumulative score of the candidate is calculated on the prescribed weight age of previous academic record and NTS score. Following is the %age weight age:
NTS 20%
Academic 30%
Interview 50% (Experience 20% + Performance 30%)
Screening Resumes and Applications
Applicants resumes and application received and initially screened by the Human Resources Department. HR creates a candidate pool of qualified applicants of which a maximum of five will be short listed against one post for Test & Interview. The member of the scrutiny committee then review the candidate pool to select any additional applicants to be interviewed and submit their names to the Human Resources Department for interview scheduling.Salary Determination Procedures
New hires offered salaries/allowances as per Commissions/Govt. rules whereas employees hired under projects are given salaries as mentioned in PC-1 of the project.
Assistant Director (HRM) Draft the detailed job description/Job specifications.
Prepare PAF for the position and get it approved from the concerned authorities.
Review short listed candidates CVs and recommend any additional interviews.
Makes final recommendation for the successful candidate.
Human Resources:
Monitor and evaluate recruitment- and placement-related activities of the field office, while ensuring adherence to policies and procedures in the process.
Finalize the job description in consultations with the Hiring Manager.
Design and develop vacancy announcement for the position and advertise the position accordingly.
Receive all applications and review them for responsiveness to the specified qualifications.
Decide which of the applicants are viable according to the required criteria and create a candidate pool of qualified applicants.
Schedule interviews in consultation with the Hiring Manager and proposed interview panelists.
Recommend salary according to the relevant band and qualifications of the candidate in consultation with the hiring manager.
Formally offer the job to the successful candidate, as recommended by the Hiring Manager and approved by Competent Authority CA, and negotiate the salary and start date, if required.
Training and Development
It is the policy of Higher Education Commission to welcome and orient new employees in a timely and consistent manner in order to ensure full understanding and compliance with HEC policies and procedures.
New employees introduced to staff working in the same office on the first day of employment new employees workplace prepared before they arrive with basic office supplies, desk, and chair. A security briefing provided to the new employee on the first day of his/her duty. Preliminary Orientation occurs by the end of the employees first week of work and organized and scheduled by HRM. The management is eager to develop HR skills in the officers & Officials of Higher Education Commission. In this regard various training programs have been searched out and offered to the employees for the performance and skill enhancement of the employees. In addition employee capacity building training is also conducted for new employees. HRM will arrange for the following:
Meeting with admin & finance departments to discuss finance and administrative procedures.
The employees supervisor meets with the employee to finalize a job description and to provide a program briefing.
Training Need Assessment
For the development of employees Higher Education Commission arrange different types of trainings. HRM department does not analyze training need assessment. But there is a way through which training need assessment by the HR department, which is Performance Evaluation Form. According to the performance Evaluation form (PEF) reflects the Training needs. Employee analyze himself and if he/she feel that there is a need of training than he/she write it in section three of PEF and Head of the Division comments on it.
If Head of the Division of employee feel deficiency in any specific task of employee he/she can write in PEF about the specific training which is require for employee to take out deficiency of employee.
Employee Development
Development of employee within organization has very importance. Higher Education Commission belief is that employees are its assets through different ways its develop employees. From the start of the employee job development process start. First The Head of Division is responsible for making sure the Program Orientation/Job-Specific Orientation occurs before the end of the employees second week of work. The employees supervisor review work performance expectations/objectives, and responsibilities of the employee at this time. Some other ways through which employees develops:
Seminars
Seminars plays vital role for the development of employees. Higher Education Commission conducts different kind of seminars for the community as well as for the employees capacity building.Meetings
On regular basis weekly, monthly meeting conducted for the progress sharing and experience sharing. Through this employee learns from each others experiences.Outdoor Meetings & TrainingsOutdoor meetings & Trainings also conducted by Higher Education Commission for the employees developments.Trainings
According to need different kind of trainings i.e. IT, proposal writing, Community Case Management etc. training conducted for employee development.Team workFor the achievement of the objectives of the organization team work has very importance. To build better team of Higher Education Commission top management and concern Heads time to time conducts sessions and trainings for team building. Performance Management
Setting Performance Standards and Expectations
Setting and clearly communicating performance standards and expectations, observing and providing feedback, and conducting appraisals enable management to achieve the best results through managing employee performance.
In this management and the employee will collaborate on the development of performance standards. HRM division develops a performance plan that directs the employee's efforts toward achieving specific results, to support organizational growth as well as the employee's professional growth. Discuss goals and objectives throughout the year, providing a framework to ensure employees achieve results through coaching and mutual feedback. At the end of the rating period, HRM will appraise the employee's performance against existing standards, and establish new goals together for the next rating period.
Higher Education Commission use SMART technique for developing standards and expectations.Specific
A specific goal has a much greater chance of being accomplished than a general goal. To set a specific goal once must answer the six "W" questions:
*Who:Who is involved? *What:What do I want to accomplish? *Where:Identify a location. *When:Establish a time frame. *Which:Identify requirements and constraints. *Why:Specific reasons, purpose or benefits of accomplishing the goal.
Measurable
Establish concrete criteria for measuring progress toward the attainment of each goal you set. When you measure your progress, you stay on track, reach your target dates, and experience the exhilaration of achievement that spurs you on to continued effort required to reach your goal.
To determine if your goal is measurable, ask questions such as......How much? How many? How will I know when it is accomplished?
Attainable
When you identify goals that are most important to you, you begin to figure out ways you can make them come true. You develop the attitudes, abilities, skills, and financial capacity to reach them. You begin seeing previously overlooked opportunities to bring yourself closer to the achievement of your goals.
Realistic
To be realistic, a goal must represent an objective toward which you are both willing and able to work. A goal can be both high and realistic; you are the only one who can decide just how high your goal should be. But be sure that every goal represents substantial progress. A high goal is frequently easier to reach than a low one because a low goal exerts low motivational force. Some of the hardest jobs you ever accomplished actually seem easy simply because they were a labor of love.
Timely
A goal should be grounded within a time frame. With no time frame tied to it there's no sense of urgency. If you want to lose 10 lbs, when do you want to lose it by? "Someday" won't work. But if you anchor it within a timeframe, "by May 1st", then you've set your unconscious mind into motion to begin working on the goals. Performance Report Writing Procedure
Organizations today know that outstanding performance requires the best possible performance by every team and every employee. Individuals, teams and organizations all depend on relevant feedback to improve the way they perform. Performance Management at HEC has been designed to encourage career development and to enhance the work standards of workforce.
A performance review is a step-by-step, practical and planned approach to help managers and staff, develop result-oriented performance plans that are supportive of organizational goals and strategies, and that are linked to performance evaluations and rewards. Higher Education Commission has established a formal system for reviewing an employees performance in terms of a job's requirements. Content
The standard performance evaluation form consists of following standard formats and contents.IdentificationThe first section serves to identify the employee being evaluated, his/her position title and department as well as the evaluator's name, and title. Also included is the period of the appraisal.
Employee Self EvaluationUsing his/her job description as a point of reference, the employee briefly comment on how well s/he performed each of the tasks/responsibilities assigned to him/her during the past year. This is based on the functional job description for the position. It establishes the primary purpose of the job and the basis for the subsequent evaluation.
Supervisors evaluation of the employee
Using the employees job description as a point of reference, the supervisor briefly comment on how well the employee performed each of the tasks/responsibilities assigned to her/him during the past year, and rate the employee for each task on a scale of 15.
Performance Objectives for the coming yearThis page includes the performance objectives related to the responsibilities and requirements of the position that the employee agreed to meet during the next year. There may be instances where performance objectives could not be agreed upon in advance of the performance appraisal. In this case the employees actual performance should be described and rated in the context of the job description for the position. Performance objectives should then be set for the next evaluation cycle.Supervisors comments on the employees objectives
The supervisor comments on the employees performance objectives set out for the next year. If any changes in the employees job description are needed, these should be mutually agreed on and a copy given in writing to the employee as well as to the HRM division.
Training / Development Needs Using the employees Self Evaluation for the past year, and the Performance Objectives for the coming year, employee and the supervisor mutually identify areas where the employee would like to receive further training/development during the coming year. This page sets out a development plan for the employee based on their evaluation. If the employee lacks a required knowledge, skill, ability or characteristic, the evaluator should propose how this might be accomplished.
Employee Remarks
This section allows for overall comments by the employee after his/her final one-on-one meeting with his/her supervisor on this performance appraisal. Employee can present his/her agreement or disagreement with his/her appraisal and ranking with the supervisor. Both employee and the supervisor should work out a mutual understanding on the appraisal.
Review Schedules/ Timeframe:The scheduling of reviews is according to the following pattern:
1. Annual Review
Starting from first week of June of every year and ending till the end of July (fiscal) year.
2. Interim/mid-year
Periodically or on six monthly basis at the discretion of the management and the supervisor.
Supervisors are required to give regular on-going feedback and informal conferences with employees each quarter at a minimum.
Performance appraisals for new employees, who have completed less than three months of service with HEC at the time of the annual review period, will have formal performance appraisals deferred to the following annual review period. No annual increase will be released until all Performance Evaluations have been completed and submitted to HRM.
Completion of Appraisal Instrument and Confidentiality
The appraisal form is to be completed by the immediate supervisor to whom the employee reports in consultation with the next level supervisor. There may be instances where an employee has more than one supervisor. In such cases, all supervisors should collaborate in preparing the evaluation, sign the form and, if possible, participate in the appraisal discussion. These processes done in complete confidence and the form seen by no one. The transfer of these documents to HRM division in sealed envelopes marked strictly confidential. The comments of the employee remain confidential. If a Deputy Director/Program Manager or HRM discusses it with the evaluator, specific comments must not be attributed to the employee without his/her permission.
Discussion with Employee1. Scheduling Appointment with Employee
It is the responsibility of the evaluator to schedule meetings with the employee and inform him/her of the time and location of the appraisal discussion. 2. Meeting
During the meeting, the employee given ample opportunity to read and discuss the appraisal. If an employee complaints regarding insufficient time for discussion, a subsequent meeting for further dialogue must be scheduled. At the conclusion, the supervisor sign and date the form. A copy of the evaluation sent to Human Resources Department.3. Employee Review and Comment
The original evaluation handed over to the employee with the instructions that they are permitted 24 hours to record their comments on the form and send it back to the supervisor.Final Review and CommentThe Human Resources Department discusses the evaluation with the appropriate authority and workout further details from it for payroll processing and training need identification.
Those employees receiving an unsatisfactory rating in their annual review for two consecutive years will be placed on probation for a period of three (3) months and will not be eligible for a merit increase during that period. However, dismissal need not await the completion of the probationary period; it may occur at any point after thirty (30) days following the review. Upon completion of the probationary period another evaluation will be made. A rating of meets expectations or above will result in a pay increase at the appropriate annual review rate. A rating below meets expectations will result in automatic termination with appropriate notice and severance allowance.
Rating Guidelines and DefinitionsOverall Rating
The overall rating of the employees job performance is based upon an assessment of individual factors such as:
1.Work quality - including the completion of tasks in order of importance.
2.Work quantity.
3.Reliability - including attendance, punctuality and meeting deadlines.
4.Initiative and flexibility.
5.Skills and job knowledge
6.Work relationships with other staff, the supervisor, other organizations and agencies that are relevant to the position.
7.Supervisory ability.
8.Support of organizational value
Definition of RatingsThere are five levels set forth for the overall performance rating, and they are as follows: 1. Unsatisfactory
Overall performance is well below the requirements of the job.
2. Below Expectations/Needs Improvement
Meet few expectations but needs improvement.
3. Meets Expectations
Meet all expectations and exceeded some.
4. Exceeds Expectations
Clearly exceeded most expectations and fully met all others.
5. Outstanding
Performance clearly above and beyond all expectations. (A rare occurrence)Employee Compensation and Benefits.
Types of Compensation and Benefits.
Allowance
Eid Allowance:
Eid allowance will be provided to all employees equivalent to whole basic salary on each of the two Eid.
Marriage allowance:
The amount of Rs.2000/- to employees getting married provided them monthly basis.Gratuity
Gratuity paid to all eligible employees of the HEC equal to one-month gross salary of that employee for each completed year of service or any part thereof in excess of six months. Gratuity paid at the termination of employment for employees who have worked for more than six months. Gratuity payable to the HECs employee only when s/he leaves the services of HECGratuity accrue at a rate of one month of the employees current salary multiplied by years of employment, or any part thereof in excess of six months, and accrued from the hire date. Employees who do not give thirty days notice will forfeit from gratuity the equivalent of one months salary. The remainder of their accrued gratuity is allowed. In case of death, while, in service of an employee eligible for gratuity, HEC will pay the entire amount of gratuity according to entitlement of the deceased employee at the time of his/her death to such person(s) nominated by the employee in his employment letters . The employee is responsible for communicating any changes in dependent details to HRM division.Leave and Holidays
It is the policy of HEC to provide its staff time to rest and reinvigorate. The purpose of this policy is to create provisions for employees to attend their recreational needs, health related issues and Personal/domestic urgencies requiring time-off. It is necessary for staff to have some time during the year to spend away from work. This period is essential to maintain employee satisfaction and encourage Creativity. It will also provide employees some time for unexpected events or occurrences which necessitate time away from work.
Kinds of Leaves1. The HEC has following categories of leaves. National and Festival Holidays
HEC issues Holiday Schedules for the FO staff at the beginning of each calendar year that is in accordance with official government holidays. There is no carryover of national holidays.
Annual Leave
All regular employees entitled to avail Annual Leave with full pay to the extent of 22 working days (after the successful completion of three months probationary period). The probationary period, however, will be included in the period of service when computing entitlement of Annual Leave.
Assessment of entitlement of number of Annual Leaves take place at the beginning of each year i.e. January 1st. Annual leaves credited to an employees account on monthly basis after confirmation. An employee eligible for 1.83 annual leaves per month. Annual leave requests exceeding one time accumulated balance must be availed with the prior approval of Competent Authority.
Sick or Injury Leave
All regular full time employees are entitled to sick and injury leave equivalent to twelve (12) working days per calendar year. Part-time employees working more than 50% time will receive prorated sick leave. Employees taking sick leave inform the office at their earliest convenience.
Casual Leave
All regular full time employees are allowed fourteen (14) days per calendar year of casual leave earned at the rate of 1.16 days per month, for private or domestic reasons of an urgent and unforeseen character, from the date of his/her confirmation after successful completion of probationary period. Casual leave are accrued and requests must be made 5 days in advance if combined with annual leaves.
Maternity Leave
All regular full time employees, who have completed six (6) months of service with the presentation of an application duly supported with a medical certificate. Maternity leave will be given for a maximum of twelve (12) weeks. Other accrued leaves may not be used to extend maternity leave beyond twelve weeks; in exceptional cases sick leave may be used upon approval of Head of Divisions. Leave Without Pay
All regular full time employees with more than one year of service are eligible to apply for leave of absence (leave without pay).
Paternity Leave
All full time regular employees are entitled for a paternity leave of maximum five (5) working days. Compensatory Leave
. If an employee is asked by his/her supervisor to spend extra time on assignment(s) on weekends or on public holidays, s/he can be allowed under extraordinary and exceptional circumstances to avail compensatory leave, after expiry if all other entitled leaves other than annual leaves, but such leave may not be claimed as a right. Prior authorization must be obtained to take compensatory leave.
CafeteriaHigher Education Commission provides a good hygienic food with subsidized rates. Pick and Drop
Subject to feasibility/availability of vehicles and security conditions, all HEC employees may be provided transportation from home to office and back.
HousingHEC has established a number of its guesthouses in all regional locations where it has its presence. Such housing facilities are available to all HEC employees upon following terms and conditions:1. Where HEC housing exists, guests and assigned visiting staff will be lodged without charge.
2. In some cases, in locations where housing is difficult to locate, staff may be permitted in HEC leased premises at a cost determined by HEC. Unaccompanied family members are not allowed to reside in HEC housing or other premises.
Organization Career Management
Employee Job ChangeTemporary Duty assignments are those that last for five working days or longer to do a specific job (i.e. training staff, assuming the job of an absent staff person, conducting a workshop or assisting the program with areas that are the same or similar to the responsibilities required in the home Field Office) in another Field Office or at Headquarters.
Job Changes within the Organization
PromotionA promotion occurs when an employee is appointed/placed to a position classified at a higher level grade/salary band than the former position. Promotion to a higher level position does accompanied by a salary increase. This increase represents both merit based on performance demonstrated through the date of the promotion and the promotion itself.
Promotion Policies in HEC:
(i)
Promotion to posts in BPS-18 and above is made by the appointing authority on the recommendations of the Selection Board.
(ii)
Promotion to posts in BPS-2 to BPS-17 is made by the appointing authority on the recommendations of the Departmental Promotion Committee.
(iii)
The Selection Board or the Departmental Promotion Committee as the case may be, consider the case of eligible employees in the order of seniority.Annual Performance Report is given due importance for promotion.
Performance evaluation reports is quantified according to prescribed formula and weight age, which is given to more recent appointments;
An employee once superseded for promotion is eligible for reconsideration only after s/he earns one more performance evaluation report.
Promotions to departmental quota is made first and direct recruitment made later. TransferThe Organization recognizes the value of promotions and transfers as key tools for rewarding performance, motivating, retaining and encouraging the professional growth of its employees. As opportunities develop, hiring supervisors first evaluate the eligibility and qualifications of their existing staff and staff throughout the Organization. Competitive internal and external recruiting procedures begin when hiring supervisors and the Human Resources division consider such recruiting is in the best interests of the Organization.Lateral TransferA lateral transfer occurs when an individual is transferred between positions that have the same salary grade and salary range. Staffs who transfers laterally will continue to receive their current rate of pay.
A lateral transfer is a planned event with established outcomes and time lines. If the duration is to be for 3 to 6 months, the transfer is considered to be short-term and the transferee may be returned to their original position. Therefore, the transferee may be replaced in the original position with a temporary substitute. If the duration is to be more than 6 months, the transfer is considered to be long-term and the transferee is not expected to return to their original position. Therefore, the transferee may be replaced in the original position with a regular employee.
Developmental TransferA developmental transfer occurs when an individual is reassigned to a position that has a lower or higher salary grade and range. Developmental transfers are planned events with established outcomes and time lines. They are designed to meet strategic or operational needs and offer job enrichment and enhancement opportunities to gain new skills in order to further ones career with the Agency. Staff who transfers for development purposes will continue to receive their existing rate of pay, supplemented as appropriate to offset additional cost burdens directly attributable to the transfer. Benefits during development transfers adjusted as needed based upon the length and location of the assignment.
DemotionHEC reserves the right to revise an employees job description or change duties in consultation with the employee, at the recommendation of the concerned PM/DD in consultation with HR and approval from CA as a penalty against any misconduct or in case of any disciplinary action against the employee.
In instances where an employee demonstrates that he/she is unable to perform the specified task of his/her assigned position, HEC may, where an alternative position exists for which the employee is qualified, offer the employee the option to take the other position.
In all instances where demotion is considered, the issue must be first discussed and approved by the CA in consultation with HRM division.SeparationLayoffIs the temporary suspension or permanent termination of employment of an employee or (more commonly) a group of employees for business reasons, such as the decision that certain positions are no longer necessary or a business slow-down or interruption in work? Originally the term "layoff" referred exclusively to a temporary interruption in work, as when factory work cyclically falls off. However, in recent times the term can also refer to the permanent elimination of a position.
Termination Misconduct HEC recognizes that the majority of its employees sincerely want to do what is required of them, are willing to accept leadership and follow the policies and procedures. However, when the organizational policies and procedures are infringed upon or misconduct committed, disciplinary action can be taken against the employee. Only departmental supervisor in consultation with HRM and the outside counsel can initiate and recommend disciplinary action with formal approval from CA.What is Misconduct?
Without prejudice to the general meaning of the term misconduct, following are some acts and omissions of misconduct on which disciplinary action can be initiated:
Warning
HEC, in its discretion, may give an employee a written formal warning for committing misconduct. The warning shall be issued by the supervisor in consultation with HR. A copy of the warning will be placed in the employees personal file.
If the employee in question does not show any satisfactory improvement at the end of stipulated time given in the first warning letter, HR department may issue a second and final warning letter, explicitly explaining all the relevant details/allegations and a further time frame for corrective measures to be taken by the employee.
Suspension
During the conduct of inquiry, the concerned employee may be suspended up to four days at a time at fifty per cent of his wages. The suspension order should be in writing; and the total period of suspension cannot exceed four weeks. If the concerned employee is found not guilty by the inquiry committee, then he or she would be entitled to full wages for the period of suspension. The decision to suspend such an employee shall be taken by the HR Director upon the recommendation of the supervisor of the concerned employee.
In all circumstances, an employee may appeal to the CA against suspension.The person who has the authority to award a punishment to an employee is the person who holds the position of the signatory on the employees contract. ResignationAll employees of HEC are employees at-will" and, as such, are free to resign at any time with or without reason. HEC, likewise, retains the right to terminate an employee's employment and compensation at any time in accordance with the laws of Pakistan.
Voluntary Termination/Resignation
Voluntary termination includes, but is not limited to instances in which:
An employee resigns in writing by giving one months notice, or one months gross salary in lieu of notice.
HEC and the employee mutually agree that termination would be in the employee's and the HEC's best interests.
Any annual leave balance that is due to the employee can also be adjusted against the notice period but only at CAs discretion.
Contractual employees liable to give notice as specifically stipulated in their contracts.
Involuntary Termination
The circumstances of an involuntary termination include, but are not limited to, situations in which:
HEC has determined that the need for a position no longer exists.
Employee has reached the retirement age.
Employee commits misconduct.
HEC decides to terminate the employment contract/ appointment letter for any reason whatsoever in accordance with law.
Terminated employee will not be entitled to take accrued leave during the notice period.RetirementsRetirement is the point where a person stops employment completely (or decides to leave the labor force if he or she is unemployed). A person may also semi-retire by reducing work hours. In Higher Education Commission retirement age is 60 Year as per Government of Pakistan rule.Labor Management Relation
In Higher Education Commission is a semi government organization. Its does not have labors as in a factory but we can say the employees relation with management.
There is no communication gap between employees and upper management. Environment is friendly and every one communicate easily.
During internship I observe that employees and management relations are good, not excellent. Approximately Seventy present employees are satisfied with the management and its decisions and thirty present employees not satisfy with the management.
Responsibilities of the HRM Division
1. Arrange an interview with the employee.
2. The recruitment and selection process must be as transparent as possible.3. To find best possible human resource from all over the Pakistan.4. To conduct trainings for newly appointed employees in order to polish their skills and capabilities. 5. To facilitate their employees with best possible medication, accommodation and support services. S.W.O.T ANALYSISAlthough HRM Division is working satisfactorily, yet the room for further improvement is still there. There was no direct failure, but there were certain indirect effects which need immediate attention. Some of key points which need to be addressed are as follows:-
Strength:-
Centralized HR System Confidentiality in HR Process E-Learning and using fast Communication Tools e.g Office Communicators and Video Conferencing device. Strong Monopoly Strictly follow polices & Procedure regarding hiring of Employees.
Highly professional and efficient HR employees.
Employees Benefits (Marriage allowance & Eid Bonuses).
Friendly environment where everyone can adjust easily.Weakness:- Shortage of Staff in Hr divisions. High Turnover Rate because HEC is the place where every new employee get benefit a lot but loyalty rate is low. No retention of employees. HEC has no any program for the retention of employees and skilled employees move from organization. In Higher Education commission there is lack of coordination among divisions and employees of other divisions, which cause work environment tense.Threat:- Changes in Political Environment.
Ministry of Finance Corporate Sector / Autonomous bodies No retention of employee
Opportunities:-
Higher Education Commission can decentralize HR division.
Training development program can be introduced in regional centers. Development of new Technology.
The nature of work and demand for skills in changing in Pakistan and employment.
CONCLUSIONAt the end we can evaluate that there is need to bring changes in HR Department for the improvement in operation for the betterment of the organization, new employees should be appointed to overcome the staff deficiency, in order to maximize / enhance effective work and better results.
There is not Management Information System (MIS) and Integrated Software's, such as, SAP. The Proper training facilities should be provided to the Staff as well as Officers, so that they can work more efficiently and packages should be given to employees keeping in view their performance and commitment towards their work. In order to survive in a competitive environment, HRM Division may flourish its infrastructure and get output from employees according to their job description.
Compensation is a tool used by management for a variety of purposes to further the existence of the company. Compensation may be adjusted according the business needs, goals, and available resources. The reason behind High Turnover is Tradition Compensation System rather than Performance Based Pay System.
RECOMMENDATIONSHuman Resource Division of HEC is performing very well with its limited infrastructure and a very short manpower. Following are some recommendations which are
