4. COMPANY NAME
EMPLOYEE MANUAL SECTION 2.0 Page No : 2 of 20
INTRODUCTION AND SCOPE
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
Introduction: HRD department of Jaslok Company & Research Center is concerned with the
“people” dimension in the management and is responsible for
Formulating and monitoring administrative policies such as payment, leave, holidays,
working hrs
Comply with regulatory requirement related to employees
Addressing grievance of employees and their redressal
Taking disciplinary action against employees if needed
Co-ordinating with other departments for timely appraisal of employees
Scope:
Various aspects relating to employee policies, employer-employee relations and rules /
regulations governing employment as defined and followed by the management of
COMPANY NAME are detailed in this Employee Manual.
Unless otherwise specified, the rules, regulations and policies as mentioned in this
document will be applicable to all the employees of the Company.
Responsibility:
The Head HRD is responsible for implementing various policies as defined by the
management from time to time as also communicating the same to all the employees.
The Head HRD is responsible for maintaining and incorporating changes to this
document.
General:
All employees of the Company are advised and encouraged to read this Employee
Manual in detail.
The Company also follows a system wherein significant employee related policy
changes are displayed on the notice board for the purpose of communication to all
employees
5. COMPANY NAME
EMPLOYEE MANUAL SECTION 2.0 Page No : 3 of 20
Objective & Organization
Chart
Rev. No : 0
Date : 01-01-2007
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Objective: To acquire, provide retain and maintain competent people in right numbers to meet
the need of the patient served by the Company.
Organization Chart:
(Note: GM HRD reports to Executive Director of the Company)
GM HRD
(1 NOS)
HELPER &
ATTENDANT
(3 NOS)
PERSONAL
OFFICER
(1 NOS)
Sr. CLARK
(1 NOS)
CLARK
TYPEST
(2 NOS)
Sr. TIME
KEEPER
(2 NOS.)
PERSONAL
ASSISTANT
(1 NOS)
TIME
KEEPER
(2 NOS)
7. COMPANY NAME
EMPLOYEE MANUAL SECTION 3.0 Page No : 4 of 20
HUMAN RELATIONS
POLICY
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
3.1 The management of COMPANY NAME is committed to good employee relations and
adherence to various relevant statutory requirements.
3.2 The Company has defined its Code of Conduct with respect to employee relations as
under:
HUMAN RELATIONS POLICY
The management of COMPANY NAME recognizes that intellectual capital is a key
element in achieving the Company goals and is committed to adopting and
implementing the following code of conduct with respect to employee rights and
relations at all levels in the Company:
The Company will not discriminate on the basis of race, caste, creed, national
origin, gender, religion, disability, union membership or political affiliation
The Company will not interfere in the right of the employee to observe tenets or
practices based on of race, caste, creed, national origin, gender, religion, disability,
union membership or political affiliation
The Company will not allow sexually coercive, threatening, abusive or exploitative
behavior
The management will not indulge in or permit the use of corporal punishment,
mental or physical coercion or verbal abuse
The management will comply with all the relevant statutory regulations relating to
employee and worker rights
The management will strive to continuously improve employee skills and knowledge
through training and constructive feedback.
9. COMPANY NAME
EMPLOYEE MANUAL SECTION 4.0 Page No : 5 of 20
JOB DESCRIPTION
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
The required job specifications and job description are well defined for all categories of staff
Different categories of the staff are
Class IV
1) Ward Boys / Helpers
2) Safai Kamgar
3) Ayah
4) Attendant
5) Assistants
Class III
1) Clerical Staff
2) Technician
3) Assistants
4) Supervisors
Roles and responsibilities of other office staff are maintained in respective departments
10. COMPANY NAME
EMPLOYEE MANUAL SECTION 4.0 Page No : 6 of 20
JOB DESCRIPTION
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
Duties of different categories of staff are mentioned below.
DUTIES OF WARDBOYS/ AYABAI
To help in scrubbing and cleaning the wards, Pantry, Passages and equipments.
To clean walls, windows, floors ceiling of veranda, living rooms, sitting rooms, dining
room etc.
To Dust furniture, equipments and other articles in the
wards/floors/departments/Pantries etc.
To clean stoppers, hinges of windows and doors and other articles in the
wards/floors/departments.
To scrub and clean the utensils in the floors/departments.
To tape beds or roiling the beds.
To carry patients on stretchers and wheel chairs and to carry the folders and documents
to different wards/departments and bring them back.
To take/carry messages and papers of different wards/departments.
To carry mattresses to and from the wards for sterilization and/or refilling.
To carry dressing drums for sterilization and to bring them back to the floors.
To help in serving food.
To serve the tea and water in the wards/ departments.
To help Nursing Staff for receiving the store items, linen, medicine etc.
To help the sisters in sorting out, counting and arranging linen in cupboards and taking
and giving linen to the linen suppliers.
To help the sisters in checking articles etc.
To bring articles and medicines from General Stores and Drug stores to the
floors/wards/departments.
11. COMPANY NAME
EMPLOYEE MANUAL SECTION 4.0 Page No : 7 of 20
JOB DESCRIPTION
Rev. No : 0
Date : 01-01-2007
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To scrub and clean sinks, wash basins etc.
To clean water heaters, geysers, gas rings etc.
To scrub and clean hand and foot baths.
To help in carrying dead bodies to the mortuary.
To help patients in their baths.
To place screens around beds and curtains on windows whenever necessary.
To help the Doctors in doing lamber puncher.
To take dressing trolleys to the bed sides whenever required in surgical wards.
To help the medical officer and nursing staff for dressing and preparation of patients for
operation.
To help the medical officer in the application of splints, appliances, putting on and
removal or plaster of paris.(mainly done in Casualty & O.T. )
To help and do whatever work and whenever necessity arises in the pantry.
To be properly and neatly dressed in the uniforms and wear Identity Card.
To make yourself generally useful to the staff under whom you are working, according
to the departments concerned.
To do any other work given by superiors from time to time.
He / She will be transferred to any other floor/ward /department according to the
requirement of the Organization.
DUTIES OF THE SAFAI KAMGAR
To help in scrubbing and cleaning the Floors passages.
To Wash the soiled linen (such as Omitting , blood and loose motion linen)
To help nurses in the treatment of bladre and rectal cases.
12. COMPANY NAME
EMPLOYEE MANUAL SECTION 4.0 Page No : 8 of 20
JOB DESCRIPTION
Rev. No : 0
Date : 01-01-2007
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To give bed-pans and Urinals to patients promptly when they are needed to clean and
wash the patients and to remove the bed-pans urinals when done with.
To remove all refuse and soiled dressings.
To sorting out linen and also help in C.S.S.D. work.
To help ward attendants in carrying the dead bodies to mortuary.
To help ward attendance in constantly keeping ward floors, walls, windows etc. clean.
To scrub and clean the lavatories, bath rooms, bed pans, spittoons etc.
To help the nursing staff in washing cleaning and driving mackintosh.
To boil baby napkins before washing.
To take specimens and other materials to the Pathology and other Departments.
To Scrub the staircases.
To make themselves generally useful to the nursing and to other staff in their way,
according to the ward or department concerned.
To help and carryout all the necessary works that will be required by the Nursing Staff
as well as any other Staff according to the requirement of the Ward and the Department.
14. COMPANY NAME
EMPLOYEE MANUAL SECTION 5.0 Page No : 9 of 20
WORK HOURS
AND HOLIDAYS
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
5.1 The different shift timings are given below:
5.2 All the employees are required to register their attendance in the register maintained for
the same or by punching the swipe cards issued to them.
5.3 All employees of the Company are served with tea, twice in a day once in the morning
and once in the afternoon
5.4 The lunch timings for various employee categories are as follows:
Lunch / Dinner Hrs for all are spread between 12.30 to 2.30 pm & 7.00 to 8.00 pm
respectively. Considering the shift timings and exigencies of work an employee is allowed
CODE
NO.
IN OUT CODE
NO.
IN OUT
47 5.30 13.30 21 12.00 20.00
1 6.00 14.00 22 12.00 16.00 Half day
2 6.00 10.00 Half day 44 12.00 19.00
3 7.00 15.00 46 13.00 20.00
4 7.00 11.00 Half day 23 13.00 21.00
5 7.00 14.00 24 13.00 17.00 Half day
6 8.00 15.00 25 14.00 22.00
7 8.00 12.00 Half day 26 14.00 18.00 Half day
8 8.00 16.00 27 15.00 22.00
48 8.00 16.30 CT Scan /
MRI
28 15.00 19.00 Half day
11 9.00 17.00 29 15.00 23.00
12 9.00 13.00 Half day 49 16.30 08.30
13 9.00 16.00 50 17.00 21.00 Half day
15 10.00 17.00 30 18.00 22.00 Half day
16 10.00 14.00 Half day 32 22.00 07.00
17 10.00 18.00 43 22.00 06.00
18 11.00 19.00 33 23.00 07.00
19 11.00 15.00 Half day 51 23.00 03.00 CSSD
45 11.00 18.00
15. COMPANY NAME
EMPLOYEE MANUAL SECTION 5.0 Page No : 10 of 20
WORK HOURS
AND HOLIDAYS
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
to avail half an hour lunch break. The employees directly involved in the patient care,
adjust their lunch / dinner timings with their colleagues as per requirement.
The employees directly involved in the patient care, adjust their lunch / dinner timings
with their colleague as per requirement
5.5 Late Attendance: All employees are required to report for their duties at the scheduled
starting time of the shift. Employees are allowed a ten minutes grace period as
concession for reporting to their duties.
5.6 Employees in the general shift have Sunday as weekly holiday. Employees working in
shifts have weekly holiday on rotational basis.
5.7 Twelve public holidays (paid holidays) are declared by the management at the beginning
of the calendar year and communicated to all employees.
17. COMPANY NAME
EMPLOYEE MANUAL SECTION 6.0 Page No : 11 of 20
LEAVE RULES
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
6.1 Privilege Leave
6.1.0 Employees are eligible for privilege leave in a calendar year and is given on a prorate
basis for the days worked in the previous year.
For two categories of employee, Privilege leave applicable is given below
Employee Joined Employee Joined
after July 99 before July 99
Privilege Leave 21 30
Causal Leave 7 15
Sick Leave 7 15
6.1.1 Above mentioned leaves are applicable for the financial year 1st
April – 31st
March. An
employee whose service commences during the year is for privilege leave on a prorate
basis.
6.1.2 The privilege leave can be availed on any number of occasions during the calendar
year. However, in case of an employee falling sick and wishing to adjust his / her sick
period against the privilege leave, the same shall be allowed.
6.1.3 Application for privilege leave should be made in writing addressed to the concerned
department head at least ten (10) days before the date of leave commencement.
6.1.4 Privilege leave can be accumulated upto a maximum of 63 days for employee joined
after July 99 & 120 days for employee joined before July 99. In case any employee is
likely to be exceeding the maximum accumulation limit of days on the first (1st
) of April,
he / she should encash such Privilege Leave.
6.1.5 Employees shall be allowed to encash the privilege leave keeping ten (10) days
privilege leave balance in his / her credit.
6.1.6 There is no limit for availing a ‘minimum number of privilege leave (days)’ during a year.
6.1.7 Sanctioning of privilege leave is at the discretion of the management.
18. COMPANY NAME
EMPLOYEE MANUAL SECTION 6.0 Page No : 12 of 20
LEAVE RULES
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
6.1.8 For calculation of leave encashment (of privilege leave), Basic, DA & HRA will be
considered.
6.2 Maternity Leave
Married women employees of the Company are entitled for ninety days maternity leave.
6.3 Paid Holidays
6.3.1 As indicated in Section 4.7 of this Manual, all employees are entitled for twelve (12) paid
holidays in a calendar year (‘referred to as Public Holidays).
6.3.1 Any worker who is required to work on a ‘Public Holiday’ shall receive additional
compensation at the rate as defined and communicated by the management from time
to time. Office staff shall be entitled for ‘compensatory-off’ and two times the salary in
case they are required to work on a ‘Public Holiday’.
6.4 Leave without Pay
‘Leave without pay’ shall be sanctioned to employees at the discretion of the
management.
6.5 Procedure for Leave Application
All leave should be authorized by concerned Department Heads and employees should
ensure that their leave cards are filled in advance before they proceed on leave. Leave
cards are maintained and available in the HRD (Human Resource Department)
20. COMPANY NAME
EMPLOYEE MANUAL SECTION 7.0 Page No : 13 of 20
SALARIES AND WAGES
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
7.1 Disbursement of Salaries and Wages
7.1.1 Employees shall be paid their salaries / wages on the sixth (6th) day of the subsequent
calendar month.
7.1.2 If the sixth (6th
) day of the calendar month falls on a Sunday or holiday, the salary /
wages shall be disbursed before 6th
day.
7.1.3 All employees shall be provided with a computer generated pay slip and disbursement
of their salary is done directly into bank account.
7.2 Overtime
7.2.1 Workers who work beyond their normal scheduled duty hours are entitled for overtime
Wages twice the basic, DA & HRA.
7.3 Employees Provident Fund Scheme (EPF)
7.3.1 All employees who are covered under the Provident Fund Act.
7.3.1 The employee contribution towards PF will be 12% of basic salary & DA drawn per
month while the employer’s contribution towards PF will be 12% of basic salary & DA
drawn per month.
7.5 Gratuity and Ex-gratia
7.5.1 Gratuity will be applicable as per the Gratuity Act for all permanent employees
completing 5 years of continuous service in the Company
7.5.2 Ex-gratia is applicable to permanent employees.
Ex-gratia is calculated as 13.5 % of BASIC+DA+HRA
22. COMPANY NAME
EMPLOYEE MANUAL SECTION 8.0 Page No : 14 of 20
RECRUITMENT AND
APPRAISAL
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
8.1 Recruitment
8.1.1 The rules and regulations governing recruitment of personnel are as follows:
No person shall be recruited without the sanctioned requisition from management.
The Executive Director / CEO shall sanction the additional ‘temporary requirement of
manpower’
Clearance certificate related to criminal background shall be obtained from
authorities such as police/ district magistrate in case of badli workers.
The credentials of the medical professional such as education, registration, training
and experience is evaluated. (as permitted by law to provide patient care)
The credentials of the nursing staff such as education, registration, training and
experience is evaluated. (Indian Nursing Council Act. 1947) to provide patient care.
The selection committee should conduct the interview of the prospective candidate
and duly fill up the interview assessment form.
In case of position of Officers and above category, the candidates shall be finally
interviewed by the Executive Director/ CEO.
The salary shall be finalized by the Executive Director / HRD based on the prevailing
pay scales of the Company.
8.2 Personnel Records
8.2.1 Personnel records as detailed below will be maintained for all employees in separate
files:
Application Form
Interview form
Appointment Letter
Fitness / Medical Report
Nomination form for provident fund
Confirmation letter
Age Proof
Photograph
Document regarding disciplinary action
23. COMPANY NAME
EMPLOYEE MANUAL SECTION 8.0 Page No : 15 of 20
RECRUITMENT AND
APPRAISAL
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
Documents regarding appraisal, training, awards, rewards, application (if any) that
the particular employee has given
Any other document regarding that particular employee
8.2.2 NEW EMPLOYEE ORIENTATION
Orientation is a formal welcoming process that is designed to make the new employee
feel comfortable, be informed about the Company, and be prepared for their position.
New employee orientation is conducted by a HR representative, and includes an
overview of the Company history, an explanation of the Company Vision, Mission;
Quality Policy and objectives. In addition, the new employee will be given an overview
of service standard of the Company, employment polices, benefits, and other relevant
issues.
Employees are presented with all codes, keys, and procedures needed to navigate
within the workplace. The new employee’s supervisor then introduces the new hire to
relevant staff of the Company, reviews their job description and scope of position,
explains the Companys evaluation procedures, and helps the new employee get started
on specific functions. The new employee is also made aware about his rights.
8.3 Employee Exit
8.3.1 Exit interview will be conducted by the Department head and if required by the GM
(HRD).
8.3.2 If an employee wishes to leave the organization, he / she has to inform respective
Department head in writing one month before proposed date of leaving the job.
8.3.3 In case an employee leaves the Company, without serving a notice period of one
month, an equivalent (one month) notice pay will be deducted from his final claim
amount.
8.3.4 The respective Department head will take on responsibility for receiving resignation
letter and forward it to management for approval.
8.3.5 The HRD department will take on responsibility for the following activities.
Completion of Provided fund formalities.
24. COMPANY NAME
EMPLOYEE MANUAL SECTION 8.0 Page No : 16 of 20
RECRUITMENT AND
APPRAISAL
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
Calculation of final claim amount and informing employee about when & how the
same will be settled
Issue of Experience Certificate and Salary Certificate (if required by employee in
writing)
8.4 Performance Appraisal System
8.4.1 Performance of employees will be evaluated as per the following schedule:
After completion of probation period
End of every calendar Year (all employees)
8.4.2 The appraisal forms are distributed by the Personnel Department to different department
heads one month in advance.
8.4.3 Increments:
The annual increment shall be given to the employees only once in a year i.e. on 1st
April of every year.
The concerned Department head shall evaluate the employees’ performance for the
year as per the prescribed format of appraisal.
Periodical settlement between management & union about revision of salary and
other services condition take place.
The Management Decision in respect of Annual Increment is final
26. COMPANY NAME
EMPLOYEE MANUAL SECTION 9.0 Page No : 17 of 20
GENERAL RULES AND
REGULATIONS
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
9.1 Employee shall not at any time, without the consent in writing of the Company, divulge
or make any matters public, relating to the Company's transaction or dealings which are
confidential in nature.
9.2 Redressal of Grievances:
It is the responsibility of Department Heads to ensure that various genuine grievances of
employees reporting to them are resolved immediately. If required, they may also take
the assistance of GM (HRD) in this regard.
Employees can also provide suggestions in the boxes provided for the same and
discuss other relevant issues / concerns during the ‘management – union representative
meetings held as per requirement.
9.3 Disciplinary Action:
Wherever required, the Company shall initiate appropriate disciplinary action against
employees on grounds of habitual absenteeism, late coming, misbehavior, theft, etc. in
accordance with the procedure of the Model Standing Orders.
9.3.1 The concerned employee against whom disciplinary action has been taken, can appeal
to appellate authority.
9.3.2 The Company has designated appellate authority to consider appeals in disciplinary
cases.
9.3.3 Smoking or consumption of alcohol within the Company and office premises is
prohibited.
9.3.4 All employees are required to follow the health and safety procedures as defined and
communicated by the Company from time-to-time.
9.4 Emergencies Arising due to Accidents:
If an employee meets with an accident while on duty during the course of employment,
he/she shall be treated in the Company.
28. COMPANY NAME
EMPLOYEE MANUAL SECTION 10.0 Page No : 18 of 20
TRAINING AND
DEVELOPMENT
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
10.1 The Company believes that human resource is the most important resource. They are
assets for effective and efficient functioning of the Company. The aim of the Company is
to recruit right numbers of personnel with adequate competency. In order to raise the
skill levels and improve performance of the employee, training and development is
considered as important factor. Through training and development the Company
provides the opportunity to the employees to advance personally and professionally.
10.1.1 Training and development programme leads to
improve quality of health care service
achieve Company goals
improve Company climate
Improve health safety of employee.
The Company has ongoing programme for professional training and development of the
staff. Staff members, students are adequately trained on specific job duties and
responsibilities related to safety.
10.1.2 Training / orientation programmes conducted by the Company to relevant employees
include
Orientation to employees about services offered by the Company
Roles and responsibilities of the employees
Management of patients during non availability of beds.
Patient Care including vulnerable group
Protection of Patients Rights
Health & safety (Laboratory, Radiation, fire and non fire emergency, use of PPE, mock
drill
Infection Control
29. COMPANY NAME
EMPLOYEE MANUAL SECTION 10.0 Page No : 19 of 20
TRAINING AND
DEVELOPMENT
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
Sentinel Events
Advance / Basic Life Support (CPR)
Use of blood and blood products
Criteria for the admission of patient to ICU & HDU
Restraint Technique
End of Life Care
Use of Medical Equipments
Conducting Internal Audits
31. COMPANY NAME
EMPLOYEE MANUAL SECTION 11.0 Page No : 20 of 20
ANNEXURES
Rev. No : 0
Date : 01-01-2007
CONTROLLED DOCUMENT APPROVED BY SIGN
11.1 LIST OF RECORDS
Record Number Title Retention Period
EM-RN-001
Employee Leave Records
3 YEARS
EM-RN-002
Interview Assessment Form
3 YEARS
EM-RN--003 Personnel Records
3 YEARS AFTER
EMPLOYEE LEFT
SERVICE
EM-RN-004
Minutes of ‘Management-Worker Council’
Meetings
5 YEARS
