HRD Circular Modules & Dignified Work Place
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PREFACE
Human Resource management is a dynamic and complex and as such no definite and precise tools can be provided to handle different issues relating to human resources. The problems and issues of different establishments would be of different nature and could be unique. The tools and devices designed by the HRJPersonnel Professionals may become absolete due to the dynamic nature of the issues. What is good and appropriate today may not be right solution or approach tomorrow. Therefore, HR managers have to hone their skills, upgrade their knowledge, learn from their experience and from others and will have to be ever vigilant to the changes taking place in their environment and also in the global scenario., As a HR professional in all the assignments which I have handled found that generally every issue or a problem relating to human resource would be different in nature and even when they are identical the solutions will have to be different. However, I have to realize that there are certain issues, behaviours, trends, procedure, laws and practices relating to human resource management are common in application with minor variations depending on the nature of the industry.
This fact of the issue has made me to compose different types of notices/ Circulars and internal memorandum relating to certain common issues handled by HR professionals day in and day out. The content of these documents composed by me refers to facts relating to real and practical life situations existing in almost all establishments. These facts may be slightly different in some of the establishments due to the nature of the activities carried out in that establishment or the composition of the human resources. The formats composed are not unique and can be composed by an experienced HR- practitioner but I would like to submit that the valuable time which will have to be spent by a HR - Practitioner to compose these documents could be saved by referring to these readily available compilations. Further, the risk of omitting some of the vital information's in the documents can be avoided by referring to these readymade formats. For the experienced HR - practitioners the formats would be useful as referrals and for the freshers it would be useful as a guideline and also will provide a insight into the HR practices.
The compilation is done mostly based on my experience, some are innovative, some came extempore and the rest are selected from professional circles. However, none of these compilations are a reflection on any of the company or industry, but are of generic in nature. If there is any similarity then it is only an accident.
I cannot forget the help rendered by my senior friends, colleagues and others in composition of this book. Some of my senior friends helped me in editing, reviewing, in presentation and given suggestions in making this book a valuable one. At this juncture it is my pleasent duty to acknowledge with a great sense of gratitude the assistance and the help I received from Mr. K.G. SAlva, K.M. Mathew, and Ms. Indu. My sincere thanks to my colleagues Mr. J.P. Muralidhar , Shanmugam and Mr. Guruprasad. Thanks are also due to Mr. R.K. Sharma, who helped me in the publication of this treatise. I am indebted to Shri B.C. Prabhakar leading advocate who always inspires me for such works, for his valuable foreward, which I accept as grace.
I shall be failing in my duty if I do not express my heartiest and sincere thanks to my wife Padma my children Anand and Sweta who have allowed me time to complete this book. All suggestion for improvements and objective criticism are welcome and accepted with all humility.
Ram K Navaratna
INDEX
HRD CIRCULAR MODULES AND DIGNIFIED WORKPLACE
I. DISCIPLINE
1. Late A ttendance
2. Exit Procedure
3. Wasting of time & loitering
4. Excess leave availment
5. Untoward Incident
6. Organisational Behaviour
7. Marriage Attendance
8. About Cleanliness
II. GENERAL
9. Bundh
10. Address & Photograph
11. Excursion
12. Karnataka Bundh
13. Smooth & Slow Driving
14. General Rules
15. Development Committee
16. Improvement Committee
17. Extra Curricular activities
18. Voluntary Retirement Scheme
19. Office neatness
20. Cost Reduction
21. Cleanliness
22. Missing of articles
III. PRODUCTION
23. About Supervisory Staff
24. Supervisory Precautions
25. Quality and Quantity ofProduction
26. Target achievements
IV MOTIVATION
27. Confirmation of Employment
28. Trade Test
29. Ex - gratia Payment
30. Performance Appraisal
31. Training Programmes
32. Annual Review
33. Scholarship for Employees Children
34. On ISO Training
3S. Conversion of operators
36. ON site Emergency
37. Bus pass
38. Festival advance
39. Grant to the distress
40. Jnana bhandar
41. Appreciation Cheque
V WELFARE
42. Lunch Room
43. Bus Service
44. Executive Canteen
45. Adult education
46. Company Employees Welfare Fund
.47. ' Utilisation of Uniforms, Nets and Shoes
48. Refreshment at canteen
49. Lady Welfare Officer
50. Canteen Committee - Minutes
51. Employees Marriage Reception
52. Educational Aid
53. Leave Regulations.
54. Baby Care
VI LEGAL PROVISION
55. Overtime Provisions
56. Income Tax Deduction
57. Professional Tax Deduction
58. Strike - Warning, Stoppage of Operation
59. Unauthorised Meeting
60. Factory Status - Notice
61. Employees Pension Fund Wage Ceiling
VII INDUSTRIAL RELATIONS
62. Shititing of Factory
63. Thrift work culture
64. Unauthorised entry in workplace
65. Duties & Obligation of workman
66. Misleading
67. Outside Leadership
68. Dos and Donts for Workers
69. Procedure for redressal of Grievances
70. . Check off System
VIII. SECURITY / ACCIDENT
71. Changing of Security Agency
72. Talk on Aids
73. Fire Accident an appreciation
74. Safety Regulations and Prevention of Accidents
75. Medical/Accident Insurance
76. General Regulations
77. No Accident Bonus
IX. SYSTEM
78. Usage of Telephone Facility
79. Suggestion Scheme
80. Internal Appointment
81. Change of Token Numbers.
82. Introduction of Punching clock
X. OTHERS
83. Achievement of the year
84. Drawal of Petrol from Company Bunk
85. Condolence
86. Condolence Concern
87. Overheads Control
88. Founders Day Celebration
89. Model circular
90. Environmental Policy
91. Independence Day Celebration
92. Sale of Furniture Items
93. Tax Benefits on Small Savings Schemes at glance
94. Standards for Contractors & Supplier by buyer company
95. Leave Travel Allowance
XI COMMUNICATION
96. House Journal
97. Values of Company
98. Smoking Chewing
99. Stoppage of operations
XII POLICIES
100. Quality Policy
101. Health & Safety Policy
102. Safety & flealth Policy
103. Environmental Health & Safety Policy
104. Internet Policy
105. Model Pay Slip
106. Training Policy
107. Uniform, Shoes Policy
XIII. WAGE & SALARY
108. Salary reduction
109. Dearness allowance
PART II
DIGNIFIED WORKPLACE
1. Supreme court on sexual harassment
2. What is Sexual Harassment
3. Whom do these guidelines apply
4. Preventive steps
5. Complaints procedure
6. Disciplinary Action
7. Other provisions of the guidelines
8. Existing laws in india which can be used in case of sexual harassment
9. Sexual Harassement - Myths and facts
10. Complaints committee
11. Sexual Work Place harassment policy
12. Dignified Work place - Facing the challenge
Human Resource management is a dynamic and complex and as such no definite and precise tools can be provided to handle different issues relating to human resources. The problems and issues of different establishments would be of different nature and could be unique. The tools and devices designed by the HRJPersonnel Professionals may become absolete due to the dynamic nature of the issues. What is good and appropriate today may not be right solution or approach tomorrow. Therefore, HR managers have to hone their skills, upgrade their knowledge, learn from their experience and from others and will have to be ever vigilant to the changes taking place in their environment and also in the global scenario., As a HR professional in all the assignments which I have handled found that generally every issue or a problem relating to human resource would be different in nature and even when they are identical the solutions will have to be different. However, I have to realize that there are certain issues, behaviours, trends, procedure, laws and practices relating to human resource management are common in application with minor variations depending on the nature of the industry.
This fact of the issue has made me to compose different types of notices/ Circulars and internal memorandum relating to certain common issues handled by HR professionals day in and day out. The content of these documents composed by me refers to facts relating to real and practical life situations existing in almost all establishments. These facts may be slightly different in some of the establishments due to the nature of the activities carried out in that establishment or the composition of the human resources. The formats composed are not unique and can be composed by an experienced HR- practitioner but I would like to submit that the valuable time which will have to be spent by a HR - Practitioner to compose these documents could be saved by referring to these readily available compilations. Further, the risk of omitting some of the vital information's in the documents can be avoided by referring to these readymade formats. For the experienced HR - practitioners the formats would be useful as referrals and for the freshers it would be useful as a guideline and also will provide a insight into the HR practices.
The compilation is done mostly based on my experience, some are innovative, some came extempore and the rest are selected from professional circles. However, none of these compilations are a reflection on any of the company or industry, but are of generic in nature. If there is any similarity then it is only an accident.
I cannot forget the help rendered by my senior friends, colleagues and others in composition of this book. Some of my senior friends helped me in editing, reviewing, in presentation and given suggestions in making this book a valuable one. At this juncture it is my pleasent duty to acknowledge with a great sense of gratitude the assistance and the help I received from Mr. K.G. SAlva, K.M. Mathew, and Ms. Indu. My sincere thanks to my colleagues Mr. J.P. Muralidhar , Shanmugam and Mr. Guruprasad. Thanks are also due to Mr. R.K. Sharma, who helped me in the publication of this treatise. I am indebted to Shri B.C. Prabhakar leading advocate who always inspires me for such works, for his valuable foreward, which I accept as grace.
I shall be failing in my duty if I do not express my heartiest and sincere thanks to my wife Padma my children Anand and Sweta who have allowed me time to complete this book. All suggestion for improvements and objective criticism are welcome and accepted with all humility.
Ram K Navaratna
INDEX
HRD CIRCULAR MODULES AND DIGNIFIED WORKPLACE
I. DISCIPLINE
1. Late A ttendance
2. Exit Procedure
3. Wasting of time & loitering
4. Excess leave availment
5. Untoward Incident
6. Organisational Behaviour
7. Marriage Attendance
8. About Cleanliness
II. GENERAL
9. Bundh
10. Address & Photograph
11. Excursion
12. Karnataka Bundh
13. Smooth & Slow Driving
14. General Rules
15. Development Committee
16. Improvement Committee
17. Extra Curricular activities
18. Voluntary Retirement Scheme
19. Office neatness
20. Cost Reduction
21. Cleanliness
22. Missing of articles
III. PRODUCTION
23. About Supervisory Staff
24. Supervisory Precautions
25. Quality and Quantity ofProduction
26. Target achievements
IV MOTIVATION
27. Confirmation of Employment
28. Trade Test
29. Ex - gratia Payment
30. Performance Appraisal
31. Training Programmes
32. Annual Review
33. Scholarship for Employees Children
34. On ISO Training
3S. Conversion of operators
36. ON site Emergency
37. Bus pass
38. Festival advance
39. Grant to the distress
40. Jnana bhandar
41. Appreciation Cheque
V WELFARE
42. Lunch Room
43. Bus Service
44. Executive Canteen
45. Adult education
46. Company Employees Welfare Fund
.47. ' Utilisation of Uniforms, Nets and Shoes
48. Refreshment at canteen
49. Lady Welfare Officer
50. Canteen Committee - Minutes
51. Employees Marriage Reception
52. Educational Aid
53. Leave Regulations.
54. Baby Care
VI LEGAL PROVISION
55. Overtime Provisions
56. Income Tax Deduction
57. Professional Tax Deduction
58. Strike - Warning, Stoppage of Operation
59. Unauthorised Meeting
60. Factory Status - Notice
61. Employees Pension Fund Wage Ceiling
VII INDUSTRIAL RELATIONS
62. Shititing of Factory
63. Thrift work culture
64. Unauthorised entry in workplace
65. Duties & Obligation of workman
66. Misleading
67. Outside Leadership
68. Dos and Donts for Workers
69. Procedure for redressal of Grievances
70. . Check off System
VIII. SECURITY / ACCIDENT
71. Changing of Security Agency
72. Talk on Aids
73. Fire Accident an appreciation
74. Safety Regulations and Prevention of Accidents
75. Medical/Accident Insurance
76. General Regulations
77. No Accident Bonus
IX. SYSTEM
78. Usage of Telephone Facility
79. Suggestion Scheme
80. Internal Appointment
81. Change of Token Numbers.
82. Introduction of Punching clock
X. OTHERS
83. Achievement of the year
84. Drawal of Petrol from Company Bunk
85. Condolence
86. Condolence Concern
87. Overheads Control
88. Founders Day Celebration
89. Model circular
90. Environmental Policy
91. Independence Day Celebration
92. Sale of Furniture Items
93. Tax Benefits on Small Savings Schemes at glance
94. Standards for Contractors & Supplier by buyer company
95. Leave Travel Allowance
XI COMMUNICATION
96. House Journal
97. Values of Company
98. Smoking Chewing
99. Stoppage of operations
XII POLICIES
100. Quality Policy
101. Health & Safety Policy
102. Safety & flealth Policy
103. Environmental Health & Safety Policy
104. Internet Policy
105. Model Pay Slip
106. Training Policy
107. Uniform, Shoes Policy
XIII. WAGE & SALARY
108. Salary reduction
109. Dearness allowance
PART II
DIGNIFIED WORKPLACE
1. Supreme court on sexual harassment
2. What is Sexual Harassment
3. Whom do these guidelines apply
4. Preventive steps
5. Complaints procedure
6. Disciplinary Action
7. Other provisions of the guidelines
8. Existing laws in india which can be used in case of sexual harassment
9. Sexual Harassement - Myths and facts
10. Complaints committee
11. Sexual Work Place harassment policy
12. Dignified Work place - Facing the challenge
