Service Rules

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The Rules contained in this manual will supersede all earlier services conditions, and come into force from 01/01/2009.

Definitions

“Board of CHETANA CHILD & WOMAN WELFARE SOCIETY ” means the supreme governing and administrative body of CHETANA CHILD & WOMAN WELFARE SOCIETY duly created as a society/trust.
“Employee” means a person wholly employed by (CHETANA CHILD & WOMAN WELFARE SOCIETY) for the time being, exclusively for and in connection with the work undertaken by (CHETANA CHILD & WOMAN WELFARE SOCIETY) and subject to direction of (CHETANA CHILD & WOMAN WELFARE SOCIETY).

Any person engaged as learner, trainee or intern, with or without a stipend solely for the purpose of learning or training or for being trained, whether for employment or not, for a short specified period not exceeding two years, shall not be deemed to be an employee.

Applicability

a) This manual will fully and totally substitute all existing conditions of service and work of all employees.
b) The contents hereof shall apply to all employees/volunteers of (CHETANA CHILD & WOMAN WELFARE SOCIETY), unless any specific provisions not consistent with this manual are explicitly made in the letter of appointment or contract.
 

Classification of Employees

“Permanent” employee is an employee who has been appointed on a permanent basis through a letter of appointment under the signature of the Executive Director, and includes an employee who having completed his/her period of probation has been confirmed as a permanent employee.
“Probationer” is an employee who is provisionally employed with a view to fill a permanent post or a temporary post, but is for the time being under trial or observation testing his/her capacity, conduct, character, etc. for a period of six months. The services of a probationer can be terminated with out any notice.
“Casual” employee is one who is engaged for work of a casual nature and/or intermittently. This includes a person engaged to fill a short duration requirement arising out of a permanent or a temporary employee or a probationer remaining absent for any reason whatsoever, or against a casual increase in work.
“Contractual” employee is one who is contracted for a specific project. The contract period is usually for 1 year subject to renewal depending on the performance appraisal at the end of the year and the availability of resources.

A. APPOINTMENTS

a) All appointments shall be made in the name of (CHETANA CHILD & WOMAN WELFARE SOCIETY) under the signature of the Secretary/Executive Director. No letter of appointment issued otherwise than in accordance hereof shall be held valid or binding on (CHETANA CHILD & WOMAN WELFARE SOCIETY).
b) Where it is intended to fill a position, the appointee shall be required to serve on probation for an initial period not exceeding 6 months. The Secretary/Executive Director, can however in his/her sole discretion, waive or reduce such a period of probation. This can further be extended up to a period of not more than 3 months, if necessary, at the sole discretion of the Executive Director.
c)
If the services of the probationer are found unsatisfactory, it may be terminated at the end of the initial or any extended period of probation and before being admitted to regular employment. This can be done at the discretion of the Executive Director.

Assignment of work and duties

The reporting relationship, and/or designations/job titles and the nature of duties/work/project/assignment of each employee will be as may be determined from time to time. The designation/job titles do not indicate or determine the duties or the nature of assignments. The job titles or various categories of jobs assigned to employees are only illustrative and new/additional profiles may be added as and when required.

All employees will be expected to work across programs.

Increments and promotions

a) Promotions will be allowed entirely to meet the staffing needs of (CHETANA CHILD & WOMAN WELFARE SOCIETY), and cannot be claimed as a matter of right. Promotions and increments of an employee will depend on the performance in his/her work, ability, capacity and demonstrated commitment to the organization – its interests, mission and strategy in discharge of his duties and program funding.
b)
The Secretary/Executive Director will be the final executive authority to judge these factors. Additionally, in deciding on promotions, availability of higher positions will be an essential condition.
c)
Employees will be sanctioned increment usually on an annual basis. Increment shall not be taken as a right and is dependent on the availability of funds. The annual performance appraisal report and the availability of funds will be taken into account when deciding on increments.
d)
Employees who perform their duties exceptionally well or undertake additional responsibilities may be granted additional increments(s). The Secretary/Executive Director will judge the annual performance appraisal reports.

Salary/Wages

a) (CHETANA CHILD & WOMAN WELFARE SOCIETY) will determine salary from time to time.
b) Salary for each month shall be paid on or before the seventh working day of the succeeding month.

Other Benefits
As per letter of employment/contract.
 

Holidays
(CHETANA CHILD & WOMAN WELFARE SOCIETY) will observe a maximum of 10 holidays in a calendar year in addition to eligible vacation.

Working Hours
Staff may be required to vary or change their normal working hours according to the needs of the programme. Field Staff should however be available at a time convenient to the target group. Normal office hours are 10 am to 7 pm Monday to Saturday, with one hour for lunch. Staff in the same sections of the office should try to coordinate their lunch breaks as far as possible to ensure continuous coverage. Individual working hours are as specified in the ‘Statement of Terms and Conditions of Employment’ or individually agreed between managers and members of staff.

If a member of staff is late for whatever reason, including public transport difficulties, they may be asked to make up the time, according to the needs of the programme. Persistent lateness may result in disciplinary action being taken against the staff member concerned.

Attendance

  •  Working hours are from 10.00 am to 7.00 pm. Field staff would have working hours suited more to the needs of the situation.
  •  Those coming in after 10 minutes later will be marked late.
  •  Three late marks in a month will be treated as half-day leave and the leave will be deducted from the quota of privilege leave.
  •  If all the privilege leave have been availed of or if leave rules are not applicable to a particular employee, half day’s salary will be deducted.
  •  Compensatory time off is not allowed.

Attendance registers

A system to track employees’ job attendance has been established. This is done by maintaining a simple attendance log, which records dates and hours worked.
A time sheet given as an appendix is prepared at the end of each month in order to keep on record a person’s attendance and in cases where persons work on multiple programmes their time spent on each.
Detail of leave eligibility for employees and leave availed should also be tracked either through the attendance registers or through leave cards/sheets.

B. NORMS OF DISCIPLINE AND CONDUCT

a) No employee shall indulge in any ‘misconduct’
b) Every employee shall, in accordance with the laws applicable to (CHETANA CHILD & WOMAN WELFARE SOCIETY) for the time being and policy (including service condition
and procedures) laid down by (CHETANA CHILD & WOMAN WELFARE SOCIETY), perform the duties entrusted to her/him from time to time.
c) Employees shall safeguard (CHETANA CHILD & WOMAN WELFARE SOCIETY)’s goods and property; also see that all books, records and articles belonging to (CHETANA CHILD & WOMAN WELFARE SOCIETY)) are safely kept and maintained. They are not removed without the express permission of the Secretary/Executive Director/Program Coordinator, or  lost or damaged in any way. Employees recognize and accept that all materials developed by (CHETANA CHILD & WOMAN WELFARE SOCIETY) are considered to be (CHETANA CHILD & WOMAN WELFARE SOCIETY)’s property.
d) Every employee shall during the tenure of her/his service devote her/his whole time and attention to the affairs of (CHETANA CHILD & WOMAN WELFARE SOCIETY) in all
respects, and fully confirm to directions and service rules of the organization.
e) Every employee shall comply with the orders and instructions of (CHETANA CHILD & WOMAN WELFARE SOCIETY) and its nominated functionaries, and shall conscientiously
work to fulfill its functions and purposes. She/he shall make her/his utmost endeavor to promote interests of (CHETANA CHILD & WOMAN WELFARE SOCIETY) and serve at such places  and in such capacity as may be required from time to time.
f) Every employee shall maintain honesty and integrity.
g) Every employee shall observe courtesy and politeness; and refrain from any riotous or disorderly behavior, or any behavior not conducive to normal functioning of (CHETANA CHILD & WOMAN WELFARE SOCIETY).
h) No employee shall enter into monetary dealings with her/his colleagues, subordinates or clients, or shall accept any presents from them.
i) Every employee shall present herself/himself at the place of work at the stipulated time, and maintain punctuality in office and other work assignments.
j) Every employee will generally conduct herself/himself in a manner that is consistent with office discipline and good reputation of herself/himself and (CHETANA CHILD & WOMAN WELFARE SOCIETY).
k) Disciplinary action will be taken against an employee who commits any misconduct, or otherwise acts in violation of the norms of disciplined conduct by following the principles of natural justice and/or the existing law applicable to (CHETANA CHILD & WOMAN WELFARE SOCIETY).
l) Disciplinary action may entail discharge from service if there has been a serious misconduct. In other cases the employee may be suspended from work for a stipulated
period with loss of pay. If the employee is on probation this may be extended/terminated.

Termination
If one or more of the listed codes of conduct is violated, the employee will be liable for termination.
a) Inability to perform up to the requirements of the program can also lead to termination.
b) An employee could be terminated in the event of the end of program funding.
c) (CHETANA CHILD & WOMAN WELFARE SOCIETY) requires to give the employee one month’s notice prior to termination.
d) All (CHETANA CHILD & WOMAN WELFARE SOCIETY)’s property will have to be returned at the time of resignation/termination.
e) Salary cheque can be collected within 7 working days from the date of the resignation unless
otherwise decided by the Secretary/Executive Director.
f) If any organization makes a reference call before appointing the person who was terminated at (CHETANA CHILD & WOMAN WELFARE SOCIETY), the reasons for termination will be kept confidential and only factual information like designation and duration of stay at (CHETANA CHILD & WOMAN WELFARE SOCIETY) will be shared.

Resignation
a) One month’s notice is required for resignation failing which a month’s salary will be forfeited.
b) All (CHETANA CHILD & WOMAN WELFARE SOCIETY)’s property will have to be returned at the time of resignation.
c) Salary cheque can be collected on the 7th working day of the next month unless otherwise decided by the Executive Director.
d) If any organization makes a reference call before appointing the person who has resigned from (CHETANA CHILD & WOMAN WELFARE SOCIETY), feedback will be given of
the staff’s performance during her/his employment at (CHETANA CHILD & WOMAN  WELFARE SOCIETY).

Communication
a) Communication with employees will be in English and/or Hindi/local language.
b) Any communication sent to an employee to her/his last known address as per the records of ________________________ (CHETANA CHILD & WOMAN WELFARE SOCIETY) shall  be treated as served on the employee. It is therefore, in the interest of employees to promptly notify any changes in their local and permanent address; and they should also ensure that any communication sent by ________________________ (CHETANA CHILD & WOMAN WELFARE SOCIETY) to their address is properly received.

C. LEAVE RULES

  •  “Service is the period during which an employee has continuously worked in the organization including the probationary period. The termination of the employee’s service for any reason will automatically constitute discontinuance of service, regardless of whether the employee is subsequently re-employed.
  •  “Leave year” for an employee will in the first instance, be the period between the date of joining and 31st December of the year. Thereafter the leave year will coincide with the calendar year.
  •  Any Sunday/Holiday falling during privilege /sick leave shall be treated as leave.
  •  Sundays/Holidays can be prefixed / suffixed with Privilege/ Sick leaves. In case where they are suffixed, the employee must report to work on the following working day, failing which the Sunday/Holiday and the subsequent days will be treated as leave or as absence as the case may be.
  •  During the probation period, no leave will be sanctioned.
  •  An employee needs to complete a year of service at CHETANA CHILD & WOMAN WELFARE SOCIETY) to avail privilege leave.
  •  All leaves are non-cumulative.
  •  (CHETANA CHILD & WOMAN WELFARE SOCIETY) management reserves the right to refuse leaves in order to ensure effective coverage.

Overstay of leave

  • If an employee proceeds on unauthorized leave or overstays beyond his authorized leave, the period shall be treated as unauthorized absence.
  • The employee should intimate the organization for any overstay of leave and explain in writing the reasons for the same.
  • The organization reserves the rights to treat as leave-without-pay any unauthorized absence from work.
  • If the organization does not accept the request for overstay due to exigencies of work and if the employee still overstays their leave despite clear orders to report on duty; he/she will be liable to disciplinary action unless he/she can prove so to the satisfaction of the leave sanctioning authority that the overstay was coincidental and not intentional. Such overstay is, however, to be treated as leave-without-pay.
  • If the organization observes that an employee is frequently absent on the next working day after a holiday or on an intervening day between two holidays and subsequently applies for casual or sick leave; the organization may warn him/her in writing. If the employee continues to take such leave without prior approval then the holiday prefixed or suffixed to their leave may also be treated as leave or leave-without-pay, as the sanctioning authority may decide.
  • The organization reserves the right to refuse sanction of leave or call back a person on sanctioned leave if the exigencies of work require it.

Procedure

  •  Prior sanction should be taken by the employee availing privilege leave or casual leave in the specified leave application form and forwarded to the administrator. For sick leave the form must be filled and submitted for office records along with a medical certificate, if applicable, withintwo days of reporting back to duty.
  • The administrator would maintain the annual record leave of each employee as per the prescribed format. On receiving a leave application, the administrator would fill the status of leave for theemployee and forward to the concerned sanctioning authority /ies.
  • Once sanctioned, it is the duty of the concerned staff to reflect the sanctioned leave at the appropriate place in the attendance sheet. Else, the leave may be treated as unauthorized

Privilege Leave (PL)

  • Staffs who have completed a year of service will be entitled to two and half day per completed month of service in a calendar year.
  • PL cannot be combined with any other leave
  • A person will not be entitled PL for the period of unauthorized absence or leave-without-pay.
  • Applications for PL must be submitted 15 days in advance. No employee can proceed on leave unless the competent authority sanctions the leave. All applications for privilege leave must specify the contact address while on leave.
  • Extension of PL should be avoided. However, in compelling circumstances, the employee must send his application at least 4 days before the expiry of original or extended leave as the case may be.

Sick Leave

  •  All staff will be entitled to 10 days sick leave in a calendar year.
  • Sick leave availed for more than 3 days must be supported by a medical certificate from a registered medical practitioner. These support documents will have to be validated by the Medical Director of (CHETANA CHILD & WOMAN WELFARE SOCIETY).
  • Leave application along with the necessary support medical documents has to be filed within two working days of joining duty.

Leave without pay

  •  In exceptional cases the management may grant leave without pay. This will be decided on a case to case basis.
  • Any leave/weekly off falling during such leave shall also be treated as leave without pay.
  • Prior application for such leave is essential.

Maternity leave

  • All pregnant staff members are entitled to 3 months (12 weeks) maternity leave (ordinary maternity leave), regardless of length of service. Staffs members will need to give a minimum of 21 days notice that they intend to start maternity leave.
  • For the sake of staff member’s own health and safety, they must take a period of compulsory maternity leave for a two-week period before the birth. They are not permitted to work during this period.

D. TRAVEL RULES

  •  All travel on (CHETANA CHILD & WOMAN WELFARE SOCIETY) work will generally be by road or rail. Under exceptional circumstances, the Secretary/Executive Director may permit air travel or 2nd class AC.
  • Generally all road travels will be taken by bus/auto. However, depending on the efficiency of local services the Secretary/Executive Director may sanction travel by hired car/jeep.
  • Actual expenses on porters, food, hiring bedding will be reimbursed.
  • Actual expenses incurred on accommodation in lodges/hotels and railway retiring rooms will be reimbursed.
  • Actual expenses incurred both in town and outstation on travel between the railway station and the place of residence will be reimbursed. Travel in auto rickshaws will be permitted. However, in exceptional cases the Secretary/Executive Director may sanction travel by taxi.
  • (CHETANA CHILD & WOMAN WELFARE SOCIETY) takes care of all actual expenses incurred during any event. Thus the per diem/travel allowances collected during training/workshop/conferences or any such places has to be deposited with the accounts department of (CHETANA CHILD & WOMAN WELFARE SOCIETY) within two working days of joining office after such an event.

Procedures

  •  Employees should fill in prescribed travel form as and when travel expenses are incurred and get it signed by the respective coordinators within the next working day.
  • Before signing the bill the coordinators should ensure that the report/meeting notes/related documentation is in place to support the travel claim.
  • Coordinators are not supposed to sign the bill if it is brought to them later than two working days from the date on which the expenditure was incurred.
  • At the end of the month the travel bill duly signed by the coordinator has to be countersigned by the Secretary/Executive Director/Programs Coordinator before it reaches the accounts department for further processing.
  • Accountant should ensure that the travel bills reach the accounts department with all formalities complete not later than the third working day of the next month.
  • Reimbursement will be made on the 5th working day of every month between 2.00 pm and 5.00 pm.
  • Statement of expenditure along with all support documents for the expenses incurred during any outstation official work should be handed over to the accounts department of (CHETANA CHILD & WOMAN WELFARE SOCIETY) within two working days of joining office.

E. ADVANCE/LOANS
(CHETANA CHILD & WOMAN WELFARE SOCIETY) cannot sanction advances or loans.

 

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