Habitual Late Coming

Termination_Habitual Late Coming_Policy

The group has a human resources’ strategy that recognizes the value of its people. A standard for conduct and performance to be set agreed & communicated with all employees. In case an employee fails to meet the standard, appropriate corrective action, such as counseling, should be undertaken.

As per company norms an employee is allowed for late coming thrice in a month. However if the employee’s continue to be late for more then three days in a month then a proper action needs to be initiated.

HR defines the degree’s for all the levels to be practised. Stated as below:

1. Written Reprimand
   1. Counseling Session 

• Manager to counsel the reportee regarding his / her habitual late coming in association with the HR representative.
• Memorandum to be documented for the same.

1. Final Written Warning
   1. Termination Letter

• After all discussions & warning still there is no improvement in habitual late coming then a request for termination of services needs to be sent to HR representative for issuing the Termination Letter.
• Manager needs to initiate the request with approval from HOD – then to HR.- All the required documents to be submitted to HR for further processing.
• HR needs to have final go ahead from the HR Head.
• HR to send the hard copies of letter to manager for despatching to the employee.

 Important Points

• Practice of policy as per the guidelines – Responsible Holder :- HOD + HR representative
• All the communication with respect to the concern areas of an employee to be documented by respective reporting manager.
• Familiarize the Reporting Managers / HODs with the different HR policies – Responsible Holder: - Head HR + HR representative.
• As per “Termination Policy” all the documents / process has been executed by the manager – Responsible Holder:- HR representative.
• In case of any gap by the manager process need to be initiated again from the skipped level.
• Formats to be shared with the Team Managers.- Responsible Holder:- HR representative.
• The warning and dismissal process must allow the employee to offer their view of the events concerned. The employee must have every chance to defend himself/herself and has the right to appeal a decision made. If this process is not followed the dismissal may be overturned by an Industrial Relations authority.

Habitual Absences

Termination_Habitual Absences_Policy

The group has a human resources’ strategy that recognizes the value of its people. A standard for conduct and performance to be set agreed & communicated with all employees. In case an employee fails to meet the standard, appropriate corrective action, such as counseling, should be undertaken. Habitual Absence means employee availing leaves for casual reasons i.e. every week taking leave / 4-5 leaves in a month. This accounts a disciplinary actions against the employee.

HR defines the degree’s for all the levels to be practised. Stated as below:

1. Written Reprimand
   1. Counseling Session

• Manager to counsel the reportee regarding his / her habitual absences in association with the HR representative.
• Memorandum to be documented for the same.

1. Final Written Warning
   1. Termination Letter 

• After all discussions & warning still there is no improvement in habitual leave then a request for termination of services needs to be sent to HR represenative for issuing the Termination Letter.
• Manager needs to initiate the request with approval from HOD – then to HR.- All the required documents to be submitted to HR for further processing.
• HR needs to have final go ahead from the HR Head.
• HR to send the hard copies of letter to manager for despatching to the employee.

 Important Points

• Practice of policy as per the guidelines – Responsible Holder :- HOD + HR representative
• All the communication with respect to the concern areas of an employee to be documented by respective reporting manager.
• Familiarize the Reporting Managers / HODs with the different HR policies – Responsible Holder: - Head HR + HR representative.
• As per “Termination Policy” all the documents / process has been executed by the manager – Responisble Holder:- HR representative.
• In case of any gap by the manager process need to be initiated again from the skipped level.
• Formats to be shared with the Team Managers.- Responsible Holder:- HR representative.
• The warning and dismissal process must allow the employee to offer their view of the events concerned. The employee must have every chance to defend himself/herself and has the right to appeal a decision made. If this process is not followed the dismissal may be overturned by an Industrial Relations authority.
• Visit the link http://www.citehr.com/484770-hr-correspondance-letters.html for show cause format - Disciplinary note.

Absconding Policy

Termination_Absconding_Policy

Termination based on Absconding is executed when an employee has failed to inform his / her immediate manager about the absence for a month.

Termination is opted when an employee has failed inspite of defined warnings as per “Termination Policy”.

HR defines the degree’s for all the levels to be practised. - “Termination Policy”.

Before executing the termination letter based on absconding one need to take the following points in consideration as per “Termination Policy”.

1. Leave w/o intimation

• An employee is not coming to office for continuous “Three Days” and has not even informed his immediate manager.
• Employee informs manager verbally / SMS then he needs to be asked for a rejoining date.
• If the employee again sents / informs the manager that he cannot join on the prescribed date and gives a new date, then the manager requires to issue a warning letter in association with the HR representative accordingly.

1. Show Cause Notice

• Manager in association with the HR representative require to issue a first “Show Cause Notice” to the employee to report office within 15 days of timeline.
• Notice to be sent via Register AD as well as Courier.
• Salary Hold request to be sent to HR representative. – Responsible Holder:- Manager
• In case the employee reverts / informs that due to medical reasons is not coming then he / she needs to submit the medical records.
• Medical records to be verified by the empanelled doctor within the company.
• If Doctor gives a go ahead then HR representative needs to inform the employee and take a rejoining date from him / her.
• If the medical documents are found not to be genuine and employee fit to come office then manager needs to issue warning letter in association with HR representative to employee.
• In case there is no response from the employee within the prescribed time of 15 days, manager to issue second “Show Cause Notice” to employee with the final time line of 15 days. 

1. Termination Letter

• On receiving no response from the employee within stipulated timeline manager to initiate his / her termination process request with approval from HOD.
•  All the required documents to be submitted to HR for further processing.
• HR needs to have final go ahead from the HR Head.
• HR to send the hard copies of letter to manager for despatching to the employee.

 Important Points

• Practice of policy as per the guidelines – Responsible Holder :- HOD + HR representative
• All the communication with respect to the concern areas of an employee to be documented by respective reporting manager.
• Familiarize the Reporting Managers / HODs with the different HR policies – Responsible Holder: - Head HR + HR representative.
• As per “Termination Policy” all the documents / process has been executed by the manager – Responisble Holder:- HR representative.
• In case of any gap by the manager process need to be initiated again from the skipped level.
• Formats to be shared with the Team Managers.- Responsible Holder:- HR representative.
• The warning and dismissal process must allow the employee to offer their view of the events concerned. The employee must have every chance to defend himself/herself and has the right to appeal a decision made. If this process is not followed the dismissal may be overturned by an Industrial Relations authority.
• Visit the link http://www.citehr.com/484770-hr-correspondance-letters.html for show cause notice format Absconding cases.

Non-Performance Policy

Termination_Non Performance_Policy

Termination based on Non Performance is executed when an employee has failed to deliver the output as expected in his role assignment.

Termination is opted when an employee has failed inspite of defined warnings as per “Termination Policy”.

HR defines the degree’s for all the levels to be practised. - “Termination Policy”.Before executing the termination letter based on non performance one need to take the following points in consideration as per “Termination Policy”.

1. Written Reprimand
   1. Probation Period

• An employee is on probation for six months; manager need to have two formal feedback session within the stipulated timeline. – Responsible Holder: Reporting Manager + HR representative.
• In case of “Extension Of Probation” on the basis of not upto mark performance – A letter to be issued by HR on intimation from the reporting manager.

1. Counselling Session

• A session with the concern employee to be conducted by the manager in asociation with the HR representative as per the “Termination Policy”.
• All the required areas to be discussed in detail prescribing alongwith the timeline as well, and a support to be extended by the manager. 

1. Written Warning
   1. Show Cause Notice 

• In case the employee is not able to perform as discussed during the counselling session then manager needs to issue a first “Show Cause Notice” to the employee prescribed with a timeline of 15 days for improvement. – To be filed in Personal File.
• All the areas that need to be worked upon have to be mentioned in detail. – To be filed in Personal File.

• Manager to closely monitor the performance & record the same.
• In case of no improvement second ”Show Cause Notice” to be issued to employee prescribed with the last timeline for 15 days to improve.- To be filed in Personal File. 

1. Final Written Warning
   1. Termination Letter 

• After all discussions & warning still there is no improvement in performance then a request for termination of services needs to be sent to HR represenative for issuing the Termination Letter.
• Manager needs to initiate the request with approval from HOD – then to HR.- All the required documents to be submitted to HR for further processing.
• HR needs to have final go ahead from the HR Head.
• HR to send the hard copies of letter to manager for despatching to the employee.

 Important Points

• Practice of policy as per the guidelines – Responsible Holder :- HOD + HR representative
• All the communication with respect to the concern areas of an employee to be documented by respective reporting manager.
• Familiarize the Reporting Managers / HODs with the different HR policies – Responsible Holder: - Head HR + HR representative.
• As per “Termination Policy” all the documents / process has been executed by the manager – Responisble Holder:- HR representative.
• In case of any gap by the manager process need to be initiated again from the skipped level.
• Formats to be shared with the Team Managers.- Responsible Holder:- HR representative.
• The warning and dismissal process must allow the employee to offer their view of the events concerned. The employee must have every chance to defend himself/herself and has the right to appeal a decision made. If this process is not followed the dismissal may be overturned by an Industrial Relations authority.
• Visit the link http://www.citehr.com/484770-hr-correspondance-letters.html for Show Cause Notice Format for Non-Performance.