Section 1 – Employing Staff: Employing staff fairly and expertly, ensuring they are properly inducted, and ensuring they are aware of the required standards of business conduct including use of email and the internet.
1.1 Effective recruitment and selection is central and crucial to the successful functioning of Sudarshan CADD Technologies. It depends on finding people with the necessary skills, expertise, and qualifications to deliver the Company’s strategic objectives and the ability to make a positive contribution to the values and aims of the organisation.
2.1 Vacancies will generally be advertised in appropriate channels, and will not be confined to those media which, because of their source of applicants, provide only or mainly applicants of a particular group.
2.2 All vacancies will also be circulated internally. Sudarshan CADD Technologies is keen to facilitate internal promotions wherever possible as development opportunities for its staff.
2.3 Sudarshan CADD Technologies may, on occasions, decide to restrict advertisement to internal candidates only. Furthermore, Mid-management posts will always be advertised internally in the first instance, to provide continuous development of existing members of staff unless the Management team agrees that this is not appropriate due to the specialist skills required for the post involved.
2.4 Vacancies, which are restricted to internal candidates only will be clearly indicated on the advertisement. All internal candidates will be selected for interview on the same criteria as external candidates.
2.5 In drawing up the job description and conditions of service the Company will ensure that no job applicant receives less favourable treatment than another on the grounds of disability, gender, race, religion or belief, age, sexual orientation, marital status, parental status, caring responsibilities, or hours of work, and that no applicant is placed at a disadvantage unjustifiably by requirements or conditions which have a disproportionately adverse effect on a particular group.
3.1 Applicants will be required to supply the names and addresses of two people from whom references can be obtained, one of which should normally be the applicant’s current or most recent employer.
3.2 Only references for short listed candidates for interview will be obtained. References will normally be sought after the offer has been accepted by the candidate.
3.3 All employees will be asked to declare whether they have ever been convicted of any criminal offence.
3.4 All documents related to the Recruitment & selection process are private and confidential and should only be made available to those directly involved in the process.
3.5 A shortlist of candidates will be drawn up for interview, based entirely on merit and suitability for the post but taking account of the Company’s responsibilities in relation to the Disability Discrimination and Equalities Acts. Other than in exceptional circumstances, reasonable notice will be given to ensure that candidates have sufficient time in order to prepare for and make the necessary arrangements to attend the interview.
3.6 All offers of employment will be made conditional upon satisfactory results from the following:
4.1 All appointments into the Company will be made subject to a probationary period of 6 calendar months. After 3 months a review meeting will take place between the employee and their line manager to discuss progress. At the end of the probationary period, and subject to a satisfactory report by the appropriate head of section or line manager, employees will be notified in writing that they have successfully completed their probationary period. The probationary period can be extended by a further 3 months should the individuals line manager consider this appropriate.
5.1 All employees who leave the employment of the Company voluntarily will have an exit interview with the HR before their last day of employment.
5.2 Exit interviews provide the opportunity for departing employees to discuss their reasons for leaving. The information provided is useful in identifying trends, learning and development and evaluating the effectiveness of HR policies and practices.
5.3 The HR manager will gather all appropriate information, such as recommendations made for change, or significant issues raised in the questionnaire, whilst bearing in mind confidentiality issues. The exit interview questionnaire will be retained on the employee’s personal file.
1.1 Sudarshan CADD Technologies expects its staff (including temporary, agency, interim, contractor or consultant staff) to be scrupulously impartial and honest in all affairs relating to the Company and their job within it. All staff also bear a responsibility as employees to act as ambassadors for the Company in terms of their general conduct both within and outside the organisation. This policy outlines the responsibilities of staff working for the Company.
1.2 The responsibilities of an employee/staff are as follows:
Transaction of Private Business
2.1 Employees having official dealings with contractors and other suppliers of goods or services must avoid transacting any kind of private business with them by any means other than the Company’s normal commercial channels. No favour or preferences as regards price, or otherwise, which is not generally available, should be sought or accepted.
2.2 Employees should wear or carry their identity badges whilst carrying out their duties.
2.3 At all times confidentiality must be maintained. No information can be released to unauthorised persons or organisations.
Outside Interests and Employment
2.5 Outside interests include directorships, ownership, part ownership or material shareholdings in companies, business or consultancies likely to seek to do business with the Sudarshan CADD Technologies Pvt. Ltd.. These should be declared to the individual’s line manager as should the interests of a spouse / partner or close relative.
Political and civic activities
2.6 It is not the intention of Sudarshan CADD Technologies Pvt. Ltd., or this policy, to dissuade employees from participating actively in public duties. It is important, however, that by doing so there is no suggestion to a third party that the employee is acting on behalf of, or with the support of, Sudarshan CADD Technologies. To avoid any misunderstanding, no Company employee should permit his or her company affiliation to be noted in any outside organisation’s materials or activities without the express written approval of a member of senior management.
2.7 Employees should always conduct themselves in such a way as to enhance the reputation of the Company.
Sudarshan CADD Technologies will support employees who become aware of and are willing to report breaches of this policy or who genuinely believe that a breach is occurring, has occurred or is likely to occur within the business. Employees should raise the issue internally with their manager or supervisor or in accordance with the Company’s Policy on Disclosing Information (‘Whistleblowing’).
These standards of conduct are intended to underpin and clarify standards required by the Company of its employees and form a fundamental part of the employment contract. Staff who fail to comply with the guidance detailed in this Policy could be subject, following full investigation, to disciplinary action up to and including dismissal. If through their actions or omissions staff are found to be in contravention of either this Policy or, indeed, their legal responsibilities then the Company reserves the right to take legal action if it deems it to be necessary to do so.
2.1 The Company has good practice guidelines for dealing with email when staff are out of the office for longer than three days. When activating the “out of office" facility messages should name an alternative member of staff for correspondents to contact if necessary. This will ensure that any important messages are picked up and dealt with within required timescales.
2.2 During periods of absence when highly important emails are anticipated, the employee (or manager) should make arrangements for notification and access by another appropriate member of staff.
2.3 Where sensitive and confidential information needs to be sent via email for practical reasons, please be aware that email is essentially a non-confidential means of communication. Emails can easily be forwarded or archived without the original sender’s knowledge. They may be read by persons other than those they are intended for.
2.4 Users must exercise due care when writing emails to avoid being rude or unnecessarily terse. Emails sent from the Company may be interpreted by others as Company statements. Users are responsible for ensuring that their content and tone is appropriate. Emails often need to be as formal and business like as other forms of written correspondence.
2.5 Users should delete all personal emails and attachments when they have been read and should also delete all unsolicited junk mail. In the process of archiving emails, users should ensure inappropriate material is not archived
2.6 The Company provides a current and up to date automatic virus checker on all networked computers. However, caution should be used when opening any attachments or emails from unknown senders. Users must best endeavour to ensure that any file downloaded from the internet is done so from a reliable source. It is a disciplinary offence to disable the virus checker. Any concerns about external emails, including files containing attachments, should be discussed with the IT / Line Manager.
3.1 Users may sometimes need to use Company equipment and access the Company network while working remotely, whether from home or while travelling. The standards set out in this document apply whether or not Company equipment and resources are being used.
4.1 All resources of the Company, including computers, emails are provided for legitimate use. If there are occasions where it is deemed necessary to examine data beyond that of the normal business activity of the Company then, at any time and without prior notice, the Company maintains the right to examine any systems and inspect and review all data recorded in those systems. This will be undertaken by authorised staff only. Any information stored on a computer, whether the information is contained on a hard drive, USB pen or in any other manner may be subject to scrutiny by the Company. This examination helps ensure compliance with internal policies and the law. It supports the performance of internal investigations and assists in the management of information systems.
Section 2 – Managing Employee Performance: Setting Objectives, Assessing and Managing Employee Performance including Absences, Misconduct and Capability Issues
Sudarshan CADD Technologies is committed to supporting every employee to reach their potential and achieve their personal goals, which in turn will assist the organisation to achieve its objectives.
The performance appraisal policy supports the performance appraisal scheme. The scheme is a formal process centred on an annual meeting of each employee and their line manager to discuss his/her work. The purpose of the meeting is to review the previous year’s achievements and to set objectives for the following year. These should align individual employees’ goals and objectives with organisational goals and objectives.
Performance appraisal discussions will be held over a designated 4-week period on an annual basis. They will be arranged by the appraisee’s line manager. Line managers are encouraged to provide the opportunity for an additional 6-month verbal appraisal review, mid-year and other informal reviews as necessary throughout the year.
The discussion will be held in private. Information shared during the appraisal will be shared only with senior management. The exception is training needs, that will be provided to the HR / administration for action. Confidentiality of appraisal will be respected.
All appraisal documents should be issued to both parties prior to the discussion, to allow time for both parties to reflect and prepare. These will provide a framework and focus for the discussion.
A time and venue for the discussion will be advised at least one week before the meeting takes place.
The appraisal discussion will allow an opportunity for both the appraisee, and the appraiser to reflect and comment on the previous year’s achievements. It will praise achievement and encourage the appraisee in his/her role.
The appraiser is accountable for giving the employee constructive, timely and honest appraisals of their performance, which should take into account both the goals of the organisation and of the individual.
The discussion should be a positive dialogue and will focus on assisting the appraisee to acquire the relevant knowledge, skills and competencies to perform his/her current role to the best of his/her abilities.
The appropriate forms will be completed and signed by both parties. The appraisee will be given the opportunity to note any comments that he/she does not agree with and complete a self assessment.
The appraisee and line manager should agree on a Personal Development plan for the appraisee for the following year. This will reflect the appraisee’s aspirations and the organisation’s requirements, and should align personal and organisational goals. The organisation and the line manager will support the individual to achieve these goals during the forthcoming year.
Any training needs, future training requirements, planned qualifications, development opportunities and career planning should be discussed in the light of the Personal Development Plan.
Senior Management are responsible for the appraisal process, and he/she shall ensure that appraisers and appraisees are adequately equipped and trained to undertake the performance appraisal.
Sudarshan CADD Technologies Pvt. Ltd.
REVIEW OF LAST YEARS OBJECTIVES
REVIEW OF LAST YEARS PERSONAL PERFORMANCE
PERSONAL DEVELOPMENT PLAN
The purpose of this policy is to streamline Work from Home setup intended for the benefit of the company and employees and to maximise efficiency and smooth communication withing the organisation. Its also aimed at improving overall employee value proposition, maximizing the work experience of team members. This policy is applicable to all Employees, Contractual staffs/consultants and Interns as per rules and policies including those set forth in Sudarshan CADD Technologies HR policy
Employees must follow their regular assigned work schedule, unless otherwise discussed with and approved by the employee’s manager. All arrangements for childcare, elder care, repair persons, etc. must be arranged so as not to interfere with the employee’s regular work schedule.
All employees will be required to accurately record all hours worked on Upwork time tracker and complete their designated work hours. Overtime hours will require the advance approval of the employee’s supervisor. Failure to comply with these requirements may result in appropriate action by the management.
All are expected to adhere to the meal and rest break in the policy set forth. All employees must take an uninterrupted meal break of at least 30 minutes at 1 PM. Everyone must also take a 10-minute rest break after lunch. Employees are relieved of all duty during such meal and rest breaks and must not conduct work of any kind while they are on their meal or rest breaks.
Employees working remotely are reminded that even if they are working from a designated workspace, they are bound by any confidentiality and/or security agreements they signed in connection with their employment with Sudarshan CADD Technologies. Thus, consistent with Sudarshan CADD Technologies’ expectations of information security for employees working in the office, remote employees will be expected to ensure the protection of proprietary company and customer information accessible from their home office. Steps include regular password maintenance, locked file cabinets and desks to store sensitive information, and any other measures appropriate for the job and the environment of the designated workspace. Any questions regarding this Work From Home Policy may be directed to your manager or the Human Resources Department firstname.lastname@example.org.
Employees working from a designated workspace will be expected to attend all essential meetings via video conference or by phone.
It is recognised by the Company that from time-to-time employees may require to be absent from their place of work due to various reasons. The length of time lost by employees during his absence must however be monitored to ensure that each member of staff is able to do their job, effectively.
You will be entitled to total 18 days casual leaves per year. The Company will be entitled to determine when this is taken, although as far as possible arrangements will be made to suit your convenience. Annual leave entitlement for each financial year must be taken in that financial year and the same cannot be carry forwarded to next year.
In cases where an employee has exhausted his/her leave balance the number of days exceeding the leave days in a year shall be considered as Leave without pay and will be deducted from his/her salary in the months applicable.
Managers will consider cases of sickness absence on an individual basis and ensure the provision of appropriate support and advice where appropriate. However, it is recognised that in some cases, patterns/levels of absence will be unacceptable and formal management action will be required.
Employees who become aware that they have an illness problem are encouraged to inform their manager at the earliest opportunity. All such requests will be dealt with as speedily and compassionately as possible.
The Company Disciplinary Procedure will be used only when necessary and as a last resort. Where possible, informal and/or formal counselling or other good management practice will be used to resolve matters prior to any disciplinary action being taken. The procedure is intended to be positive rather than punitive but takes cognisance of the fact that sanctions may have to be applied in some circumstances.
An employee can discuss any part of this policy with their Union Representative or their Line Manager. They can help clarify an employee’s rights as well as give guidance and support where it may be needed. Every individual has the right to representation at any point during the disciplinary process.
Suspension is not disciplinary action. The purpose of suspension is manifold and can be used when it is necessary to remove a member of staff from the workplace pending an investigation for example, to allow time for a ‘cooling down period’ for both parties, for their own or others protection, to prevent them influencing or being influenced by others or to prevent possible interference with evidence. Only the Manager in charge of that individual, at that time or their superior, have the authority to suspend an individual.
An employee suspended from duty will receive written confirmation within three days of:
Counselling is an attempt to correct a situation and prevent it from getting worse without having to use the disciplinary procedure. Where improvement is required, the employee must be given clear guidelines as to:
A record of the counselling should be given to the employee and a copy retained in their personnel file. It is imperative that any counselling should be followed up and improvements recognised and recorded. Once the counselling objectives have been met, any record of the counselling will be removed from the employees file.
If during counselling it becomes clear that the matter is more serious, then the discussion should be adjourned, and pursued under the formal disciplinary procedure.
Examples of Minor Misconduct
Below are listed examples of misconduct which may warrant either a Verbal Warning or a First Written Warning. It is stressed however that this list is not exhaustive and that on all occasions a full and proper investigation must take place prior to the issue of a warning.
A Verbal Warning is appropriate when it is necessary for the manager in charge to take action against an employee for any minor failing or minor misconduct.
First Written Warning
A First Written Warning is appropriate when:
Examples of Gross – Misconduct
Listed below are examples of misconduct which may be considered to be Gross Misconduct and may warrant a Final Warning, Demotion or Dismissal. It is stressed however that this list is not exhaustive and that on all occasions a full and proper investigation must take place prior to the issuing of a Final Warning, Demotion or Dismissal.
Final Written Warning
A Final Written Warning is appropriate when:
Downgrading or Transfer to another Post
This action is appropriate when:
Dismissal is appropriate when
Time Scales for the expiry of Warnings
Warnings issued to employees shall be deemed to have expired after the following periods of time.
These time scales remain provided that during that period, no further warnings have been issued in respect of the employee’s conduct.
All Warnings must contain the following information
The letter confirming dismissal will contain the following information: