hr-manual-final policy academy 1
DESCRIPTION
hrTRANSCRIPT
SERVICE, CONDUCT AND DISCIPLINE RULES
FOR
FACULTY & STAFF MEMBERS
OF
Agros Impex India Private Limited
1
1. Introduction
1.1. These rules may be called “Service, Conduct and Discipline Rules for Faculty & Staff
Members" of Agros Impex India Private Limited, A-30, B-1 Extension, Mohan Co-opetative Industrial Estate, Mathura Road New Delhi 110044 . It shall apply to every faculty & staff member of the Agros, Delhi with effect from
1.2. Faculty is an academic staff to provide all services that are needed to attain the objective of the Institute whereas staff means support service staff and administrative staff. Consultants / contractual employment shall be guided by their respective employment terms. Functions of faculty shall be covered by various Standard Operating Procedures to ensure smooth and unhindered functioning towards achieving the set goals.
1.3. Administrative Orders refers to the order passed by the competent authority or on his behalf for implementing the same in the interest of the organization.
2. Probation
Every faculty member recruited shall be appointed on probation for a period of six months or one teaching session whichever ends earlier. This period may, however, be extended twice for a period of 3 months at a time, at the discretion of the management.
Every staff member recruited shall be appointed for a period of 6 months on probation. This period may, however, be extended twice for a period of 3 months at a time, at the discretion of the management.
He/she will be issued formal orders of confirmation only on satisfactory completion of probationary period or the extended period of probation. He/she will be considered to be continuing on probation until confirmed in writing.
3. Increment
Annual Increment determined from time to time will be awarded based on “Annual Review” of performance as per specified proforma (amended from time – to –time). However, management in its absolute discretion may consider for faculty & staff members, advance/special increments based on outstanding performance and potential.
4. Promotion
Promotion to higher grades shall generally be made subject to needs of the Institute and availability of posts as well as performance of the employees. Selection committee for the promotion shall be approved by the Trust Sub – Committee.
Eligibility for promotion will conform to AICTE norms wherever applicable.
2
5. Transfers
Faculty & staff can be transferred from one department to another within the organization and to the other Institutions of the Trust in India or abroad.
6. Conditions of Service
6.1. Termination of Service
During probation period and / or extended period of probation, every faculty & staff is liable to be terminated at any time without any notice or assigning any reason (s) thereof.
On confirmation, services of a faculty member can be terminated by giving three months' notice, or by payment of three months' basic pay in lieu thereof whereas staff member can be terminated by giving one month’s notice, or by payment of one month’s basic pay in lieu thereof.
6.2. Resignation
A confirmed faculty member may resign from the services of the Institute by giving notice of three months in writing to the appointment authority. Faculty, whether confirmed or not, will not resign from the services of the Institute in the middle of the teaching term once he / she accepts a course for teaching in a particular term. Unconfirmed faculty members will have to give one month’s prior notice for separation, failing which one month salary becomes payable. The option of paying one month’s salary will be solely as per the decision of the management.
Whereas staff will be required to give compulsorily one month’s prior notice in case of separation from the Institute.
Faculty / staff who has submitted resignation may be granted during the period of notice such Earned Leave as earned by him at the discretion of the leave sanctioning authority / management.
6.3 Retirement
Faculty and staff shall retire from service of the Institute on attaining the age of superannuation fixed at 65 years and 60 years respectively. However, the retirement age may be changed from time –to –time by the management. To determine age of retirement, the official record of age available with the Institution shall be treated as final. However, the management may re-appoint/re-employ after retirement on fresh terms / consultancy basis.
6.4 Working Days
Institute shall remain open for six days a week. However, the faculty shall have the facility of flexi days as per their teaching schedule subject to approval of the
3
Competent Authority. Staff members shall work for six days a week but they shall avail off day on every second Saturday of the month.
Faculty & staff members would be eligible for a free breakfast and/or lunch and/or dinner depending on the work hours at the office café when working on a holiday / off day for the institute.
6.5 Working Hours
The working hours for faculty and staff shall be from 9am to 5:30pm.
However, for faculty members, flexi timing shall be applicable subject to the time table / other assignments as allotted to them by the management with a view to encourage them to utilize the time to do research / published papers etc. Flexi timing shall be pre -approved for trimester/semester by the DG / Director/Dean. The core time when all faculty members are required to be present in the Institute, shall be from 11 A.M. to 5 P.M.
Lunch Break will be observed from 1p.m to 1.30 p.m. or on staggered time as decided by the management.
6.6 Working beyond Office Hours
All faculty & staff required to work beyond working hours will do so, only after prior sanction from the Head of the Department. The intimation of the same is to be made available at the security gate and also to the administration department.
6.7 Movement out of the premises
Faculty & staff, who are required to go out on official duty, shall obtain the “Out Door Duty” slip duly signed by the HOD / competent authority.
Those who wish to go for personal reasons shall obtain the “Short Leave” slip. Short leave may be availed by them for 2Hrs, twice in a month. The slip is to be duly signed by the HOD and to be sent to the HR/Personnel Department.
6.8 Late Arrivals
All faculty & staff members must be punctual at work.
However, they may be given 10 minutes grace period and be allowed to sign their attendance in the prescribed register or punch their attendance on attendance
machine but this should not be availed on regular basis. One day earned leave / casual leave will be deducted for every three days of coming late in a month.
6.9. Grievance Handling
Any aggrieved faculty / staff shall approach the HOD / Dean as the case may be and submit his grievance in writing. In case, grievance is not resolved within a period of three days the matter shall be brought to the notice of Director / DG. Again, if the
4
grievance is not addressed within three days the matter shall be put up before the Trust Sub- Committee. The Committee shall dispose off the matter within a period of one month.
6.10 Training/FDP ProgrammesFaculty and Staff Members shall be liable to undergo such training/induction/refresher/FDP programmes/courses for such period(s) and undertake such examination/seats as may be prescribed by the management from time to time.
6.11 Safety & Security
Faculty and Staff members shall be bound to observe safety and security rules as notified from time to time by the management and to use safety equipments and take other precautions as necessary. Breach of safety rules shall be construed, as misconduct/violation and Faculty and Staff members are liable for appropriate action.
7. Jurisdiction
All faculty & staff members shall be governed within the respective state / UT / Delhi jurisdiction for all judicial matters.
5
Travel and Tour
7.1. Domestic
General
These rules are intended to provide reasonable and adequate allowances/ reimbursements related to the responsibilities and needs of various categories of faculty & staff members in consistent with their status in the Institute. It is expected that the entitlement should not exceed the need and these rules should not be mis-utilised.
For the purpose of TA/DA rules, faculty & staff members are divided into six categories from A1 to A6 as follows:
FACULTY STAFFA1 - DG / Director ------------A2 - Dean / Professor GM &Above A3 Associate Professor Managers to Dy. G MA4 - Assistant Professor & Lecturer - Executives to Dy. ManagerA5 - -------------- Assistants/ clerks/ Secretary A6 - -------------- taff below
No faculty & staff members regardless of nature of work shall authorize his/her own expense statement.
‘Tour’ shall mean any outstation journey beyond 75 kms. Of municipal limits but excluding satellite towns adjoining the Metropolitan cities.
Classification of Cities
Class A
Delhi, Mumbai, Kolkata, Chennai, Bangalore, Hyderabad
Class B
All state capitals, Pune Cochin, Nagpur, Kanpur, Varanasi, Ahmedabad, Allahabad, Baroda, Ranchi, Cuttack, Vizag, Jamshedpur, Mangalore, Ooty, Nainital, Dargeeling, and Mussoorie.
Class C
Those not listed in class A and B
7.2.1. Entitlement Limits
7.2.2. The entire period of stay at any one outstation will be taken into consideration while
6
calculating entitlement limits of that outstation. Travel expense must be supported by relevant documents such as air ticket jacket, used rail tickets or ticket number, date of journey, hotel bills etc.
For availing ‘Boarding and Lodging’ expenses, voucher for minimum up to 100 % of the expenses shall be obligatory. Boarding and Lodging expenses include laundry, portage, tips all taxes and other miscellaneous expenses.
If an faculty & staff members uses his/her own car or self driven company car for tour and engages the service of a driver, such faculty & staff members shall be entitled for reimbursement for engaging the driver @ Rs.250/- per day subject to that he/she is not having any driver either on Institute’s Roll or self employed but reimbursed by the Institute.
7.2.3. Transit Allowance
A ‘Transit Allowance’ shall be allowed, which shall be applicable only where the faculty & staff members travels by road / train. However, night stay in transit shall be as per the entitlement in the policy.
‘Transit Allowance’ shall be restricted to 50% if faculty & staff members travels by train where the train fare includes food / snacks provided in the train.
Traveling period should be compensated only by fixed ‘Transit Allowance’, that too if the same is more than 6 hours.
Transit allowance for train, car and bus journeys:
A1 Up to 24 hrs – Rs. 1500/- A2 Up to 24 hrs – Rs. 1000/-A3 Up to 24 hrs – Rs. 700/-A4 UP to 24 hrs.- Rs. 500/-A5 Up to 24 hrs. – Rs. 200/-A6 UP TO 24 hrs. –Rs.100/-
Note 1:For 12 hrs or less than 12 hrs, 50% of transit allowance would be allowed as per the category.
Note 2:These rates may differ from time to time which will be published through amendments.
7
7.2.4. Travel Advance
An faculty & staff members may take an advance, which, should be calculated keeping in view the destination and amount of expenditure one is likely to incur. Should submit an application in the prescribed format.
Travel advance can be taken before the commencement of the journey after obtaining proper sanction from the DG/Director.
Travel advance should be adjusted positively within 7 days after completion of travel.
Traveling bills along with utilized advance if any should be submitted within 7 days after returning from tour. Otherwise, the institute will have a right to recover the advance from the salary of the employee.
7.2.5. Limitations
TA and DA expenses are not entitled if:
not supported by vouchers
the period of stay is less than 6 hours
an faculty & staff members visits a place on official duty where he is maintaining a company-leased house or a house for which he is claiming HRA
7.2.6. Local Conveyance
For the use of personal vehicle for official work following compensation would be paid:
Two wheelers : Rs. 4.00 /KM
All 4 Wheelers : Rs. 7.00 /KM
The faculty & staff members can call for a Taxi as per entitlement from the Institute for official purposes, approved as per the rules. However, those faculty & staff members who hire a taxi from their residence for official purposes would submit a voucher for reimbursement of the same.
8
7.2.7. Rates of boarding and lodging
Level of cities
Descriptions A1 Category
A2 A3 A4 A5 A6
Class A Station
Boarding & Lodging exps.
As per actual 3 Star
hotel ( as per actual)
3 Star hotel ( as per actual)
3 Star hotel ( as per actual)
500 300
Daily Allowances 1000 800 600 400 350 200
Class B Station
Boarding & Lodging exps.
As per actual
3 Star hotel ( as per actual)
3 Star hotel ( as per actual)
3 Star hotel( as per actual)
400 250
Daily Allowances 500 400 300 200 250 150
Class C Station
Boarding & Lodging exps
As per actual
3 Star hotel ( as per actual)
3 Star hotel ( as per actual)
3 Star hotel ( as per actual)
300 200
Daily Allowances 500 400 300 250 150 100
Note: The entitlement may be varied on prior approval from the competent authority. The local conveyance reimbursement shall be on actual basis. These rates will be approved for reimbursement purposes from time – to – time .
7.2.8. Reimbursement of Expenses on transfer The faculty & staff members who have been transferred from one place to another shall be reimbursed expense incurred for transport/ carriage of house hold effects equivalent to the charges fixed for carriage of goods by train limited to the weight specified below:A 1 - 4 Metric TonnesA 2 - 3 Metric TonnesA 3 - 2 Metric TonnesA4 - 1 Metric TonA5 - 0.5 Metric TonFaculty & staff members shall also be entitled to the actual fare by the mode of travel applicable to him in the travel rules of the institute for self, spouse, dependent, parents and children from the place of work to the place of transfer. These expenses can be claimed within 6 months from the date of shifting his family from one place to another.
faculty & staff members who has been transferred from one place to another shall be entitled for a special leave of 5 days as joining time provided he / she is shifting bag and baggage to that place, otherwise only the time taken in traveling from one place to another shall be treated as on duty.
9
7.2.9. Disturbance Allowance
On transfer faculty & staff members shall be entitled for a disturbance allowance equivalent to one months-basic salary
7.2.10 Mode of travel and Entitlements
Categories/Grades EntitlementA1 1 AC/AirA2 II AC/ AC Deluxe Bus/Air
(subject to discretion of the management)A3 II AC/ AC Deluxe Bus/ Air
(subject to discretion of the management)A 4 II AC/ AC Deluxe Bus/ Air
(subject to discretion of the management) A5 Sleeper class / Bus ( can use auto on prior approval) A6 Bus
Note: The entitlement may be varied on prior approval from the competent authority.
7. 2.11 International Travel Entitlement
Approval of Director General / Director shall be required to undertake any international travel. Travelling and daily allowance shall be decided keeping in mind pay scale and status of the employee, country of travel and other needs depending on the type of work assigned to the employee.
8. Perquisites
8.1. Provident Fund
The provident fund shall be operative with the Commissioner of the Provident Fund, Govt of India, as per the Provident Fund policy of Govt of India. Presently it is 12% of the basic salary, will be deposited by both, the employer and the faculty & staff members in PF account given to the faculty & staff members by the PF Commissioner. An element of interest on this amount is payable at the time of withdrawal of the same as per policy of the Govt.
Those who wish to get their PF account transferred from the previous company should complete a PF transfer form and submit in the accounts department.
8.2. Gratuity
Gratuity shall be entitled to the faculty & staff members as per the Payment of Gratuity Act, 1970 and Rules framed there under as amended from time–to- time. Presently it is 15 days basic salary for each year of service provided after completion of 5 yrs. of service in the organization, in case of separation from the Institute. For calculation of gratuity last completed six months or more shall be counted as full year and less than six months service will be ignored.
8.3. Miscellaneous perquisites
10
These, for example, car, helper etc. shall be taken into account as per government rules falling under the purview of income tax.
8.4. Reimbursements
Faculty & staff members submitting actual bills for reimbursements shall be omitted from the tax liability. For the amount not accounted for in the bills, tax will be borne by the employees.
8.5. Medical Reimbursement
All eligible faculty & staff members shall be entitled to claim medical reimbursement up to maximum of one months' basic salary during an academic year, on medical expenses incurred on self and family against submission of necessary medical bills and prescription vouchers and cash receipts.
Family includes self, spouse, dependent parents and children.
Expenses on items such as baby food, perfumes, beauty aids, toiletry items etc. shall not qualify for reimbursement. However, contact lenses, spectacles, hearing aids, dentures and water purifying systems can be included in the same.
Reimbursement of medical claim for all faculty & staff members shall be made every month or on quarterly basis. All faculty & staff members should submit their claims duly supported with bills and receipts.
Income tax liability, if any, arising out of reimbursement of medical expenses will be borne by the employee.
8.6. Leave Travel Assistance
LTA is provided to all confirmed faculty & staff members who have completed 12 months of service.
LTA can be availed for an amount equivalent to 1 months-current basic salary of the faculty & staff members in a year. If faculty & staff members avail LTA once in a block of 2yrs he /she shall be eligible for an amount which is equivalent to 2 months basic salary, drawn in the respective block of two yrs.
For availing the benefit of LTA a minimum of 7 days EL will be obligatory. However, if faculty & staff members claim for two years, 10 days EL will be mandatory.
75% advance can be drawn before proceeding on leave. For this an application has to be submitted 15 days before the due date. The rest of the amount may be claimed after giving a declaration in the prescribed format, which the faculty & staff members are to deposit in their return.
LTA bill shall be claimed within one month of return from leave.
11
IT liability, if any, in view of LTA will be borne by the respective faculty & staff.
8.7. Group Medi-claim Policy and Accident Insurance Policy
It shall be applicable to faculty and staff who have completed one year of continuousService, if/as enforced. On implementation of Group Mediclaim Policy, medical reimbursement as in 8.5 may discontinue.
12
8.8. Calendar Holidays
National, Festival and Declared holidays shall be allowed. These shall be published before the beginning of the year.
9. Loans
Loans to faculty & staff members in the organization will not be a matter of right but purely discretionary by the management. Following are the prescribed guidelines:
1. Length of service in the organization: More than three years
2. Purpose:
a) House building, major repair/new purchase
b) Own, daughter's or dependent sister's marriage
c) Serious illness- primarily for hospitalization for self, spouse, parents and unmarried children
d) Victim of natural calamity and on similar compassionate grounds
e) Purchase of own vehicles (two-wheeler/four wheeler). The institute shall give 50% of the total cost of the vehicle while 50% cost shall be either paid by the faculty & staff members or financed through bank. The faculty & staff members shall own vehicle.
(f) Higher Education of children (for one child only)
The loan shall be repayable in 36 months of equated monthly installments, which shall be deducted from the salary.
In case, faculty & staff members leave the organization prior to refunding the loan then it shall be deducted from his full & final settlement.
3. Gap between repayment of the last loan in full and the application for the present should be more than one year.
4. Maximum amount: 15 times of total salary (Basic + HRA + Allowances: gross). The amount of sanction will depend upon the purpose for which loan is required and repayment capacity. However, the faculty & staff members shall require pledging financial instruments in the form of NSC, LIC Policy, and Bonds of a value equal to 75 % of the loan amount. The amount will be sanctioned on case-to-case basis.
5. Repayment: 36 - 60 monthly installments with 6 months moratorium. Fixing of installments would depend on the employee's repayment capacity and management's decision. The faculty & staff members shall deposit PDC of rest 25 % of the loan amount towards repayment at the time of getting loan amount.
9.1. Interest rate
13
All interest loans will be at the discretion of the management varying from interest free loan to maximum interest up to 10% on diminishing balance per annum. An faculty & staff members can also be asked to furnish supporting documents to the institute which depends on case-to-case basis.
10. Gift to employees
10.1. Wedding
A wedding gift from the institute may be given to all faculty & staff members at the time of their marriage. The maximum limit as of now is Rs. 2100/-
14
11. Leave Rules
Introduction
The expression ‘Leave’ means leave of absence, that is to say, the permission obtained by faculty & staff members from the Institute relieving from the duty of attending the work, with or without pay. Leave is intended for a number of purposes. It is generally intended for rest, recuperation of health and fulfilling social obligations, sickness and convalescence, emergent and unforeseen circumstances, maternity in case of females, and other special purposes.
Entitlement
Type of Leave Annual Entitlement Maximum AccrualEarned Leave 15 50Sick Leave 7 21Casual Leave 7 --Vacation As decided by the management
from time to time --
Maternity Leave As per law on the subject
11.1 General Conditions
The following Leave Rules will be applicable to all faculty & staff members of the Institute with immediate effect:
11.1.1. The following general principles shall govern the grant of leave to the employees:
1. Leave is earned by duty or services and it cannot be claimed as a matter of right.
2. The leave year is from 1st July to 30th June of the next year.
3. Faculty or staff member who desires to obtain leave of absence of other than casual leave shall apply in the prescribed form to the Competent Authority of the Institute appointed for the purpose not less than 7 days before the leave is to commence except in urgent cases or unforeseen circumstances when it is not possible to do so. The competent authority in this regard shall issue orders on such applications as soon as practicable. If the leave is granted, an order showing the date on which the faculty & staff members will have to resume duty shall be issued to him. Applicants who do not satisfy this requirement may be refused leave without assigning any reason.
4. Leave shall be availed of only after it is sanctioned by the Competent Authority, but sick leave and one day casual leave may be availed of without prior sanction in case of unforeseen circumstances, provided the Competent Authority to sanction leave is promptly informed by phone or otherwise of the circumstances under which prior sanction could not be obtained.
5. In case of the exigencies of work, it will be open to the Competent Authority to refuse, postpone, revoke or reduce leave of any description.
15
6. During the period of leave, faculty & staff members shall not take up or accept any employment or work either on remuneration or without remuneration.
7. During the period of suspension, faculty & staff members shall not be granted any leave. However, during the pendency of disciplinary proceedings, the competent authority may grant leave.
8. Sundays and or/ holidays as may be declared by Institute, may be prefixed and /or suffixed to any kind of leave, but intervening Sundays and Holidays, will be counted as a part of leave.
9. Combination of leave: Casual leave cannot be availed of in conjunction with any other kind of leave. Subject to this condition any kind of leave under these regulations may be granted in combination with or in continuation of any other kind of leave.
10. The leave earned by faculty & staff members is the period, which s/he has earned according to Institute’s rules and s/he will be entitled to leave only after it has been earned.
11. Before proceeding on any kind of leave, faculty & staff members shall intimate to the Competent Authority his/her address including telegraphic address while s/he is on leave and shall keep the said authority informed of the changes in address, if any.
12. Before leaving the place of posting, every faculty & staff member will have to obtain from the Competent Authority permission to leave the place of posting.
13. If an employee, after proceeding on leave, desires an extension thereof, s/he shall make an application in writing to the Competent Authority with reasons. Such application shall contain full postal and telegraphic address and shall be made in sufficient time to enable the office to process the application and communicate the decision to him.
14. No leave or extension of leave shall be deemed to have been granted unless an order to that effect is posted and communicated to the faculty & staff members concerned.
16
15. Over-stayal beyond the sanctioned leave shall be treated as leave on loss of pay unless the concerned faculty & staff members has got the extension of leave sanctioned (by Competent Authority) before the expiry of the leave already sanctioned. However, before treating such unauthorized absence as leave on loss of pay, the competent authority shall satisfy itself that there were no extenuating circumstances, which prevented the faculty & staff members from obtaining prior sanction for over-stayal. Over-stayal of leave beyond 10 days without proper sanction can call for disciplinary action.
16. Faculty & staff members are expected to avail of leave granted fully before resuming duty unless s/he is recalled for office exigencies. Faculty & staff members on leave cannot return to duty before the expiry of such leave except with the express permission of the authority granting leave.
17. Faculty & staff members on leave, shall, unless and otherwise instructed to the contrary, return for duty to the place at which s/he was last stationed.
18. When faculty / staff member is on leave on loss of pay, or absents from duty the increment falling due during the period of leave may be granted from the date of re-joining the service.
19. Faculty & staff members on leave on medical certificate may not return to duty without producing a medical certificate of fitness. The Competent Authority may require faculty & staff members who have availed of leave, of any kind, for reasons of health to produce a medical certificate of fitness, even though such leave was not granted on medical certificate.
20. The Competent Authority may, at his discretion, secure a second medical opinion either for grant of leave or for satisfying that the faculty / staff member is fit to resume duty, from a medical examiner of its choice, if considered necessary, the cost of such second medical examination will be borne by the Institute. Faculty / staff member not submitting him/her for medical examination will be liable for appropriate disciplinary action.
21. Contractual employee irrespective of age may also avail leave of any kind. However, he/ she will not be entitled to accrual of leave.
22. EL tentative calendar needs to be made in the beginning of the year.
23. The reason for taking leave should be clear and not vague.
24. National, Regional and Declared Holidays will be decided in December each year for every calendar year (January to December).
17
11.1.2. On separation from the Institute, if the individual has taken EL, CL, or SL in excess of the entitlement, the same shall be recovered from salary. Leave cannot be availed in advance, except as special consideration in case of an emergency. The advance leave availed will be adjusted against leave in the following year.
11.1.3. In the event of the individual having resigned from the services of the Institute, CL of 2 days and SL of 3 days will be allowed during the notice period subject to availability of CL/SL.
11.1.4. However, where faculty / staff member has earned leave to his credit but has not availed of the same as on the date of his retirement and provided that s/he had applied for such leave sufficiently in advance before the date of retirement and the leave was refused by the competent authority, s/he may be permitted to avail of the refused earned leave prior to retirement, and in that case, the faculty & staff members will be deemed to retire from service on the expiry of the leave so granted.
11.2. Study Leave
A study leave/extended/deputation for a maximum period of two years may be available on recommendation of the Director and approved at the discretion of the Trust Sub- Committee only after the faculty & staff members has completed one year of service at the Institute. During the period of study leave the faculty / staff member will not be entitled to draw any salary, but his position will be maintained when he returns after the leave period. He will also not be automatically entitled for promotion as a result of his receiving any advanced degree during the course of his study leave.
11.3. Earned Leave (EL)
11.3.1. EL means leave earned in respect of service and will be credited to the faculty & staff members after one year of service. EL credited to the individual’s account will be from the date of joining to 30th June and thereafter with respect to each year, i.e. on 1st
July to following 30th June.
eg. For the Leave Year - 01.07.06 to 30.06.07: 15 days leave credited on 1st July 07.
18
11.3.2. After 12 months of continuous service, faculty & staff members of the Institute shall be entitled to Earned Leave (EL) of 15 days.
The following conditions shall govern calculation of Earned Leave (EL):
a) For the purpose of calculating leave earned by an employee, the period of leave on loss of pay (LWP) availed by the concerned faculty & staff members during a particular year shall not be counted as period of service during the said year.
b) Sick/Casual Leave and Earned Leave availed by the faculty & staff members during a particular year of service shall, however, be treated as period of service for calculating earned leave.
c) Leave may be accumulated as stated at 8.0 above. Leave upto maximum of 15 days may be sanctioned at any one time, provided, however, the faculty & staff members may be granted the full leave to his/her credit preparatory to retirement.
d) Earned Leave will be credited to the employee’s account at the end of the leave year for which the said leave pertains and leave can be availed only after it is credited except during separation of confirmed employees. In such cases, the leave will be calculated as per the number of days worked in that part of the leave year.
e) In the event of the death of a faculty & staff members in service of the Institute, the cash value of the balance of EL remaining to the credit of the deceased faculty & staff members shall be paid to his/her nominee.
f) EL should be recommended by the immediate superior and approved by the Director. Requests for EL shall be made at least 7 days in advance.
g) Weekly –off, declared holidays falling within the earned leave period will be counted as leave. All other holidays (summer vacation, maternity leave etc.) will be excluded.
h) EL can be availed maximum 3 times in year and for not less than 3 days at a time.
11.3.3. EL Encashment
EL may be encashed only after it has been earned. Faculty / staff member can encash EL once in a year subject to having a minimum balance of 15 days in the leave account. Faculty & staff members resigning from services will get the encashment of balance earned leaves in his stock at the time of final settlement.
Leave encashment will be made after approval of the competent authority maintaining the minimum balance of EL required on the then basic salary.
11.4. Sick Leave (SL)
Can be availed in the event of the individual being unfit to attend office.
1. SL for more than three days should be duly supported by a medical certificate.
2. Weekly –offs, declared holidays falling within the sick leave period will be counted as leave. All other holidays (summer vacation, maternity leave etc.) may be prefixed/suffixed and will be excluded.
19
3. SL may be taken for half day also. i.e. either pre-lunch or post-lunch period.
11. 5. Casual Leave (CL)
1. CL is provided for the purpose of meeting unforeseen/unavoidable circumstances.
2. Faculty & staff members may be granted casual leave for a maximum period of 7 days during the leave year, i.e. 1st July to 30th June. Faculty & staff members who are appointed during the course of the year shall be entitled to it on pro-rata basis.
3. Balance casual leave remaining unutilized at the end of each year shall lapse automatically. Leave periods exceeding 3 days will not be counted as Casual Leave.
4. Only in exceptional cases, CL may be granted for more than 3 days at a time.
5. In case of absence of more than the number of days allowed for Casual Leave, when not due to sickness, the entire leave period shall be converted into the Earned Leave.
6. CL may be taken for half day also. i.e. either pre-lunch or post-lunch period.
7. Weekly-off/holidays falling within the leave period will not be counted as leave.
11.6. Vacation
All confirmed faculty & staff members are entitled to Vacation during the summer every year as decided by the management from time – to - time.
11.7.
Maternity Leave (ML)
1. ML may be granted to a female faculty & staff members as per Maternity Benefit Act and Rules framed there under as applicable.
2. ML is not debited to any leave account.
3. ML may be combined with any other kind of leave (except Casual Leave) due and admissible, subject to approval of leave from the Competent Authority.
4. In case Institute covers the female faculty & staff member under Medi-claim Insurance Policy (either contributing / non-contributing by employee), salary payable shall be reduced by the benefit as admissible under the said policy for the corresponding period.
11.8. Leave without Pay (LWP)
In case of an faculty and staff members whose CL/EL/SL has been exhausted or taken in excess of the entitlement or who has extended leave without informing the authorities of the Institute, those excess leave CL/EL/SL taken may, subject to the approval of management, be treated as leave without pay (LWP).
20
11. 9. Recall to duty before expiry of leave
In case a faculty & staff members is recalled to duty before the expiry of his/her leave, the faculty & staff members shall be entitled to be treated as on duty from the date on which s/he starts from the station where s/he is spending leave. S/he shall be entitled to draw transit allowance as per rules from the station of spending holidays to the place of normal duty.
11. 10. Conduct Rules
Every faculty & staff members shall, at all times, maintain absolute integrity, decorum of conduct devotion and commitment to duty. S/he should carry out the orders and act accordingly to the instructions of his/her superiors so far as his/her official duties are concerned. He / she shall do nothing which is unbecoming of a faculty & staff members / faculty members of the Institute. Further, he/she shall not do any act, which is prejudicial to the interest of the Institute
11.11. Disciplinary Rules
These rules may be called "Disciplinary Rules for All Institutes under the Ram Krishna Kulwant Rai Group of Trusts ". They shall apply to every faculty & staff members of the Institute.
The following acts of omission and commission, which are illustrative but not exhaustive, shall be deemed to constitute misconduct and will entail disciplinary action. They are:
Minor misconducts: -
Negligence or failure to perform assigned duties; Unauthorized absence / Habitual late/irregular attendance; Habitual indebtedness, insolvency; Smoking within premises of ; Disorderly conduct;
Major misconducts: - Furnishing false information regarding age, qualifications, marks and previous
employment at the time of joining Institute; Taking/giving bribe; Dishonesty; theft, fraud or damage concerning any
business/documents/property of Institute ; Drunkenness, riotous or indecent or disorderly behaviour; Gambling within premises of Institute ; Willful insubordination, disobedience, negligence or refusal to accept charge
sheet/other communication; Commission of any act which amounts to a criminal offence or involving moral
turpitude; Unauthorized communication of any official document/information of Institute
Institute ; Lending or borrowing money or accepting expensive gifts from person/firm having
official dealing with Institute ; Conviction by court of law; sexual harassment; threatening or intimidating other
employees; 21
Possession of illegal/unauthorized weapons or firearms; Engaging in business other than that of the organization; Holding unauthorized meetings, civic, political or union activities/collection of
funds during the working hours in premises of Institute ; Resorting to or abetting illegal strike/slowdown/distribution of handbills and
posters or any other act of subversion of discipline; Being found in possession of or attempting to punch another employee's attendance
card; Deliberately spreading false information or rumours; Refusal to accept any communication or warning in writing, etc. Unauthorized absence beyond 10 days.
11. 12. Disciplinary Action
For minor offences, the disciplinary authority shall issue show cause notice / charge sheet to the delinquent faculty & staff members and his / explanation, if any shall be considered before imposing punishment. For major offences, the punishment shall be imposed by the disciplinary authority after enquiry. Punishment shall be based on findings of enquiry, gravity of misconduct and past record of the faculty & staff.
11. 13. Punishment
Punishment may be awarded in the following forms:
For minor offences, censure/warning will be given in writing (for record in personnel file), giving the faculty & staff members reasonable opportunity to explain.
For major offences, fine, stoppage of increment, demotion, suspension, discharges, dismissal from service.
11. 14. Disciplinary Authority
Unless delegated, Disciplinary Authority is the Appointing Authority. The Trust Sub Committee may delegate the power of disciplinary action to any senior officer/executive in the rank of Director General, Director, Dean, Professor, President, Vice President, General Manager, Deputy General Manager and others. The Appellate Authority will be the Executive above the rank of Disciplinary Authority or the Trust Sub Committee.
11. 15. SuspensionThe Disciplinary Authority has power to suspend any faculty/staff member pending enquiry. During suspension pending enquiry, the delinquent faculty member / staff will get subsistence allowance as per the payment of Subsistence Allowance Act and Rules framed there under, as applicable.
22