XXXXX

(EMBLEM)

EMPLOYEE HAND-BOOK
A GUIDE MANUAL ON GENERAL RULES AND PROCEDURES
ISSUED ON XX.XX.XXXX

XXXX
27, XAM ROAD
SXXXAM
CHENNAI - 6000040

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BRIEF HISTORY
Founded by MrXX, a visionary who forsaw as early as 1956 the kind of opportunity
and future a Film Production Company had in India, XX Productions Limited has
made more than a mark in the history of Indian cinema.
XXX Productions has to its credit numerous films in various languages including
Hindi, Bengali, Telugu, Tamil and Malayalam, Oriya and Kannada.
XXX himself directed and produced films, several under the XX banner, many which
have been commercial successes.
XX Productions Ltd. has an enviable record of satisfied customers who come back
time and again, looking for the commitment to quality, and state of the art technology
that XX is famous for. The motion picture industry, especially in the worlds largest
producer of films, can be a very demanding customer, and XX Productions has always
matched the demand with the latest, upgraded technology
Available, while optimizing production costs.
As a part of above activitiesXX Group started XX Video Digital in -----Under the dynamic leadership of MrXX , M.D., rendering professional services in the
field of Editing, Sound, Dubbing and effects, Song Recording, Mixing,
Telecine, DVD Authoring and Sound Recording.
In addition XX Group has branches in Hyderabad, Bangalore and Bhubaneswar.
XXX laboratories are being set up in Mumbai and Trivandrum. This Group has
excellent facilities equipped with latest equipments and range of cameras and also
Studio Floors.
XXX VIDEO DIGITAL COMPANY is totally looked after by our
TECHNICAL DIRECTOR, MR. XXX, one of the best outstanding professionals in
FILM TECHNOLOGY. Under his dynamic leadership this company is growing
very fast both in technology and client satisfaction.

2. XXX CORPORATE CULTURE

XXX has its own culture which has been nurtured and developed during last five
decades. Hard work is the result of its growth and retention of customers
satisfaction. Transparency is prevalent in its every activity. Technology updation is taking place without any iota of hesitation . This organisation is totally
dependent on human skills and hence employee development is very essential.
This is achieved thro proper Training and Development. There is no
compromise in achieving technology change and client satisfaction. The aim of
the Management is to bring all units of Prasad Group under one umbrella of core
culture i.e. XXX CULTURE.

3.

HR POLICY
The Management believes their people. They accept every human-being as a
Human being. They respect the values of their employees. Human resource is
one of the greatest resources in this industry. They recruit right people for right
job. The Management identifies the talents and utilises it for achieving
business excellence. It also helps them to identify the training needs and
provide facilities in developing their knowledge and skills. Strengths and
weaknesses of employees are identified thro best performance appraisal
systems. The ultimate aim of XX is enjoy working. The Management is
open for new ideas, systems and procedures.

4.

QUALITY POLICY
CLIENT SATISFACTION is our prime goal . To achieve this, we develop a
strong Corporate Culture that ensures client satisfaction. Quality Excellence is
achieved thro continuous improvement in our systems and values. We build up
our work culture by practising zero compromise in each and every action .We
will deliver to our clients, products and services conforming to clearly
established requirements. We give Training to provide knowledge and skills that
enhance our efforts. All efforts shall be aggressively pursued by the
Management to achieve TOTAL QUALITY.

5.

ORGANISATION STRUCTURE
C.E.O.

P&A
.

HR

FINANCE &
ACCTS.

TELE-CINE
URSA-1
URSA-2

WEB

OPERATIONS

MARKETING

DVD
AUTHORING
EDITING
DESIGNING
SUB-TITLE

Comml.Edit
MAIN.
SYSTEMS
EQUIPMENTS

AUDIO
SOUND

STUDIOS

6.

FUNCTIONS OF VARIOUS DEPARTMENTS

Personnel & Administration (P&A):

All personnel matters pertaining to employees, files, statutory compliance,Security,House-keeping,
Admn.matters and welfare.
HR:
Man-power Planning, Recruitment, Training and Development, Performance
Appraisals, employee counselling, career Development Plans, Succession Planning,etc.
Finance & Accounts:
Matters relating to Finance & Accounts.
Marketing:
To get orders and coordinate with all Technical Departments
To identify new clients
To render satisfactory services to the clients.
OPERATIONS/PRODUCTION
All functions relating to Editing, Sound, Dubbing and Effects, Song Recording, Mixing,
Video post-production, colour correction and storage of the same, DVD Authoring and Sound Recording
Services.
MAINTENANCE
Maintenance of all Systems and Equipments installed in PVD unit.
STUDIOS
To provide all administrative facilities for film shooting inside premises.
WEB
Maintenance of WEB site of the Group.

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7. PERSONAL CLEANLINESS:
It is expected that all the employees of XXX must appear smart and brisk. Personal
Cleanliness includes the following:
a)
b)
c)
d)
e)

Trimmed hair and nails

Clean shaven face
Clean dress preferably inserted
Wearing shoes
Wearing Identity Cards

Upkeep of personal cleanliness must be consistent and regular. It should not be deviated at any cost.
Each employee must be a model in up-keeping of personal cleanliness.
8.

HOUSEKEEPING AND HYGIENE

The next important to Personal Cleanliness is good Housekeeping.
A place for everything. Everything in its place.
- Get rid of searching.
- A dirty Department cannot produce quality product or service.
- An orderly environment promotes an orderly mind.
- Clutter hides problems.
- A clean work place exposes problems.
- Dont throw any paper or waste or spit as you like.
- Dont scribble anything on the office table, files, records and walls.
- At the close of the office hours, keep every thing in order so that it facilitates your work next day
morning in a smooth way.
- Use the toilets and wash basins in a clean manner and see that stains do not get accumulated.
- Canteen place must be maintained well and dont throw waste as you like.
- File the papers in order. Keep the files in chronological order and thus keep your work placclean.
- Keep the tools, machines and instruments in right place and use it in a systematic
Way.
- Train the people as per companys expectations in maintaining a good housekeeping.
- Say and develop the habit of wishing others such as good morning, thank you.
- Smoking, liquor or chewing paan is not allowed inside the premises.

9.

ATTENDANCE & PUNCTUALITY

Remember, attendance record is the most important record of an employee. It is expected that every
employee must mark their attendance in the respective attendance registers.
If any employee is on official tour or out-door duty he must fill up the relevant form and get it
approved from his Department/Section in-charge concerned and submit it to the Personnel Dept. for
marking attendance. Absence of any official intimation will be deemed as un-authorised absent and
thus suitable disciplinary action will be taken against erring employees.
It is the duty of the employees to see that whether his attendance is marked with his initials, or official
tour/duty or Leave against each day. Any discrepancy may be brought to the notice of Administration
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Section immediately. Salary is calculated on the basis of attendance only which is completed in all
respects
PUNTUALITY:
All employees are expected to be present 10-15 minutes in advance before his actual working hours
start. Late-coming is not allowed. However, keeping in view of exigencies, Management allows not
more than 2 late-comings in a month with grace time of 15 minutes. Employees who come after
allowance time, will be allowed for duty with the consent of HODs concerned.
Half-a-day C.L. /E.L. will be deducted for each late-coming . However, if it continues every month,
concerned employee will be warned and suitable disciplinary action will be taken against habitual
late-comers.
NEVER COME LATE AND BE PUNCTUAL.
THAT DEVELOPS YOUR
PERSONALITY.
10. LEAVE RULES:
There are generally following categories of leave are sanctioned to PVD employees:
a) Earned Leave
b) Casual leave
c) Sick leave
EARNED LEAVE:
-For Every 20 man-days worked, 1 day Earned Leave is credited to each employee.
-Earned leave can be availed of only after confirmation of services.
-No carry forward is allowed and automatically un-availed leave gets lapsed.
-No encashment is allowed.
CASUAL LEAVE:
-7 days C.L. will be credited at the time of confirmation of services.
-C.L. may not be sanctioned for more than 3 days at a time or less than a day or not more than 2
times in a month
-No encashment\carry forward is allowed.
SICK LEAVE:
-8 days Sick Leave is credited at the beginning of the year or on pro-rata at the time of joining.
-If an employee avails of Sick Leave for more than 3 days, he must produce medical certificate as
well
as medical fitness certificate immediately and on the day of resuming duty, he must produce
medical fitness certificate.
- No carry forward or encashment is allowed.
- Those who apply sick leave as per ESI rules, they are not eligible to avail sick leave given by the
Company..
..7

In the event of validation of medical certificate produced by the employee, Company may ask
Him to report to a medical practitioner nominated by the Company for validation.

PROCEDURE FOR APPLYING LEAVE:

Step 1: Employee fills up blank leave application with clear reasons and leave
Address and type of leave required. Excepting unavoidable or emergent
Situations, all leave must have prior sanction.
Step 2: He must get the leave position portion filled from the Personnel Dept. before he submit
it to his Shift Head/Group Head/HOD.
Step 3: Group Head will discuss with Shift Head and make necessary
Alternate arrangement before leave is recommended.
Step 4: Group Head will forward the leave applications to HOD with recommendations for
Sanctioning leave or comments for rejection of applied leave with reasons.
Step 5: HOD/In-charge will sanction the leave only after Group Head/Shift Head/Supervisor
Has recommended the leave.
Step 6: If leave is sanctioned, the application will be forwarded to Personnel
Department for up-dating employee leave records. If leave is not sanctioned
The employee concerned may be advised/counselled accordingly.
GENERAL RULES:
PRIOR APPROVAL:
No leave is sanctioned, if an employee avails of leave without getting it sanctioned and also he is
not allowed to regularise it on the date of resuming duty excepting reasons which are of
emergency or unavoidable nature. This will be decided by HOD concerned.
If this attitude is repeated, HOD may discuss with Personnel /HR Manager to take appropriate
Action against erring employees. Just applying leave does not mean that he got the sanction.
He must get the leave sanctioned and only then, he may proceed on leave.
OVER-STAYING:
Employees are not allowed to extend their leave excepting the reasons/
Situations which are beyond the control. If this attitude is repeated, concerned
HOD may take up the matter with Personnel Manager to take appropriate action
Against erring employees.
ABSENTING:
If an employee is absenting continuously more than 7 days, without any
Valid reasons, his name will be removed from the rolls of the Company and
Suitable disciplinary action will be taken against the faulty employees.

11. GENERAL DISCIPLINE

-

Absolute discipline is very important. Honesty is very important for self

Development.
Gathering 2-3 members and discussing in common places like stair-cases, toilets,
Roads in studio premises or corridors of the premises is not allowed.
Gossiping or romours should not be encouraged.
Any bad work habits or negative behaviour of any employee must be brought to
The notice of Management immediately.
Make the habit of Saving. For example, switching of electrical items when not
in use. Use water in a controlled way.
EACH UNIT OF ELECTRICITY OR DROP OF WATER SAVED IS EACH UNIT PRODUCED.
Park your vehicle at the appropriate place and in order.
Wear Identity card daily.
Dont waste your work time.Use it in a very effective and productive way.
Dont take any office material outside the gate without any official approval.
Dont throw papers in the company premises as per your wish.
Use stationery items very economically.

12. STATUTORY REQUIREMENTS:

Immediately after joining one has to complete the following statutory compliances. Personnel Dept.,
will do the needful in the matter. They are:
1.
2.
3.

Necessary forms are to be filled as per PF Rules

ESI Declaration form (for ESI members)
Nomination form as per Gratuity Act

13. CHANGE IN RESIDENTIAL ADDRESS OR EMPLOYEE PARTICULARS:

All employees must notify to the Personnel Department about their residential addresses both
Permanent as well as Present one. If any change in present residential address, it must be informed to
the Personnel Department immediately. Telephone Number if any, may also be informed.
Any additional educational qualifications or addition/deletion in family members may also
Have to be informed to Personnel Dept.
14. IDENTITY CARD:
Personnel Department will issue Employee Identity Card at the time of joining. It is expected that all
employees must wear the Identity card as a part of discipline whenever they are in Company premises.
If the card is lost, a penalty of Rs.50/- is to be paid for issue of a new card.
15. SELF DEVELOPMENT:
XXX Management expects that all employees must work hard for their self-development. In the
Process organisation achieves its growth and quality excellence. Management provides all avenues for
Employee development. They are open for new ideas and system improvement. Hence each minute of
Hard work must be contributed towards organisation growth and clients satisfaction.
Employees can approach the Management and seek necessary help in development of knowledge and
Skills which suit to the job.

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16. PERFORMANCE APPRAISALS

XXX MANAGEMENT has a very good Performance Appraisal system by incorporating various
Behaviour traits which are relevant to job requirements and organisation needs. Employees strengths
and weaknesses are evaluated and apprised to them for further improvement. Training needs are also
identified thro performance appraisals. Attendance and Punctuality play a vital role in determining
other performance ratings such as communication skill, leadership skill, motivational skill,
Analytical skill, job knowledge, Housekeeping and personal cleanliness. Employees also feel free
To discuss about their weaknesses with their HODs and HR Manager. The aim of the Performance
appraisal is:

a)
b)
c)
d)
e)
f)
g)
h)
i)
j)

self-development
quality improvement
job enrichment
career development
succession planning
training need identification
growth potential
behaviour improvement
man-power planning
practise corporate culture

17. TRAINING
XXX has excellent training facilities for both behaviour and technical. Training needs are identified
thro various methods and training is being given to fill up the shortfall to perform well. Employees
Can approach the HODs and request for necessary training which is relevant to job requirement.
Company has a separate Training & Development Department to coordinate with HODs in identifying
Training needs, organising and evaluating the same .

18. TEAM WORK:

XXX believes ONE TEAM ONE GOAL. All employees are expected to work as a team
In achieving the target. Consensus approach in each work is the philosophy of the Company. Of
course, individual performance will always be given due recognition. Share the communication and
help the employees who want to learn new things. Everybody is important to the organisation and
hence work as a team and believe the word WE.

19. IMPORTANT BEHAVIOUR TRAITS:

From the day one, each employee is to develop some of the job required behaviour traits such as:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)

Communication skill
Reporting skill
Learning and Listening skill
Leadership qualities
Analytical skill
Motivational skill
Personality Development
Continuous improvement
Zero error
No Compromise approach
System-oriented work methods
Control of wastage and re-work

HR Manager will develop training programmes on the above said traits for new comers as well as existing
employees.

20. BE A ROLE MODEL

Each XXX employee must be a role model both in job performance and behaviour excellence.
Management will provide all facilities in achieving both the aboveXXX has many ambitious plans for its
growth and diversification and hence all employees must avail this opportunities and concentrate only in
their development and XXXs diversification. Remember CUSTOMER IS OUR PAY-MASTER and
hence work hard to achieve clients satisfaction and delight.

WE WISH THE NEW COMERS A VERY HAPPY AND SUCCESSFUL

CAREER IN XXX BY ACHIEVING QUALITY EXCELLENCE BOTH IN JOB PERFORMANCE
AND ATTITUDE.