Classificatio

Department:

HRMD - SITE NURSE / HR

Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

Version

Resolution

001

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

HISTORY
EffectiveREVISION
Date: 2015
Rev. No.
1.0

Description of Change
Initial release

1|Page

Author

Date

Edson M. Yuson
Joseph Tan Jr.

7-14-15

Change Ref.
No.

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

Classificatio
n

Resolution

001

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

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APPROVALS
Department:

HRMD - SITE NURSE / HR

Classification

Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Version

Resolution
001

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

Prepared By:

HRMD - SITE NURSE / HR

Description of
Change:

APPROVERS
Designation / Title

Department

Name

Assistant Manager

HRMD

Erwin G. Agustin

Legal Council

LEGAL

Crispin Garcimo

Signature

Date Approved

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Department:

HRMD - SITE NURSE / HR

Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

Classificatio
n

Version

Resolution

001

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

3|Page

Table of Contents
EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

1.1 Policy.................................................................................................................................. 4
1.2 Scope

1.3 Roles and Responsibilities

1.4 Guidelines........................................................................................................................... 7
1.4.1

Incident Report/ Notice to Explain

1.5 Incident Report/ Notice to Explain Process Flow

7
6

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Department:

HRMD - SITE NURSE / HR

Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

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1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

1.1 Policy

The Company always aims to preserve and enhance the good image or reputation
it has nurtured and enjoyed since its beginning. In this regard, all efforts must be
done in keeping with the policy. Specifically, the Company expects that;

All Admin Workers must observe and practice proper norms of conduct and
decorum both in and out of the site.
All Admin Workers shall regard each and everyone in the Company with
courtesy, honesty, fairness and cooperation.

Compliance with all Company policies and rules is the best proof that the Admin
Workers understand the extent of their responsibility towards themselves, their
fellow Admin Workers, and the Company in general.
Any violation of these policies and rules is subject to appropiate disciplinary action,
as set out in the Code of Conduct, observing due process.
1.2 Scope

All Admin Workers

1.3 Roles and

The roles and responsibilities of those involved in the recruitment and placement
Responsibilities are shown in the table:

Person / Group

Description
1. Investigate incident happen inside
the company premises.
2. Prepare Incident report
3. Prepare Notice to Explain base on
House Rules Manual

SITE NURSE/ HR

4. Submit Incident report and Notice

to Explain (NTE) to HRMD- Main
c/o Assistant Manager for signatory
5. Obtain duly signed Notice to
Explain (NTE) from HRMD- Main
c/o Assistant Manager.

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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n

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001

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

5|Page

Continued on the next page

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.3 Roles and
Responsibilities
Continuation

Person / Group

Description
6. Serve Notice to Explain (NTE) to
worker who commits house rules
violation.
7. Obtain receiving copy of Notice to
Explain (NTE)
8. Wait for workers explanation (5
days)

SITE NURSE/ HR

9. Collect and compile explanation

letter together with the receiving
copy of NTE.
10. Transmit Explanation letter to
HRMD- Main c/o Assistant Manager.
11. Obtain Notice of decision from
HRMD- Main c/o Assistant Manager.

ASSISTANT MANAGER

12. Serve Notice of Decision to Worker.

1. Receive incident report and Notice to
explain (NTE) from Site HR/ Nurse.
2. Evaluate incident report, sign the
Notice to explain (NTE).
3. Transmit duly signed Notice to
Explanation to Site HR/ Nurse.
4. Receive explanation letter and
signed Notice to explain (NTE) Receiving copy.
5. Evaluate workers explanation letter.
6. Seek approval from Legal
Department for Majot offense.
7. Transmit Notice of Decision to Site

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

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HR/ Nurse.

Continued on the next page

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.3 Roles and
Responsibilities, Continuation

Person / Group

LEGAL COUNCELOR

ADMIN WORKER

Description
1. Assess and Evaluate Incident
report and Workers Explanation
Letter.
2. Initiate disciplinary action to be
sanction according to gravity and
frequency of such offenses or
infraction.Notice to Explain (NTE)
1. Receive
duly signed by HRMD- Main c/o
Assistant Manager.
2. Explain himself about the incident
happened.
3. Submit his explanation letter to Site
HR/ Nurse.
End of Section

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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n

Resolution

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Version

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

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1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.4 Guidelines
1.4.2

Incident Report/ Notice to Explain Process

1.4.2.1 Investigate Incident happen inside the company premisses.

1.4.2.2 Prepare Incident report.
1.4.2.3 Prepare Notice to Explain base on House Rules Manual.
1.4.2.4 Submit Incident report and Notice to Explain (NTE) to HRMD- Main c/o Assistant
Manager for signatory
1.4.2.5 Receive incident report and Notice to explain (NTE) from Site HR/ Nurse.
1.4.2.6 Evaluate incident report, sign the Notice to explain (NTE).
1.4.2.7 Transmit duly signed Notice to Explanation to Site HR/ Nurse.
1.4.2.8 Obtain duly signed Notice to Explain (NTE) from HRMD- Main c/o Assistant
Manager.
1.4.2.9 Serve Notice to Explain (NTE) to worker who commits house rules violation.
1.4.2.10 Obtain receiving copy of Notice to Explain (NTE).
1.4.2.11 Wait for workers explanation (5 days).
1.4.2.12 Collect and compile explanation letter together with the receiving copy of NTE.
1.4.2.13 Transmit Explanation letter to HRMD- Main c/o Assistant Manager.
1.4.2.14 Receive explanation letter and signed Notice to explain (NTE) - Receiving copy.
1.4.2.15 Evaluate workers explanation letter.
Continued on the next page

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

Classificatio
n

Resolution

001

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

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1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.4 Guidelines
1.4.1

Incident Report/ Notice to Explain Process, continuation

1.4.2.16 Seek approval from Legal Department for Major offense.

1.4.2.17 Assess and Evaluate Incident report and Workers Explanation Letter.
1.4.2.18 Initiate disciplinary action to be sanction according to gravity and frequency of
such offenses or infraction.
1.4.2.19 Transmit Notice of Decision to Site HR/ Nurse.
1.4.2.20 Obtain Notice of decision from HRMD- Main c/o Assistant Manager.
1.4.2.21 Serve Notice of Decision to Worker.
End of Section

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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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n

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

2015

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1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.5 Incident Report/ Notice to Explain Process Flow

INCIDENT

Site HR/ Nurse investigate the incident happen inside the company premises.
Prepare Incident Report and Notice
to Explain

Submit to HRMD - Main c/o Assistant

Manger

HRMD-Main Receive incident report/ NTE

from Site HR/ Nurse

HRMD-Main will evaluate incident report, sign NTE as approval

Transmit signed NTE to Site HR/ Nurse

Serve NTE to worker who commits house rules

violation (secure receiving copy)

Wait for Workers explanation letter

(Failure to explain within 5 working days, HRMDMain will render a decision based on record on hand
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Department:

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Document ID:

EMPLOYEE RELATION- INCIDENT REPORT/

NOTICE TO EXPLAIN

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n

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EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:

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10 | P a g e

1.5 Incident Report/ Notice to Explain Process Flow, continuation

With Explanation
Letter

Without explanation
Letter (after 5 days)

Collect written explanation of Admin Workers

and attached to NTE receiving copy

Submit receiving copy of

NTE signed by the Admin
Worker to HRMD- Main

Submit to HRMD - Main c/o

Assistant Manager for evaluation

Received by the
Assistant Manager
Evaluate

Prepare Notice Of

Type of Offense

Decision

Major Offense

Minor Offense
HRMD-Main Prepare Notice of
Decision duly signed

Transmit to Site HR/ Nurse

for receiving/signing of
Admin Worker.

Endorse Notice Of
Decision (NOD) to
Site HR/ Nurse

HRMD-Main
Consult / seek advice of Legal Department.
Initiate disciplinary action based on the severity and
frequency of such offense by the Admin Workers.
Prepare and duly singed and approved Notice Of
Decision (NOD).

Serve to Admin
Worker.

Secure Receiving
copy of Notice Of
Decision (NOD) and
transmit to HRMDMain for Filing

Serve to Worker who

commits House Rules
violation
END
Secure duly signed Notice
Of Decision (NOD)

Site HR/ Nurse Transmit

signed Notice to HRMDMain c/o Assistant Manager
for record purposes
END
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