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Human Resource Policy February 28, 2011

HUMAN RESOURCE POLICY


______________________________________________________
SSD-TECH

Version 1.2
Published on February 28, 2011

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Human Resource Policy February 28, 2011

CONTENTS
1.0 IMPACT ASSESSMENT....................................................................................................................... 3
1.1 BACKGROUND ...................................................................................................................................... 3
1.2 PURPOSE ............................................................................................................................................... 3
1.3 REVISIONS ............................................................................................................................................ 3
1.4 REVISION HISTORY ............................................................................................................................... 3
1.5 DISTRIBUTION ...................................................................................................................................... 4
1.6 APPROVALS .......................................................................................................................................... 4
2. ATTENDANCE ........................................................................................................................................ 5
3. PERFORMANCE EVALUATION ......................................................................................................... 6
4. AWARDS .................................................................................................................................................. 7
5 LEAVE ....................................................................................................................................................... 8
5.1 ANNUAL LEAVE .................................................................................................................................... 8
5.2 SICK LEAVE ...................................................................................................................................... 8
5.3 MATERNITY LEAVE ........................................................................................................................ 9
6. TRAVEL ..................................................................................................................................................10
6.1 TRAVELS OUTSIDE THE CITY ...............................................................................................................10
6.2 TRAVELS INSIDE THE CITY ...................................................................................................................10
7. CONFIDENTIAL INFORMATION AND COMPANY PROPERTY ...............................................11
8. TERMINATION......................................................................................................................................12
9. DISCIPLINE ............................................................................................................................................13
10. CAREER DEVELOPMENT ................................................................................................................14
11. EQUAL EMPLOYMENT OPPORTUNITY ......................................................................................15
12. RECRUITMENT ...................................................................................................................................16
13. INTERNET ............................................................................................................................................17
14. RESIGNATION .....................................................................................................................................18
15. EXIT INTERVIEW ...............................................................................................................................19
16. DRUGS AND ALCOHOL ....................................................................................................................20
17. HOLIDAYS ............................................................................................................................................20
18. CASUAL DRESS ...................................................................................................................................20

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Human Resource Policy February 28, 2011

1.0 Impact Assessment

1.1 Background

Members are our most valued asset and human resource management is one of
the most important employer responsibilities. This is especially true in SSD-
TECH where members are the key to fulfillment of our mission. Human resource
management team is determined to ensure the legal requirements and in part by
the values and standards of this organization. It is our intention to ensure that
both humanistic and legal requirements are met and that human resource
policies are both fair and progressive.

1.2 Purpose

The purpose of this policy manual is to communicate the SSD-TECH Human


Resource policies to members. A human resource policy manual serves as a
management and leadership tool providing information for dealing with human
resource questions, development opportunities, and concerns. The policy manual
provides an overview of the policies that relate to rules, regulations, practices,
compensation, and benefits that affect employment and guide daily operations.

1.3 Revisions

The HR policy continually strives to improve and update its policies. New
policies may therefore be added or current policies may be modified or revoked
at any time with or without cause or notice, SSD-TECH will try to be consistent
with the exception of the members. SSD-TECH also reserves the right to
interpret all information presented in this HR manual.

1.4 Revision History

Date of this revision:


Revision date Previous Summary of Changes Author Changes
revision date marked

01 December First Draft Ahmed Sayed Jamal


2009
1 December Yearly Leave, office Timing & Notice Ahmed Sayed Jamal/
28 February 2009 Period Adnan Rizvi
2011

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Human Resource Policy February 28, 2011

1.5 Distribution

This document has been distributed to all members of SSD-TECH.

1.6 Approvals

This document requires the following approvals.

Name Designation Signature Date of Issue Version


Mahbubul Matin President 28.02.2011 1.2

Firoze M Zahidur CEO 28.02.2011 1.2


Rahman

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Human Resource Policy February 28, 2011

2. ATTENDANCE
SSD-TECH highly appreciates member’s strong effort for perfect attendance and to
arrive for work on time.

2.1
 SSD-TECH maintains an office timing of 9.00 am to 6.00 pm.

2.2
 If anyone can not report to work as scheduled, notification must be made to the
Human resources department and supervisor informing the situation and
delegate the responsibility to some other member.

2.3
 As per Attendance policy if any member arrives late in 2 days, one-day Gross
salary or one-day leave from yearly leave will be adjusted.

2.4
 It is expected that everyone completes their responsibility within the office hours.

2.5
 Excessive absences or late attendance may lead to disciplinary action, up to
termination. Also it can make a negative impact on promotion and other benefits.

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Human Resource Policy February 28, 2011

3. PERFORMANCE EVALUATION
Performance observations are conducted on a periodic basis through performance
appraisal system.

3.1
 Performance evaluation can be arranged on quarterly, semi annually or annually.
It can be more than once in a year. But at least one performance evaluation will
be made every year.

3.2
 Final evaluation will be making on the basis of both KPI (70%) and Performance
appraisal (30%). The evaluation result will be shared with the members. The
weight can be change with the approval of Management and Line Managers.

3.3
 HR will communicate the yearly Key performance indicator (KPI) to each
department and members. That shows the guideline of what to achieve and the
organization expectation from the members.

3.4
 Through this system it is expected to identify the potential candidate for reward.
Also look forward to observe employee's attitude, strengths and areas of
improvement.

3.5
 Some other issues also consider in the performance of a member like
attendance, disciplinary issues etc.

3.6

 The detail of the Performance Evaluation Process is written in the PA Policy.

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Human Resource Policy February 28, 2011

4. AWARDS
On the basis of the performance of the members Company may recognize outstanding
contribution by an individual employee or group of employees.

4.1
 The result of KPI and Performance appraisal will be combined and considered in
the final score.

4.2
 According to Performance Appraisal policy members need to score at a certain
level to be eligible for the awards. (The detail procedure is described in PA
Policy) Members will put on different Grades and Levels according to their
performance.

4.3
 Award can be in the form of Salary increase, Promotion, bonus etc.

4.4
 Performance review is not a guarantee to expect changes in compensation.
Members need to be score at a certain level. That is explained in details in PA
policy.

4.5
 These awards are meant to thank employees for work that which is expected and
to bolster morale.

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Human Resource Policy February 28, 2011

5 LEAVE
Members of SSD-TECH are benefited with yearly and maternity leave.

5.1 Annual leave

Members benefited 20 days leave each year (Annual + Sick).

5.1.1
 Members required authorizing the leave application from their superior.

5.1.2
 During the absence responsibility must be delegated to other member so it does
not create any problem in the work flow.

5.1.3
 Leaves can be taking anytime of the year. But the application should be placed
before the leave.

5.1.4
 Members are suggested to take all leaves because it will not be adjusted or carry
forwarded in the following year.

5.1.5
 However this leave policy is applicable for the permanent members only.
Members in the probation will receive 5 days leave during the period. Any leave
more than that considered as unpaid leave.

5.2 SICK LEAVE

5.2.1
 A member should notify their supervisor and HR as soon as they knows that
he/she will be unable to work, but no later than the starting time of the staff
member's work day.

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Human Resource Policy February 28, 2011

5.2.2

 If the sick leave is less then 3 days in such case members do not need to provide
any medical papers.

5.2.3
 If the sick leave is more than three days in such cases members are required to
submit documentation from a health care provider to their supervisor certifying
the medical approval for the absence.

5.2.4
 Sick leave is provided for the reasons stated in this policy and may not be used
for other purposes.

5.3 MATERNITY LEAVE

Female members receive 16 weeks maternity leave (paid).

5.3.1
 This policy applies to all permanent female staff, regardless of their length of
service and their entitlement to legal maternity benefits.

5.3.2
 More than 16 weeks is considered as unpaid leave.

5.3.3
 The maximum entitlement including paid and unpaid leave shall be a total of 24
weeks.

5.3.4
 A member should give notice of her intention to take maternity leave by the one
month before her expected leave. Members may subsequently change her mind
about when she wants to start her leave providing she gives at least 4 weeks
notice.

5.3.5
 Payment will normally be made on the member’s normal pay date.

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Human Resource Policy February 28, 2011

6. TRAVEL
Travel policy is to ensure smooth and comfortable travel of members under a set
company policy within Bangladesh.

6.1 Travels outside the City

6.1.1
 Business travel must be approved by the Supervisor before commencement of
journey.

6.1.2
 Members will prepare the actual bill of the journey and submit it to the Finance
department.

6.1.3
 Travel bills must be approved by the line managers.

6.1.4
 Approved bills are to be submitted to the Finance Department within 7 days from
the date of return

6.2 Travels inside the City

6.2.1

 Local conveyance means travel up to a distance of 10-30 KM (approx.) by


Rickshaw/CNG/Taxi Cab. Members should be judicious and reasonable in
relation to use of mode of transport and the cost thereby.

6.2.2

 Members need to submit the conveyance bill with the approval from their line
mangers.

6.2.3
 Conveyance bills need to submit to the Finance Department within 7 days.

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Human Resource Policy February 28, 2011

7. CONFIDENTIAL INFORMATION AND COMPANY


PROPERTY
In your respected position you might receive information from your team members, other
individuals and organizations. SSD-TECH expecting responsible use of such information
from the team members.

7.1
 You can share the important information with only those members and clients
who need to know or use the information data for business purpose as defined
by the job duties.

7.2
 Anyone who receives confidential information has a responsibility to maintain and
safeguard this information and to use it with consideration and ethical regard for
others.

7.3
 Misuse of the confidential information is considered a serious offense in SSD-
TECH and it might lead to termination.

7.4
 All records, files, data resource materials developed by an employee in SSD-
TECH within the scope of their employment, the Company shall remain the sole
and exclusive proprietor of every asset. Any of these resources can not be
removed without permission of the supervisor or human resources.

7.5
 In case of loss of any office property members need to provide required papers
and sufficient evidence of the incident.

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Human Resource Policy February 28, 2011

8. TERMINATION
Company may terminate a member due to their performance in the organization. Either
the member or the company may terminate the employment Contract subject to giving of
the 90 days prior notice.

8.1
 Member performance is considered by the company to be unsatisfactory. In case
of unsatisfactory performance Management give feedback to the members.

8.2
 In any special circumstances SSD-TECH may terminate a member without notice
the employment of a member found to have engaged in serious misconduct such
mishandling the office property, disciplinarily issues etc.

8.3
 In case of any financial misconduct Management might adjust it from the salary
and other benefits, in case where the amount exceeds the proceeds, members
will be legally bound to compensate for such financial loss from his or her own
source.

8.4
 Either party can terminate a contract by giving a 12 weeks notice. In case of
Termination by the Company member will receive one month salary.

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Human Resource Policy February 28, 2011

9. DISCIPLINE
SSD-TECH has adopted a strong discipline policy to identify and address members and
employment related problems.

9.1
 This policy applies to all members of the company.

9.2
 Discipline results may arise from unacceptable behavior, poor performance or
violation of the company’s policies, practices, procedures or unethical issues.

9.3
 Company takes a comprehensive approach regarding discipline and will attempt
to consider all relevant factors before making decisions. Violation of any process
can make impact in the evaluation process and may lead up to Termination.

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Human Resource Policy February 28, 2011

10. CAREER DEVELOPMENT


SSD-TECH is determined to develop the skills and capabilities of the Team Members.

10.1
 Organization has plan to arrange various training programs and career
development program in the next few years.

10.2
 This development programs might be arranged both inside and outside the
organization.

10.3
 Career development policy is planned to help Team Members in selecting their
career path.

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Human Resource Policy February 28, 2011

11. EQUAL EMPLOYMENT OPPORTUNITY


Equal Employment opportunity is a top priority for SSD-TECH.

11.1
 It is the continuing policy of the Company to provide equal-opportunity
employment to all employees and applicants, without regard to race, color, sex,
religion, national origin, citizenship, age, disability, (any other protected
categories)

11.2
 This policy relates to all employment decisions, including recruitment, selection,
promotion, compensation, benefits, termination, and all other terms and
conditions of employment. All of our policies are in accordance with state
employment opportunity principles and other related laws.

11.3
 Any employee who feels that his or her rights have been violated under this
policy should inform their immediate supervisor or the Human Resources officer.

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Human Resource Policy February 28, 2011

12. RECRUITMENT
SSD-TECH strives to select employees who are well suited for the positions.

12.1
 In nearly every case, our recruitment process involves a careful review of the
requirements of an available position and the qualifications of the individual
applicants.

12.2
 All applicants are required submit a resume. Likewise, depending on the position
available, employees will be asked to interview with the individuals who will be
involved in the selection process. References will be checked. Moreover, when
necessary or required, the company will also conduct employee background
checks.

12.3
 The Company will make conditional offers of employment to those candidates
selected during the interview process. The conditional aspect of the job offer
depends on the employee's agreeing to acknowledge company policies.

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Human Resource Policy February 28, 2011

13. INTERNET
Every member in SSD-TECH gets an access to use Internet.

13.1
 Members have the right to use E-Mail, Voice Mail and Internet services.

13.2
 These technologies and services are intended to be used for business purposes
only and are meant to assist employees in completing job responsibilities as
effectively as possible.

13.3
 Personal use of these technologies and services is prohibited.

13.4
 It is expected that employees not misuse these technologies and services.
Members are strictly prohibited from using any technology to view, listen to or
communicate offensive, disruptive content.

13.5
 Organization expects members must be guided by ethics when using the
Internet.

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Human Resource Policy February 28, 2011

14. RESIGNATION
Members need to follow some procedure before Resigning from their respected post.

14.1
 Members need to give at least Three months prior notice before leaving the
organization.

14.2
 Member’s respective roles need to handover before the resignation date is
effective.

14.3
 Any resignation letter less than Three months period may result hold in the
salary, release letter, experience certificate etc.

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Human Resource Policy February 28, 2011

15. EXIT INTERVIEW


SSD-TECH considers its members to be most valuable resource of the organization.

15.1
 Organization commitment toward the team members remain when they leaving
the organization.

15.2
 Exit interview shall be conducted with the purpose of identify the reasons to
leave.

15.3
 Exit interview session arranged after the submission of the resignation of the
member.

15.4
 It can be conducted either in person or over the phone.

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Human Resource Policy February 28, 2011

16. DRUGS AND ALCOHOL


SSD-TECH is strictly prohibits any use of drugs or alcohol in the workplace.

16.1
 SSD-TECH is very much determined to establish a workplace free from the
distribution, possession or use of Drugs or Alcohol.

16.2
 Violence of such rule can lead up to termination of the member from their
position.

17. HOLIDAYS
A list of recognized holidays for a calendar year will be distributed in time to time by HR.
According to job description some members might need to work on holidays.

18. CASUAL DRESS


Depending on respected position and department, Members may be entitled to dress
down from business professional outfit throughout the year. Line manager will let the
members know if dress down applies.

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