Human Resource Manual

ITG HR Policy Manual

No.
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Contents
Recruitment Policy Induction Policy Employees Terms And Conditions Policy Security Policy Employees Compensation And Benefit Policy Leave Policy Growth And Development Policy Training Policy Welfare Policy Communication Policy Environment Policy Health And Safety Policy Anti Harassment Or Abuse Policy Misconduct And Reprehension Policy Separation Policy

Page No.
2 4 7 12 16 18 20 22 25 27 29 31 34 37 39

ITG HR Policy Manual

RECRUITMENT POLICY
1. 1.1. Objective To identify and recruit line operators with the optimum skills and aptitude required for operations. Operating Authorities 1. Admin & HR 2. Front line Managers 3. Project Manager Operating Procedure Given below are the procedures that will have to be followed while recruiting and all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. The supervisor to fill in the Manpower Requisition Form (MRF) and gets it authorised by the Project Manager and forward it to the respective Admin & HR. On receipt of the MRF the Admin is to check if the job description and specification match with any of the current Temporary Employee, Retrenched Workmen or Exemployee. If suitable candidate(s) is unavailable within the Job Bank then the vacancy is to be filled by advertising, employees referrals, walk in interviews, recruitment or placement consultants. All potential candidates should be over and above the age of 18 years. ITG believes in gender equality. The short listed candidates will be given an analytical test, colour blindness test and a technical training meant for technical operators, and on successful completion they will be called for a personal interview and on clearing the interview, the candidate will be called for a salary fixation and after that the candidate is selected.

2. 2.1. 2.2. 2.3. 3. 3.1.

3.2.

3.3.

3.4.

3.5. 3.6.

ITG HR Policy Manual

RECRUITMENT POLICY
3.7. 3.8. On selection, an appointment letter is to be issued to the candidate(s). If in the case of a casual worker, recruitment will be done through Pakistan Software Export Board (PSEB) and local universities. In the event of appointment of a casual worker no letter of appointment is to be provided.

ITG HR Policy Manual

INDUCTION POLICY
1. 1.1. Objective To orient and align the inductee to the process and procedures in the organisation. Operating Authorities 1. 2. 3. 4. Admin & HR Supervisor Trainer Production team

2. 2.1. 2.2. 2.3. 2.4. 3. 3.1.

Operating Procedure Given below are the processes and the procedures that will be followed while inducting a new joinee and all queries at variance with this policy are to be addressed to the HR head, and his / her decision is final. The new joinee(s) will be taken in as a trainee / probationers and will be provided with a joining kit. Which will contain the following: 1. Employee hand book 2. Employee ID Card 3. Non Disclosure Agreement (NDA) In the case of an experienced operator, on successful completion of his / her technical test he / she is to be taken on probation. For fresher, the induction will include the following: 1. 2. 3. 4. 5. 6. Completion of joining formalities Orientation of the office premise Overview and orientation of operating processes Orientation in the specific areas of work Information about the IT industry in Pakistan Hands on Training for a period of 45 days for fresher.

3.2.

3.2.1. 3.2.2. 3.2.3. 3.3.

3.4. 3.4.1. 3.4.2. 3.4.3. 3.4.4. 3.4.5. 3.4.6.

ITG HR Policy Manual

INDUCTION POLICY
3.5. The trainee(s) will be put through training at the Technical Training Division for a period of forty five (45) days. During this period they would be evaluated for their technical progress every fortnight by the production team and at the end of the training they will be graded based on their technical abilities into Grades A, B, C or D. The training period could be extended for another fifteen (45) days or terminated based on the performance of the individual. No further training beyond sixty (90) days will be provided. Production activity will not occur at the training division nor will the trainee be deployed on the client floor during their training period. The trainee will be given a trainees ID card and during their period of training, the trainee is paid a minimum wage of 50% of the semi-skilled worker. On successful completion of the training, the trainees will be upgraded to assistant developer category and taken on probation for a period of three months and will be referred to as a probationer. The Probationer will be paid as per Minimum Wages of a Semi skilled worker. 3.12. Confirmation of services of a probationer shall be in writing and in absence of such written order the workman shall be deemed to continue on probation. 3.13. The management may terminate the period of probation at the end of the prescribed period; or may extend the period of probation, further up to a maximum of six (6) months, if in the opinion of the management the work or the conduct of any workman, during the period of probation is not satisfactory. 3.14. If a permanent workman is employed as a probationer in a new post he may at any time, at the discretion of the management during the probationary period or extended probationary period or on expiry thereof, be reverted to his previous post.

3.6.

3.7. 3.8.

3.9.

3.10.

3.11.

ITG HR Policy Manual

INDUCTION POLICY
3.15. On successful completion of the probation period the probationer is employed on a permanent basis and given an employee number, time card and a permanent employees identification card. No back office employee during probation or after confirmation; in form or service be engaged in any business / service outside that of the company.

3.16.

ITG HR Policy Manual

EMPLOYMENT TERMS AND CONDITIONS POLICY

1. 1.1. Objective To provide clear and transparent terms and conditions of employment which are in tandem with all legal requirements. Operating Authorities 1. Admin & HR 2. Manager 3. Supervisors Operating Procedures Given below are the terms and conditions of employment provided for employees. All queries at variance with this policy are to be addressed to the ITG HR head, and his / her decision is final. Classification Of Employees All employees in ITG will be classified under the following heads. Permanent Employee Is one who is employed at a permanent post and includes any person who has satisfactorily completed the prescribed period of probation in the same or higher or equivalent category in the company, and has been confirmed in writing. Probationer Is one who is provisionally employed to fill a permanent vacancy and who has not completed the period of probation of 03 (Three) months or such extended period.

2. 2.1. 2.2. 2.3. 3. 3.1.

3.2. 3.2.1.

3.3. 3.3.1.

3.4. 3.4.1.

ITG HR Policy Manual

Ref Code:

EMPLOYMENT TERMS AND CONDITIONS POLICY

Trainee Is one who is engaged essentially in acquiring the skill sets required for the job assigned to him / her, provided that the period of such learning shall not exceed three (3) months. He / she shall have no right to employment in the company after the completion of the training period. Temporary Employee Is one who is engaged for work which is temporary in nature, or likely to be finished within a limited period. Casual Employee Is one who is employed on a project basis for work, which is essentially occasional or casual in nature on a day-to-day basis. A permanent workman, who is employed as a trainee in a higher post may at any time during the period of training, be reverted to his original post, provided that during the period of training a permanent workman shall not be deprived of the benefits accrued to him in his permanent post. Proof Of Age Every workman at the time of his employment is required to declare his age in the application blank. All those already in employment shall declare their age, if they have not so declared at the time of their employment. Employee for this purpose shall provide any of the following documents for proof of age: 1. Birth certificate 2. S.S.C certificate / O level certificate 3. Computerized National Identity Card (CNIC) / or Overseas National Identity Card in case of foreign immigrant.

3.5. 3.5.1.

3.6. 3.6.1. 3.7. 3.7.1.

3.7.2.

4. 4.1.

4.2. 4.2.1. 4.2.2. 4.2.3. 4.2.4.

ITG HR Policy Manual

EMPLOYMENT TERMS AND CONDITIONS POLICY

5. 5.1. Proof of address All employees shall provide proof of permanent and temporary address before joining and all written correspondence wherein there is need to be addressed to the employees residence shall be sent to the last address provided by the employee. When an employee is shifting or relocating his residence, he shall provide the new address in writing one (1) week prior to his shifting or relocating. Employee(s) for this purpose shall provide any of the following documents for proof of address: 1. Computerized National Identity Card (CNIC) / or Overseas National Identity Card in case of foreign immigrant. 2. Permanent Residence Certificate (PRC) Hours Of Work The ITG works five days a week on an 8 hours shift, which excludes two tea breaks one in the morning and one in the evening for ten minutes each and a lunch for thirty minutes. For Pray time 15 minutes each. The weekly off will be on Sundays. Saturday keep cover on progress meetings or project deadlines unless declared as rest day by the management. Shift Timing Currently the ITG operates only in a general shift. There may be more than one shift worked in a department or any department or any section of a department as and when there is a business need. If more than one shift is worked in the company the employee shall be liable to be transferred from one shift to another.

5.2.

5.3. 5.3.1. 5.3.2. 5.3.3. 5.3.4. 5.3.5. 6. 6.1.

6.2. 7. 7.1.

7.2.

ITG HR Policy Manual

EMPLOYMENT TERMS AND CONDITIONS POLICY

7.3. 7.4. A shift working may be discontinued or temporarily stopped based on the business requirements. If on discontinuance of the shift working any employee has to be retrenched, then the provisions of the Industrial Disputes Act 1947 will be followed. Attendance Every employee shall PUNCH IN and PUNCH OUT his attendance through the time office at the time of entering and leaving the ITG premises, at shift start, close and during rest intervals as and when such facilities are made available. Every employee shall be present at the place of his work in his or her respective departments at the start of the shift time. A period of fifteen (15) minutes late coming after shift start is provided for employees who are unable to come in time due to unavoidable circumstances. In any case the employee shall not come late more than (2) two such occasions in a month; and if in any case an employee(s) comes late more than twice (2), appropriate deductions from the wages shall be made. Employees coming late more than 15 minutes from scheduled shift timing shall be liable for disciplinary action. Deductions from the wages shall be in proportion with the time of late coming. Any employee who after punching his card is found absent from his place of work at any time during the working hours without permission shall be liable for disciplinary action for loitering and wages shall be deducted for the period she / he was not found in the place of work.

8. 8.1.

8.2.

8.3.

8.4.

8.5. 8.6. 8.7.

ITG HR Policy Manual

EMPLOYMENT TERMS AND CONDITIONS POLICY

9. 9.1. Wage period The wage period is calculated on the calendar month basis. And all payments to employees shall be in this regard.

ITG HR Policy Manual

SECURITY POLICY
1. 1.1. Objective To protect and safeguard all employees, materials and processes within the office premises. Operating Authorities 1. Admin & HR Head 2. Supervisor 3. Security guards Operating Procedures Given below are the procedures to be followed by all employees to ensure security. And all queries at variance with this policy are to be addressed to the office HR head. And his / her decision is final. Use of Identity (ID) Cards All employees are provided with an identity card (ID) which, contain employee particulars. This ID card is given for: 1. 2. 3. 4. 5. Identification of the employee Entry and exit from the office Attendance recording Emergency contact For enjoying facilities, concession and benefits available to him / her as an employee of the company.

2. 2.1. 2.2. 2.3. 2.4. 3. 3.1.

4.2. 4.2.1. 3.2.1. 3.2.2. 3.2.3. 3.2.4. 3.2.5.

3.3.

The employee shall carry his ID card on him / her self visibly, at all times when inside the office and present it while entering or leaving the office or on demand by the security guard, supervisor or the HR department. The ID cards shall be the property of ITG and should be surrendered to the HR department on cessation of employment.

3.4.

ITG HR Policy Manual

SECURITY POLICY
3.5. In no case should the employee produce or surrender his ID card to anybody or authority outside the office. If any employee is found doing so he / she would be liable for disciplinary action. Loss or damage of the ID card should be notified to the HR department immediately and a requisition for a duplicate card will have to be applied for in the Duplicate ID Card Issue Form. If the employee loses or damages his / her ID card for the first time the ID card will be replaced by the management free of charge. On loss or damage of an ID card for the second time a fee of Rs. 50/- will be charged, and for the third time onwards a fee of Rs. 100/- will be charged for replacement of the ID cards. No employee shall be in possession of another employees ID card within the office premises. Manner Of Entry And Exit Given below are the procedures for entry and exit from the office premises. Movement Of Employees Entrance and exit from the premises shall be through prescribed gates only and every employee shall show his / her ID card to the security on duty while passing through such gates. The gates may be closed during working hours at the discretion of the management and employees must not leave the premises during the working hours without prior written permission from the appropriate authority. An employee who is not on duty shall not remain on the premises without permission from the manager or his / her authorised official.

3.6.

3.7.

3.8. 4. 4.1. 4.2 4.2.1.

4.2.2.

4.2.3.

ITG HR Policy Manual

SECURITY POLICY
4.2.4. Visitors entering into the office must be first verified via the intercom to check if the person they wish to meet is available and where they are, then the visitor has to register at the security office and obtain a visitors pass. While leaving, the Visitor should sign in the visitors register again at the security office mentioning his time of exit and return the visitors pass duly signed by the person visited before leaving the office premises. Visitors are liable to be checked by security personnel while entering and leaving the office premises. 4.2.7. The visitors are not to be allowed on the producton floor without the permission of the HR head / Project manager. 4.3. Movement Of Materials 4.3.1. Material being brought into the office premises should be disclosed at the security and a security gate pass to be obtained before carrying it into the office premises. 4.3.2. Suspicious materials that come into the office will be stopped at the main gate and thoroughly investigated before being sent into the office. 4.3.3. Material being taken out of the office should be accompanied by a gate pass signed by the appropriate authority. The same is to be produced before the security on leaving the office premises. 4.3.4. Employees found taking out any material(s) belonging to the ITG without a valid gate / security pass are liable for disciplinary action. 4.4. 4.4.1 Movement Of Vehicles All personnel bringing their own vehicles should fill vehicle registration form of the vehicles. ITG take no responsibility of whatsoever damage happen at parking.

4.2.5.

4.2.6.

ITG HR Policy Manual

SECURITY POLICY

Search Of Employee(s) 5. 5.1. As deemed necessary; all employees entering or leaving the office at any time are liable to be searched whilst within the premises by a person authorised to do so by the manager. To ensure that they are not in unauthorised possession of property belonging to the company or of other employees or of any articles prejudicial to the security of the office or to other employees. In case of a female employee the search shall be carried out by another female person authorised by the management. To Ensure Secrecy 6. 6.1. No employee shall take any paper, book, CD, Flash drive, photographs, instruments, apparatus, documents or any other property of the company or of the premises nor shall be in any way pass, or cause to be passed or disclose or cause to be disclosed any information or matter concerning the operations of the office to any unauthorised person, company or corporation without the written permission of the Project Manager. If any employee is found doing so he / she would be liable for disciplinary action or may be suspended / terminated from service.

5.2.

5.3.

6.2.

ITG HR Policy Manual

COMPENSATION AND BENEFIT POLICY

1. 1.1. Objective To provide the employees with the appropriate compensation and benefit package. Operating Authorities 1. HR Head 2. Project Manager 3. Supervisor Operating Procedures Given below is the compensation and benefits provided for employees. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. Payment of wages The employees are paid wages based on the Minimum Wages Act for industry and the employees for this purpose are classified into: 1. 2. 3. 4. Over time Over time will be paid to all employees who work for more than 48 hours in a given week and overtime wage will be at the rate of equivalent the basic wage. Working hours will not be more than 60 hours in a week and overtime will not be more than 50 hours in a quarter. Unskilled Semi skilled Skilled Highly skilled

2. 2.1. 2.2. 2.3. 3. 3.1.

4. 4.1.

4.1.1. 4.1.2. 4.1.3. 4.1.4. 5. 5.1.

5.2.

ITG HR Policy Manual

COMPENSATION AND BENEFIT POLICY

6. 6.1. Provident Fund All employees will be covered as per the Employees Provident Funds and Miscellaneous Provision Act of 1952. 12% of the earned basic will be deducted and an equal amount will be contributed by company and remitted to each employees account. Employee State Insurance All employees will be covered under the Employees State Insurance Act of 1948. There will be a deduction of 1.75% from the employees gross salary including all allowances and 4.75% will be contributed by company. Bonus Bonus is paid as per the Payment of Bonus act of 1965. Attendance Incentive Employees who have worked on all days without any leaves being availed in any month will be eligible for an attendance incentive of Rs. 250/- pm and an employee who has availed only one days in any month leave will be eligible for an attendance incentive of Rs. 100/- pm. Special Incentive Special incentives will be given for employees who have worked in the office for five year or more without a break. These Long Service Awards will be as gift vouchers of the following denomination. 05 years - Rs 1500/10 Years - Rs 3000/15 Years - Rs 5000/-

7. 7.1.

8. 8.1. 9. 9.1.

10. 10.1.

10.1.1. 10.1.2. 10.1.3.

ITG HR Policy Manual

LEAVE POLICY
1. 1.1. Objective To communicate to the employees the types of leave available for them Operating Authorities 1. HR Head 2. Supervisor Operating Procedures Given below are the procedures and classification of leave provided for employees. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. All leave calculation is calculated on a calendar year basis. Earned leave Earned leave entitlement is for 15 days per year and EL is credited to the employee on 1st January of every year. Provided that they have worked for a minimum of 240 days falling during the previous year. For new joinees it will be 1 days EL for every twenty days worked. For the purpose of calculating earned leave weekly holidays and annual festival holidays and government holidays are not included, if they come in the period of earned leave. An employee cannot take earned leave more than three times in a year. Employees will have to apply 5 days in advance in the Leave Application Form to have their earned leave granted.

2. 2.1. 2.2. 3. 3.1.

3.2. 4. 4.1.

4.2. 4.3.

4.4. 4.5.

ITG HR Policy Manual

LEAVE POLICY
4.6. 4.7. 5. 5.1. The earned leave can be accumulated to a maximum of 30 days and accumulation beyond 30 days will lapse. Unavailed EL can be encashed at the beginning of every calendar year. Casual Leave Employees are given 5 days casual leave (Privileged Leave), to attend to their personal and urgent requirements. These leaves cannot be clubbed with earned leave or other leaves, without the permission of the ITG HR head. Employees will have to apply in advance in the Leave Application Form to have their casual leave granted. Annual Holidays 6. 6.1. 6.2. Employees will be given 10 days leave for festivals and other government holidays. The list of such holiday will be put up on the notice board, and will be communicated to the employees.

5.2.

ITG HR Policy Manual

GROWTH AND DEVELOPMENT POLICY

Objective To evaluate and improve the employees knowledge, skills and attitude and to facilitate their overall individual development Operating Authorities 1. HR Head 2. Supervisor Operating Procedures Given below are the procedures for growth and development. And all queries in difference with this policy is to be addressed to the ITG HR head. And his / her decision is final. Performance Appraisal At the end of every fiscal year the employee and the supervisors will be evaluated on their performance. These results will be reviewed by the senior management and will provide a base for planning the growth and development of the employees. Training And Development 5. 5.1. 5.2. 5.3. Based on the appraisal results the employees will be given formal or informal training to improve their abilities and skills. Employees who have shown exceptional performances will be given multi-skilling training. Employees who are identified as potential supervisors will be given soft skills training and behavioural mentoring.

1. 1.1.

2. 2.1. 2.2. 3. 3.1.

4. 4.1.

4.2.

ITG HR Policy Manual

GROWTH AND DEVELOPMENT POLICY

5.4. All employees who undergo training will be evaluated after their training to check their effectiveness and the training effectiveness. An interview to review the trainee and training results will be conducted. Transfer In the interest of the companys work process, any employee shall be liable to be transferred at the discretion of the management from one job to another or from one department / project to another or from one unit of the company to another. The employee will be governed by the terms and conditions of service applicable to his cadre or grade at the department, project, unit to which he is transferred. The transfer of the employees shall be within the country. Note: 7. 7.1. The employee(s) is at liberty to meet and discuss with the management or appropriate authorities their thoughts and queries on matters pertaining to their career growth and development in the company; at a mutually convenient time before or after the shift time within the Office premises.

5.5. 6. 6.1.

6.2.

6.3.

ITG HR Policy Manual

TRAINING POLICY
1. 1.1. Objective To enhance individual employees skills and capabilities and ensure optimum potential. Operating Authorities 1. HR Head 2. Supervisor Operating Procedures Given below are the procedures for training for all employees. And all queries in difference with this policy is to be addressed to the ITG HR head. And his / her decision is final. On identification of the training needs by the ITG HR, employees will be put through the following training as required. Technical Training The employees who are below average in performance will be put through the skill enhancement programme in-house to enable the employees to hone their skills sets and set higher standards in performances. Employees who have attained optimum skills in a particular section and have shown the potential for multi-skilling will be put through the Training centre to upgrade their existing skills and to acquire new skill sets necessary for multi-skilling. Behavioural Training On identification of the Employees behavioural needs they will be given appropriate training. This training may be inhouse by the HR personnel or through outsourced professional faculty, as the need arises.

2. 2.1. 2.2. 2.3. 3. 3.1.

3.2.

4. 4.1.

4.2.

5. 5.1.

ITG HR Policy Manual

TRAINING POLICY
5.2. 5.2.1. 5.2.2. 5.2.3. 5.2.4. 5.2.5. 5.2.6. 5.2.7. 5.2.8. 5.2.9. 5.2.10. 5.2.11. 5.2.12. 6. 6.1. Given below is a concise list of in-house training that will be provided for employees: 1. Team building 2. Awareness Labs 3. Learning styles 4. Mentoring 5. Leadership 6. Time management 7. Self esteem and self worth 8. Need based behavioural training 9. Latest Technology Training 10. Development Platform Training 11. Embedded Hardware Training 12. Industry awareness Technical Training Division New joinees will be put through this form of training, which will be in-house. This training is conducted to align the fresher to the ITGs required skill sets and performance standards. Which are as follows: Week I a) Screening test b) Understanding the System Week II a) Basic programming & exercises Week III a) Simulation Database Week IV a) Skill enhancement Week V & VI a) Productivity enhancement b) Production evaluation

6.1.1. 6.1.1.1. 6.1.1.2. 6.1.2. 6.1.2.1 6.1.3. 6.1.3.1. 6.1.4. 6.1.4.1. 6.1.5. 6.1.5.1. 6.1.5.2.

ITG HR Policy Manual

TRAINING POLICY
6.2. All employees who undergo training will be evaluated before and after their training to check the employees and the training modules effectiveness. This detail will be recorded in their respective personnel dossiers. The employees are evaluated to ascertain their productivity and their skill potential so that they can be graded based on their performance. If after the training period the employee has not yet met the minimum requirement to be on the production line but has potential to do so, then such employees will be given a further training for a 15 days period. Once after the training the employee will be put on the production line after meeting the minimum requirements.

6.3.

ITG HR Policy Manual

WELFARE POLICY

1. 1.1.

Objective To ensure the employees well being, over and above the statutory mandates. Operating Authorities 1. HR Head 2. Supervisor

2. 2.1. 2.2.

3. 3.1.

Canteen There is an outsource canteen provided for employees to have their food. The canteen will provide breakfast, lunch, snacks, Tea and coffee for all employees during the break time and appropriate deductions will be made from the employees salaries. The canteen will work on specified times only. Breakfast will be served an hour before shift start, lunch break will be for a period of 30 minutes and the two tea breaks will be 10 minutes each. The employees are refrained from using the canteen facilities other than the break timings.

4 4.1.

Counselling The employees can contact the ITG HR to seek counselling and advice and if the issue requires the help of a professional then a counsellor will be called to provide assistance or will be referred to the employee.

ITG HR Policy Manual

WELFARE POLICY

4.2. 5. 5.1. Advances

Counselling will take place before or after shift timings inside the office premises.

Salary advances are provided for the purpose of exigencies that the employee faces. These advances are provided for permanent employees who have worked for 3 years or more. The salary, in part or in full, for the month will only be given as advance. The employees will have to apply in the Loans and Advances Forms 15 days in advance. These advances are interest free. Repayment of such loans will be in 6 equal instalments and will be deducted from the wages. An employee can avail this only twice in a year. And employees, who have already taken loans, will not be eligible. Loans ITG provides loans for general purpose such as: 1. Accidents 2. And Emergencies such as accidents, hospitalisation and death in the family (Self, spouse, children and parents) These loans are provided to permanent employees who have completed 5 years of service. The employees will have to apply in the Loans and Advances Forms 15 days in advances. These loans are interest free. The loan amount is fixed at Rs. 5,000

5.2

5.3 5.4

6. 6.1. 6.1.1. 6.1.2.

6.2.

6.3. 6.4. 6.5. Repayment of such loans will be in 20 equal instalments and will be deducted from the wage. Employees who have taken advance from the company will have to repay the advance to be eligible for a loan.

ITG HR Policy Manual

COMMUNICATION POLICY

1. 1.1.

Objective To develop conscientious intra-personal relationships all through the office, both vertical and horizontal; thereby having an unhindered channel of information flow. Operating Authorities 1. HR Head 2. Project Manager 3. Supervisor Operating Procedure Given below are the procedures to be followed by all employees for communication. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. Notice Boards

2. 2.1. 2.2. 2.3. 3. 3.1.

4. 4.1. All communication from the management to the employees will be put up on the notice board as early as possible by the management. Public Address Systems (PAS) 5. 5.1. Communications which are deemed urgent may be announced on the PAS and will / may be put up on the notice board at the discretion of the management. Suggestion Box 6. 6.1. All suggestions and queries relating to infrastructure, facilities, amenities and basic management of the company may be dropped into the suggestion box filled up in the Suggestion / Queries Form.

ITG HR Policy Manual

COMMUNICATION POLICY

6.2. 6.3. 6.4

All suggestions and queries may not be responded to but will definitely be taken into consideration by the management. And any communication in this regard would be put up on the notice board. The keys for the suggestion box will be with the Local HR head and the suggestion box will be opened / sealed in the presence of the Admin Manager. The suggestion box will be opened once every week on Fridays after pray. The Management on every Saturday will meet to discuss and review companys progress; in these meetings the suggestions / queries raised by the employees will be handled and actions taken will be filled in the action plans, one copy will be posted on the notice board and the other copy will have to be submitted to the CEO office by Wednesday of the next week. Note: The employee(s) is at liberty to meet and discuss with the Admin Manager or appropriate authorities their thoughts and queries on matters pertaining to the office at a mutually convenient time before or after the shift time and with the HR personnel during the break, within the office premises.

6.5. 6.6.

7. 7.2.

ITG HR Policy Manual

ENVIRONMENT POLICY

1. 1.1.

Objective To ensure all legal and mandatory requirements are met with regard to maintaining the environment within and the surrounding area of the office and reduce / eliminate the degradation of the environment. Operating Authorities 1. HR Head 2. Supervisor 3. Maintenance executive Operating Procedure Given below are the procedures to be followed by all employees to maintain the environment at an optimum level. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. Office environment The environment within the company is maintained as per the Company Act of 1948. Water And Energy Conservation Twice a year the employees will have be given talks or seminars conducted for environment awareness and conservation. Waste Disposal Being in the Software industry the company waste is as follows: 1. Pieces of Papers waste at shredder machine 2. Writeable CDs 3. Plastic wrappers

2. 2.1. 2.2. 2.3. 3. 3.1.

4. 4.1.

5. 5.1.

6. 6.1. 6.1.1. 6.1.2. 6.1.3.

ITG HR Policy Manual

ENVIRONMENT POLICY

6.2.

The CD wastes are divided into unusable and reusable pieces of CD. The unusable CD is break to two parts and the reusable CDs are used within the company as pasting fresh sticker for the purpose of data coping Printed Papers/ writing papers regarding any information of project/client data/ codes that need to waste should be treated in shredder machine. Plastic wrappers are disposed off to the corporation of Karachi City District Government.

6.3. 6.4.

6.5.

In the canteen there are two kinds of waste bins one is for organic waste such as food and food products and another for inorganic waste such as paper, plastic, etc. these are placed for disposing all unconsumed food, food products and other wastes. These bins are cleared once every day. Washroom / toilet space at the company cleaned and fumed twice every day.

6.6. 6.7.

ITG HR Policy Manual

HEATH AND SAFETY POLICY

1. 1.1.

Objective To provide the utmost care and safety for all employees to ensure their well being. Operating Authorities 1. HR Head 2. Supervisor Operating Procedure Given below are the procedures to be followed by employees for maintaining safety and health. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. Health Requirement All employees are to undergo medical check-up by the appointed medical officer prior to joining and after joining medical check-up by the appointed medical clinic will be conducted annually. A balanced menu chart is posted in the canteen which is put up to create awareness among the employees of the calories required for work and the calories contained in the various types of food. The water provided for the employees for drinking are non contaminated, purity and minerals contents from the source of safe drinking water companies. There is a first aid box, within the office premises. The first aid box is provided with trauma medical facilities for attending to any minor injuries, cuts and bruises occurring to the employees at the workplace.

2. 2.1. 2.2. 3. 3.1.

4. 4.1.

4.2.

4.3.

4.4.

ITG HR Policy Manual

ANTI HARASSMENT POLICY

1. 1.1. Objective To create awareness and to protect all employees from physical and mental abuse or harassment, thereby protecting human rights. Operating Authorities 1. HR Head 2. Manager 3. Supervisor Operating Procedure Given below are the definitions and procedures of anti harassment or abuse. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. Given below are the circumstance defined as harassment if a male employee insults the modesty of a woman employee by: 1. 2. 3. 4. 5. Way of uttering any foul language Making any signs or gestures of perversion Exhibiting any object of sexual web site Making physical contact in inappropriate places Intruding upon the privacy of the woman employee 6. Threatening a woman employee for not surrendering to her for his private pleasure 7. Requesting a woman employee for sexual intercourse 8. Making promises to a woman employee for personal pleasure 9. Making conversation/ Chat related to sex 10. Exhibition of pornography in any form Any woman employee who has faced such situations or has apprehensions that she will be exposed to such situations in the office premises may immediately report it with one or more witness to the ITG HR Head.

2. 2.1. 2.2. 2.3. 3. 3.1.

3.2.

3.2.1. 3.2.2. 3.2.3. 3.2.4. 3.2.5. 3.2.6. 3.2.7. 3.2.8. 3.2.9. 3.2.10. 3.3.

ITG HR Policy Manual

ANTI HARASSMENT POLICY

3.4. 3.5. And after enquiry, appropriate disciplinary action will be taken. In the event of a false accusation the woman employee claming to be a victim and the witness (es) will be liable for disciplinary action. Given below are the circumstances defined as physical abuse of a male employee by another male employee: 1. Being physically overpowered by one or more employees or outsiders within the office premises 2. Physically Beat another employee by hand, leg or with any objects 3. Physically molested 4. Request or force any sexual favours 5. Force any form of consumption Any male employee who has faced such situations or has apprehensions that he will be exposed to such situations in the office premise may immediately report it with one or more witness to the ITG HR Head. And after enquiry appropriate disciplinary action will be taken. In the event of a false accusation the male employee claming to be a victim and the witness(es) will be liable for disciplinary action. Anti Discrimination There will be absolutely no discrimination between employees based on sex, caste, creed, religion or race, and employment, promotions, transfers or other increments or growth of the employees will be solely based on individual abilities and capabilities. Any employee who has faced or has apprehensions that he / she will be exposed to such discrimination in the office premise may immediately report it to the ITG HR Head.

3.6. 3.6.1. 3.6.2. 3.6.3. 3.6.4. 3.6.5. 3.7.

3.8. 3.9.

4. 4.1.

4.2.

ITG HR Policy Manual

ANTI HARASSMENT POLICY

4.3. 4.4. And after enquiry appropriate action will be taken. In the event of a false accusation the employee claming to be a victim of discrimination will be liable for disciplinary action. Grievance Handling Employee grievances could stem out as a result of a personal reasons or reasons which are attributable to employment conditions. Grievance arising due to personal reasons Grievances arising out of inter personal conflicts at the work place; the affected employee could approach HR and represent his grievance. HR would investigate the matter and necessary action would be initiated. In case of a personal grievance, due to circumstances outside the office, the employee could approach the HR directly and request for assistance, advice or counselling. Grievance arising due to employment conditions The employee will have to give a written complaint to the immediate supervisor, who will provide counselling / assistance to the employee(s) to solve the grievance. In the event that the grievance is not resolved by the supervisor then, the written complaint will be forwarded and referred to the Admin Manager who in consultation with the ITG HR will resolve the issue. In the event of a false accusation the employee claming to be a victim will be liable for disciplinary action. All such grievances will be documented by the Admin Manager.

5. 5.1.

6. 6.1.

6.2.

7. 7.1.

7.2. 7.3.

ITG HR Policy Manual

MISCONDUCT AND REPREHENSION POLICY

1. 1.1. Objective To provide guidelines and procedures, within which the employees have freedom to operate, and provide transparency in attitude, skill and behaviour requirements. Operating Authorities 1. HR Head 2. Supervisor Operating Procedure Given below is a concise list of rules and procedures to be followed (more details on misconduct and reprehension are described in the Standing Orders section number 21 titled Disciplinary action for misconduct). And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. 1. Theft, fraud or dishonesty in connection with the ITGs business or property. 2. Habitual absence or leave without permission or overstaying of sanctioned leave without sufficient cause. 3. Late attendance on more than two occasions within a month 4. Leaving the workplace earlier than the appointed time. 5. Unauthorised absenteeism from work will be treated as loss of pay. 6. Gambling, smoking, consumption of alcohol or drugs within the office premises or in possession of it. 7. Loitering or sleeping during shift timing within the office 8. Engaging in other employment while still in the service without prior written permission of the management. 9. Wilful insubordination and instigation.

2. 2.1. 2.2. 3. 3.1.

3.1.1. 3.1.2. 3.1.3. 3.1.4. 3.1.5. 3.1.6. 3.1.7. 3.1.8. 3.1.9.

ITG HR Policy Manual

MISCONDUCT AND REPREHENSION POLICY

3.2. An employee involved in any kind of misconduct will be warned verbally by the immediate supervisor against repeated occurrences. In spite of the stern warning, if the employee repeats the misconduct the matter will be brought to the notice of the HR. HR in turn will investigate the matter and issue written warnings with regard to the misconduct. Based on the magnitude of the misconduct and the previous records of the employee the ITG HR would at its discretion give the employee a chance to apologise in writing to the management for his / her misconduct. In case of a chronic misconduct or the refusal of the employee to furnish an apology letter, a show cause notice is to be issued to the employee in consultation with the manager. Depending upon the gravity of the misconduct disciplinary proceedings would be initiated against the employee as per the Disputes Act of 1947.

3.3.

3.4.

3.5.

ITG HR Policy Manual

SEPARATION POLICY
1. 1.1. Objective To provide unbiased and equitable treatment to all employees who are leaving and providing them with necessary requirement for a smooth separation Operating Authorities 1. HR Head 2. Supervisor Operating Procedure Given below are the procedures to be followed by all employees while separating from the office. And all queries at variance with this policy are to be addressed to the ITG HR head. And his / her decision is final. The concise of reasons for separation is given below: 1. Insanity, physical infirmity, contagious / infectious disease, continued ill health, medical unfitness for employment as declared by a certified medical officer. 2. Insolvency 3. Convictions by any ordinary court on any criminal proceedings involving moral turpitude 4. Engaging in any vocation outside that of the company without written permission of the manager or found to have been working elsewhere during the period of leave of duty. 5. Loss of confidence by the company in an employee holding a position of trust or confidence and any other reasonable cause. 6. Absence by an employee on grounds of sickness for continuous period of 04 months or more if suffering from TB, leprosy, mental or chronic illness or fracture of lower extremity.

2. 2.1. 2.2. 3. 3.1.

3.2. 3.2.1. 3.2.2. 3.2.3. 3.2.4.

3.2.5. 3.2.6.

ITG HR Policy Manual

SEPARATION POLICY
4. 4.1. Voluntarily Leaving Of Service Any permanent employee desirous of leaving the service shall provide one months notice or one months wages in lieu of notice to the ITG HR Head in writing. The HR is to conduct an exit interview with the separating employee to ascertain feedback on the ITGs operations and its management. Probationary, temporary workmen and trainees, other than those transferred as probationary employees from permanent post in the company may leave without notice or be discharged from service without notice and without assigning any cause or reason. Unless specifically authorised by the ITG HR Head in writing, balance of leave of any form cannot be adjusted against the notice period. All payments due to the employee or the management will be settled in full before the discharge. Cessation Of Service In the case of a permanent employee one months wage in due off or one months notice period may be issued. Reasonable cause shall include conviction by a criminal court for any offence involving moral turpitude. The reason for terminating the employee communicated in writing at the time of discharge. shall be

4.2.

4.3.

4.5.

4.6. 5. 5.1. 5.2. 5.3. 5.4.

Unless specifically authorised by the ITG HR Head in writing, balance of leave of any form cannot be adjusted against the notice period. Any employee shall be superannuated from the service of the company on completion of the age of fifty eight (58) years in estimated accordance with the English Calendar. All payments will be settled in full before the notice period expires.

5.5.

5.6.

ITG HR Policy Manual