Majeedullah Baig

The Aliabad Co-operative Thrift & Credit Society Human Resource Policy Table of Contents History: .......................................................................................................................................................... 4 Mission Statement: ....................................................................................................................................... 4 Reporting Guidelines: ................................................................................................................................... 4 Line of Reporting:...................................................................................................................................... 4 1-Ethics & Professional Norms...................................................................................................................... 5 1-1 Conflict of Interest: ................................................................................................................................. 5 1-1(a) Confidentiality: ........................................................................................................................... 5 1-1(b) Conflict of Interest Disclosures: ................................................................................................. 5 1-2 Freedom from Discrimination & Harassment:.................................................................................... 5 1-2(a) Reporting Harassment: ............................................................................................................... 6 1-2(b)Smoking& substance abuse: ....................................................................................................... 6 1-2(c) Misconduct: ................................................................................................................................ 6 1-3 Staff who have Society’s Shareholding: .............................................................................................. 6 1-4 Dress Code: ......................................................................................................................................... 6 1-4(a) Name Tags: ...................................................................................... Error! Bookmark not defined. 1-5 Absence & Tardiness:........................................................................... Error! Bookmark not defined. 2-Employee Recruitment Process: ................................................................. Error! Bookmark not defined. 2.1Authorization: ....................................................................................... Error! Bookmark not defined. 2.1(a) Position Need Assessment:.......................................................... Error! Bookmark not defined. 2.1(b) Advertisement of Vacant Position: .............................................. Error! Bookmark not defined. 2.1(c) Data Bank/Securitization of Applications .................................... Error! Bookmark not defined. 2.1(d) Short listing for Test &/or Interview............................................ Error! Bookmark not defined. 3-2 (e) Display of Result ................................................................... Error! Bookmark not defined. 3-2 (f) Issuance of Offer Letter/Contract Letter ............................... Error! Bookmark not defined. (Annexure –Employment Form) ............................................................ Error! Bookmark not defined. 3-2 (g) Joining Report ....................................................................... Error! Bookmark not defined. 3-2 (h) Probation Period Assessment............................................... Error! Bookmark not defined. 2.1(i) Nepotism: ..................................................................................... Error! Bookmark not defined. 3-Employment Structure: .............................................................................. Error! Bookmark not defined. 3-1 Employment Categories:...................................................................... Error! Bookmark not defined. 3-1(a) Regular Employees: ..................................................................... Error! Bookmark not defined. 3-1(b) Part-Time Employees: ................................................................. Error! Bookmark not defined. 3-1(c) Independent Contractors: ........................................................... Error! Bookmark not defined. 3-1(d) Volunteers ................................................................................... Error! Bookmark not defined. 3-2 Salary Structure Review: ...................................................................... Error! Bookmark not defined. 4-Staff Appraisals: .......................................................................................... Error! Bookmark not defined. 4-1 Performance Appraisals: ...................................................................... Error! Bookmark not defined. 4-2 Promotions: ......................................................................................... Error! Bookmark not defined. 4-3 Employee of the Year:.......................................................................... Error! Bookmark not defined. 4-4 Transfers: ............................................................................................. Error! Bookmark not defined. 5-Employees Social Security: ......................................................................... Error! Bookmark not defined. Working Hours Chart: ............................................................................ Error! Bookmark not defined. 5-1 Health Insurance: ................................................................................. Error! Bookmark not defined. 5-2 Group Life & Disability Insurance: ....................................................... Error! Bookmark not defined. 5-3 Employees Old-age Benefit Cover: ...................................................... Error! Bookmark not defined. 5-4 Allowances: .......................................................................................... Error! Bookmark not defined. 5-5 Winter Allowance: ........................................................................... Error! Bookmark not defined. 5-6 Mehangai Allowance: ...................................................................... Error! Bookmark not defined. 5-7 Eidi/Salgirah stipend: ....................................................................... Error! Bookmark not defined. 5-8 Baby Born Stipend: .......................................................................... Error! Bookmark not defined. 6- Retirement Plans: ...................................................................................... Error! Bookmark not defined. 6-1 Gratuity Scheme: ............................................................................. Error! Bookmark not defined. 6-2 Provident Fund Scheme: .................................................................. Error! Bookmark not defined. 7- Staff Advances: .......................................................................................... Error! Bookmark not defined. 7-1 Salary Advance: ................................................................................ Error! Bookmark not defined. 7-2 Advance for Motor-Car .................................................................... Error! Bookmark not defined. 7-3 House Building Advance: ................................................................. Error! Bookmark not defined. 8-Vacations Entitlement: ............................................................................... Error! Bookmark not defined. 8-1 Casual Leaves: ...................................................................................... Error! Bookmark not defined. 8-2 Sick Leaves: .......................................................................................... Error! Bookmark not defined. 8-3 Maternity Leaves: ................................................................................ Error! Bookmark not defined. 8-4 Earned Leaves: ..................................................................................... Error! Bookmark not defined. 9-Staff Capacity Building: ........................................................................... Error! Bookmark not defined. 9-1 Staff Picnic........................................................................................ Error! Bookmark not defined. 10- Hours of Operations& Reporting: ............................................................ Error! Bookmark not defined. 10-1 Holidays Observed: ............................................................................ Error! Bookmark not defined. 10-2 Work Breaks:...................................................................................... Error! Bookmark not defined. 10-3 Personal Records & Information: ...................................................... Error! Bookmark not defined. 10-4 Access to Employee Files: .................................................................. Error! Bookmark not defined. 10-5 Payroll: ............................................................................................... Error! Bookmark not defined. 10-6 Physical Examination: ........................................................................ Error! Bookmark not defined. 11- Employees Disciplinary &Grievance Process: .......................................... Error! Bookmark not defined. 11-1(a) Prior to Performance Issues Arising: .............................. Error! Bookmark not defined. 11-1(b) Progressive Discipline Policy: .................................................... Error! Bookmark not defined. 11-2 Grievance Process: ............................................................................. Error! Bookmark not defined. 11-2(a) Prior to the Filing of a Grievance ...................................... Error! Bookmark not defined. 12- Training & Development: ......................................................................... Error! Bookmark not defined. 13- Employment Separation: ......................................................................... Error! Bookmark not defined. 13-1 Golden Handshake Separation ................................................... Error! Bookmark not defined. 13-2 Retirement: ........................................................................................ Error! Bookmark not defined. 14-Appendixes: .......................................................................................... Error! Bookmark not defined. 15-Annexure: ............................................................................................. Error! Bookmark not defined. Gender sensitivity .......................................................................................... Error! Bookmark not defined. Loyalty towards organization ........................................................................ Error! Bookmark not defined. Total Points .................................................................................................... Error! Bookmark not defined. Employee’s Agreement / Disagreement with the overall assessment .... Error! Bookmark not defined. History: Mission Statement: The objects for which The Aliabad Cooperative Thrift & Credit Society is established are to enhance the quality of life of members of society by providing quality financial products and services. In particular the ACTCS Ltd. Undertake: I. To promote thrift among members of society for prosperous future of their family and providing credit facility to enhance enterprises, agri-businesses, to invest in education, to meet health expenses at fair and reasonable interest rate; II. To increase the profitability of society through introducing innovative products and services; Reporting Guidelines: This Human Resource Manual (HRM) provides employment guidelines for The Aliabad Cooperative Thrift & Credit Society Ltd. employees and supervisors. These guidelines are in place to help understand what an employee can expect during employment at ACTCS, and how his/her services best fit to make society profitable. TACTCS-General Body Line of Reporting: Reporting to Other Institutions President (Board of Directors) BOD’s Internal Audit Reporting to Registrar Office Board Credit Committee Legal Advisor General Manager (GM) Deputy G. Manager Managers Operation Managers Operation Admin & HR Officer(s) Admin & HR Officer(s) Credit Managers Credit Managers Branch Managers Branch Managers Accounts Officer Accounts Officer Br. Operational Manager Senior Cashier Senior Cashier Credit Officer IT IT Manager Manager 1-Ethics & Professional Norms 1-1 Conflict of Interest: 1-1(a) Confidentiality: The board of directors and staff of The Aliabad Cooperative Thrift & Credit Society shall keep all appropriate information of their domain of responsibilities confidential. Staff who handle database, possess legal documents, hold property documents, customer information will sign the confidentiality form. 1-1(b) Conflict of Interest Disclosures: Employees may engage in outside employment and are encouraged to participate in community activities. However, outside activities are not permitted if they create a conflict of interest or the unacceptable appearance of a conflict of interest, or if they interfere with the performance of employment responsibilities at Society. The employees shall notify General Manager and/or Board of Directors of all outside employment before or shortly after starting that employment and will convince management that such employment or activity is not creating a conflict of interest with Society. 1-2 Freedom from Discrimination & Harassment: Society affirm its commitment to maintain a work environment free from discrimination and harassment based on gender, color, ethnicity, religion, national origin, age, marital status, disability, sexual orientation, or any other basis protected by law. . The Society expressly prohibits harassment of its employees in any form, including unwelcome remarks, jokes, gestures or physical contact, display or circulation of written or electronic materials or insulting pictures directed at any of the categories cited. This policy extends to all business of the Society and actions of employees and non-employees, including shareholders; customers, volunteers, visitors, and independent contractors, on or off Society property, during or outside of work hours. Each employee is expected to support this procedure in daily contact with fellow employees, shareholders/customers of the Society, and visitors. 1-2(a) Reporting Harassment: Any employee who believes that he or she is being subjected to any form of harassment should immediately report the incident to the General Manager without fear of reprisal. If this is not appropriate, the employee should contact the President of the Board. Confidentiality will be maintained to the greatest extent possible. Complaints or reports of harassment will be promptly investigated in all appropriate circumstances. Upon receiving a harassment complaint, the GM and President will jointly appoint an investigator (who may be the GM) to conduct a thorough and objective investigation. Although investigations will be conducted with sensitivity to confidentiality issues, investigative information will be communicated as appropriate to those with a need to know. The results of investigation will lead to take corrective action may lead to termination of employment. 1-2(b)Smoking& substance abuse: Smoking is prohibited in the buildings of the Society. Smoking is also prohibited outside all entrances to the buildings. In the case of substance abuse, the Society may require an employee to undergo a screening test to determine the presence of alcohol or drugs in his or her system. The results of such tests will remain strictly confidential except where disclosure is required by law. Circumstances that make such tests appropriate include, but are not limited to: I. Possession, use, transfer, or sale of alcohol or illegal substances during working hours or on Society’s property; II. Exhibiting behavior normally associated with person(s) under the influence of drugs or alcohol; III. Involvement in an on-the-job accident where the employee’s use of drugs appears to be a contributing factor. Violation of any portion of this procedure will subject an employee to disciplinary action which may include termination of employment. 1-2(c) Misconduct: Serious Misconduct In instances of serious misconduct, dismissal may be immediate, without notice, and without severance. However, the decision to dismiss shall be made by the Society General Manager only after consulting with the employee and then in consultation with the Executive Board and the President of the Society. Depending on the nature of the misconduct, Society will determine whether the employee is eligible for any separation benefits. 1-3 Staff who have Society’s Shareholding: If an employee of The Aliabad Cooperative Thrift & Credit Society Ltd. is shareholder of the society than his rights as a shareholder supersede his/her responsibilities as an employee. 1-4 Dress Code: All employees must follow the dress code which should be paint, shirt with tie or plain Shilwar Kameez& Dupatta for female. Casual dresses at work are not admissible. All employees are required to come to work in proper attire, clean and neat in appearance.