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NCHDNCHD Employees’ Service Rules, 2006 Employees’ Service Rules, 2006

National Commission for Human Development

Section 1 Introduction

The policy manual provides information on the policies and procedures for variousactivities within National Commission for Human Development (NCHD). The NCHDvalues are an integral part of this document and play a very important role in the

achievement of our objectives. They provide a guideline for our dealings with each other.

Section 1.01 Who should read this manual

very NCHD employee shall have access to a copy of this manual! they will be sentrevisions" updates" amendments and all new policies and procedures that areestablished from time to time within NCHD #t will be their responsibility to ensure thatthey have read and understood all revisions" cancellations and updates contained withinthis manual. However" as this is a live document" its development and maintenance inthe written form shall be the responsibility of the Director Human $esources.

Section 2 Service Rules

%. These rules may be called the &NCHD mployees' ervice $ules **+," asamended from time to time.

. These rules shall come into force with immediate effect and shall be deemed tobe applicable to all e-isting employees of NCHD" and shall supersede anye-isting service rules" administrative practices or precedents currently beingfollowed.

. These rules shall be subject to all applicable tatutory /cts or 0rdinances of the1ederal and 2rovincial 3overnments.

4. 5here the rules are silent on a subject the matter will be referred to the Director Human $esources for clarification.

Section 2.01 Applicailit!

%. These rules shall apply to all persons employed currently" or in the future" by theNCHD on monthly basis" contract or on deputation from 3overnment service.

. These rules shall not apply to persons employed by NCHD on daily wages suchas support staff hired at HD6s. 1or such employees" separate rules may beformulated" which may be approved by the Commission.

Section 2.02 Interpretation

The Commission shall be sole judge of the interpretation of any of these rules and itsdecision shall be final and binding on all persons to whom these rules are applicable.

Section 2.0" Alteration of rules

%. The Commission shall have full powers to ma7e any amendment" addition or alteration in these rules" from time to time as may be necessary" provided that atleast two8thirds of the e-isting members of the Commission approve suchamendments" additions or alterations. The approved revisions to the rules shallbe deemed effective from the date! the said amendments" addition or alteration is

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approved. Director H$ will be responsible to communicate all theseamendments" additions and alterations.

. #n cases where circumstances necessitate an immediate amendment" addition or alteration in these rules and the matter cannot be referred to the Commission for

approval for its not being in session" and the amendment" addition or alteration isre9uired for smooth e-ecution of business during the period the policy ispresented before the Commission and final decision is made thereupon in any of the Commission's subse9uent meetings" the Director Human $esources mayissue an interim policy with approval of the Chairman.

Section " #mplo!ment $hilosoph!

%. NCHD needs empowered employees being pro8active in every situation" ta7ingresponsibility for both themselves and for the common good. 2ro8activitynecessitates that employees are aware of the mandate" participate in wor7 withfull ownership" and have clear areas of responsibilities and authority.

. Continuous development necessitates innovative environment providingemployees the ability to create" gather and use 7nowledge. mpoweredemployees imply that in addition to having a good insight into their own wor7"every employee has a holistic view. This manual aims at providing such wor7ingenvironment to employees of NCHD.

. :a-imum care has been ta7en to %eep the policies" which develop non8partisanand gender sensitive environment" which provide e9ual opportunities to allemployees to grow in their respective fields.

4. NCHD needs actively participating employees with the ability to create"

assimilate and use 7nowledge.

Section & Wor%in' #nvironment

Section &.01 S%ill Development

0ur long8term objectives are the basis on which to determine what s7ills and9ualifications our people should have. The Department Heads and the employeetogether must analy;e the actual level of competence and ta7e whatever measures aredeemed necessary to achieve the desired level. 2ersonal and professional developmentis important not only for the Commission but also for the individual. NCHD is cogni;antof the necessity to provide a wor7ing environment" which ta7es care of the individual

employee needs for development and growth of his<her 7nowledge and s7ills. Theindividual's supervisors will fully support this process by providing appropriateinformation and opportunities.

Section &.02 (reedom and #mpo)erment

$esponsibility and authority may be delegated as often as possible in accordance withthe employee's capacity and willingness to accept these" and will be based on the jobdescription of the respective position assigned to the employee.

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Section &.0" Involvement

very employee must be provided the opportunity to contribute effectively to his<her department's efficiency. #deas and opinions of the individual will be valued and treated

constructively. Consultation will be the underlying spirit in the wor7ing environment of NCHD.

Section &.0& (airness

very employee must receive fair and objective treatment.

Section &.0* +ur ,alues

a. =ob atisfactionb. Trustc. Honesty" #ntegrity and respect for all

d. Teamwor7 > initiativee. ?uality of wor7f. afetyg. 3ender sensitivity

ustained success is generally the result of a strong culture. NCHD culture is based onthe values of job satisfaction" honesty" teamwor7" initiative and 9uality of wor7. Thesevalues characteri;e everything we do and represent the foundation upon which our operations are based. They should be reinforced in our dealings with each other" in our contacts and with society at large.

Section * Remuneration and Reco'nition

%) $emuneration means the salary and benefits! while" recognition means any actof ac7nowledgement or appreciation for a job well done and being rewarded for the same. alary and benefits are set individually within the framewor7 of Commission's salary structure" wherever possible according to the position'sdegree of comple-ity" the individual's competence" individual performance recordand e-ternal mar7et conditions.

) The benefit and compensation pac7age of NCHD is designed around the3rading structure of the Commission. /ll employees must 7now what 3rade theybelong to according to the Commission's policy in order to fully understand their entitlements. mployees shall draw their pay" allowances and fringe benefits as

per the grades approved by the Commission.Section *.01 -radin' Structure

The Human $esources Department will 7eep trac7 of 3rade assignment as per policy.ach employee will be notified about his<her grade" as per NCHD structure" on theappointment letter. The grading structure is given below@

S Desi'nation -rade

% Chairman /

enior Director 0perations 8%

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Chief 1inancial 0fficer 8%

4 Director 8

A enior 3eneral :anager 8

+ Deputy Director 8

B National 2rogram Coordinator 8

District 3eneral :anager 8

enior :anager :8%

%* 2rovincial Coordinator :8%

%% :anager :8%

% $egional 2rogram 0fficer :8%

% $egional Eiteracy Trainer :8%

S Desi'nation -rade

%4 Coordinator ? :8%

%A :aterial Developer :8%

%+ District 2rogram :anager :8%

%B $egional #T 0fficer :8

% 2rovincial :edia 0fficer :8

% /ssistant :anager :8

* 5eb :aster :8

% /ssistant 1>/ :anager :8

/ssistant District :anager :8

District Eiteracy 0fficer :8

4 Coordinator 2rimary ducation :8

A /ssistant District 2rogram :anager :8

+ /ssistant :edia 0fficer :8

B District #T 0fficer :8

CTEC 0fficer :8

0fficer < ecretary 08%

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* District /dmin. 0fficer 08

% H:# 0fficer 08

Eiteracy Coordinator 08

$eceptionist < 0perator 08

4 Driver D8%

A 0ffice Helper D8

Section *.02 Criteria for placement in the 'radin' structure

The compensation level and placement in the grading structure of National Commissionfor Human Development for newly inducted employees is determined on the basis of the

following factors@

a) =ob descriptionb) =ob analysisc) =ob evaluationd) -ternal job mar7ete) $elevant e-periencef) Eevel of responsibility

Section / Attendance $olic!

Section /.01 +fficial Wor%in' Hours

NCHD Head 0ffice" Human Developments upport 6nits" and any<all satellite office(s)shall observe the following wor7ing hours@

a. :onday to 1riday @** a.m. to A@** p.m.b. aturdays @** a.m. to A@** p.m.

(with each alternate aturday to be observed as an off day).

Section / .02 unch rea%s

%) The lunch brea7 for all wor7ing days would be from %@ ** p.m. to p.m. (% hour)with the e-ception of 1riday when the lunch brea7 will be observed from %@** p.m. to@ * p.m. (% F hours) to facilitate employees to offer their 1riday prayers.

) Head of the departments can" at their own discretion" in consideration of e-igencies of services" such as wor7 load" etc." alter the lunch brea7 timings of employees wor7ing in his or her department" however" all such alterations must becommunicated in advance in writing to the /dministration Department" failing towhich an employee absent at times other than the authori;ed lunch brea7 shall beconsidered absent without leave and would be mar7ed as such in the attendanceregister by /dministration Department.

) The wor7ing hours during the month of Holy $amaadan would be announcedseparately every year by the Department of Human $esources.

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Section /.0" Schedule for off da!s on alternate Saturda!s

%) #t will be the responsibility of every Department Head < Director 0perations < enior 3eneral :anager 0perations < District 3eneral :anager" etc." to prepare andforward an approved aturday8off schedule to /dministration Department by the A th

of each month. / copy of the schedule would also be forwarded to Human$esources Department for their record.

) / aturday8off schedule shall only be valid if approved by the competent authority.The description of competent authority for approval of aturday8off schedule is asfollows@

Desi'nation Approvin' authorit!D0<C10 Chairman NCHD or designate

/ll Directors enior Director 0perations3: 0ps enior Director 0perations3: 1inance Chief 1inancial 0fficer

D3: HD6 Director 0ps<3: 0psHD6 D3: HD6#ndividual Departments Department Head

) #n case of any change in the approved aturday8off schedule" a written intimation tothis effect shall be forwarded to /dministration Department by close of business onThursday failing to which the employee(s) shall be mar7ed as absent and would notbe entitled to any compensatory leave or any form of restitution for the unauthori;edchange in the schedule.

Section /.0& Attendance

%) #n order to facilitate a timely and accurate record of employees' attendance bothat Head 0ffice as well HD6" an /ttendance $egister would be made available by

/dministration Department at the reception of all NCHD offices.

) The /ttendance $egister shall be used to collate the monthly attendance of allemployees.

) Director /dministration > 2rocurement at the Head 0ffice" Director 0perations <enior 3eneral :anagers (0perations) at the 2rovincial 0ffices and District 3eneral:anagers at the HD6 shall be the sole custodians of the /ttendance $egister. /nyunauthori;ed circulation" viewing" tampering" additions" deletions" and any other actthat in any shape or form affects the sanctity of the /ttendance $egister shall be

construed as a willful misconduct and person(s) responsible shall be liable todisciplinary proceedings in accordance with provisions of Disciplinary 2olicycontained in this manual.

4) Director /dministration > 2rocurement" Director 0perations<enior 3eneral:anagers (0perations)" and District 3eneral :anager shall designate a person tomar7 employee's attendance each morning.

A) /ll employees are e-pected to report to their duties by @** a.m. each wor7ingday" however" a fifteen minutes grace period is allowable during which time theemployee shall not be mar7ed as late and or absent. The designated person shall

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place a &2, against the names of all those employees who ma7e themselvesavailable for wor7 by @%A a.m.

+) The /ttendance $egister shall be removed from reception area at @%A and willbe placed in the offices of Director /dministration > 2rocurement at the Head 0ffice"

Director 0perations<enior 3eneral :anagers (0perations) at 2rovincial 0ffices andDistrict 3eneral :anager at HD6. /n &G, would be mar7ed against the names of employees who have not showed for wor7 by @%A a.m.

B) mployees showing up later than @%A shall appear in person and have their attendance mar7ed for the day. #t would be the employee's responsibility to ensurethat his<her attendance is mar7ed in case of late arrival. #n case the employee doesnot register his<her attendance he<she would be mar7ed as absent and would thenhave to submit an affidavit" duly signed by his<her immediate supervisor verifyinghis<her attendance and the chec78in time. The affidavit would then be forwarded toDirector /dministration > 2rocurement and District 3eneral :anager for their record.

/ppropriate revisions to the /ttendance $egister shall be made by the designatedperson.

) The attendance policy" however" has the provision to accommodate occasionallate arrivals. #n case where force de majure prevents an employee to turn up for wor7 in time" he or she can see7 the immediate supervisor's consent for late arrival.

/ clearance form duly signed by the immediate supervisor must be presented to /dministration Department the same day. This provision is not meant to circumventthe attendance policy and it would be incumbent upon the immediate supervisor toe-ercise e-treme diligence before a waiver is issued.

) #f no mar7 is made for a day" it will be considered a leave" mar7ed as an &E, in theregister and proper corresponding leave application for that day will be re9uired tosubmit an application for leave on the prescribed format.

%*) mployees will be re9uired to submit a copy of their approved leave applicationform and approved Travel /uthori;ation form" as the case may be" to the

/dministration department and correspondingly &E, or &0D, mar7s will be placed onthe register in advance to avoid confusion.

%%) /dministration Department" and District :anagers (1inance > /dministration)under intimation to D3: and concerned Director 0perations<3: 0perations" shallforward a consolidated attendance report for the month to Human $esourcesDepartment not later than twenty third day of each month on the prescribed format.The Department of Human $esources shall not entertain attendance record for thepurposes of payroll processing if the report is not received within the stipulated time.

Section /.0* ardiness

%) National Commission for Human Development e-pects its employees to turn up for wor7 at the prescribed time since it is absolutely essential for an optimum utili;ationof its human resources. Tardiness is the singular most ir7some impediment that notonly affects the wor7 plans for the day but it also creates confusion and leads towaste of material as well as human resources that may be re9uired to ma7e up for the lost time.

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) #n order to discourage habitual tardiness the following guiding principles shall beapplicable in e-treme cases@

a) Three consecutive late arrivals in a month shall result in a verbal warning by theimmediate supervisor.

b) Twelve or more late arrivals in a 9uarter would result in the following@(%) Deduction of one annual leave for each three late arrivals() #ssuance of initial warning

c) Eate arrivals in e-cess of twenty four days in si- months would result in secondwritten warning and would become part of employee's personal record" inaddition to deduction of annual leaves as stipulated in section (b) above.

d) :ore than fifty late arrivals in a financial year would call for" in addition todeduction of annual leave at the rate given in section (b) above" disciplinaryproceedings which may include disciplinary suspension" placement on probationwith loss of per9uisites such as provident fund contribution" entitlement to casualand annual leaves" and in more severe cases separation from service.

) Director /dministration > 2rocurement" Director 0perations<enior 3eneral :anager 0perations" and District 3eneral :anagers will prepare a monthly tardiness reportand forward it as per the following distribution schedule.

a. Directors < 3:s (0ps) < H0Ds D0 with a copy to H$ departmentb. District 3eneral :anagers Director 0perations < 3: 0perations with

a copy to H$ departmentc. 1inance Department C10 with a copy to H$ departmentd. /ll others H0D with a copy to H$ department

4) Directors < 3:s (0ps) < H0Ds will send a consolidated 9uarterly tardiness report for their departments to enior Director 0perations with a copy to Director Human

$esources.

A) Director Human $esources will prepare a summary of recommendations for disciplinary action to be ta7en against individual employee for the approval of enior Director 0perations.

+) Director Human $esources shall indicate" in writing" to each employee intimating thenature of disciplinary action ta7en against him or her on account of tardiness.

Section /.0/ Holida!s

Holidays of the Commission are classified as follows@

• unday

Section /.03 -a4etted holida!s in $a%istan

%) id8ul81itr ) 2a7istan Day) Eabor Day4) id8ul8/;haA) th > %*th :uharram8ul8Haram+) id :ilad8un8NabiB) #ndependence Day

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) irthday of ?uaid8i8/;am

Note@ The ga;etted holidays are subject to 1ederal 3overnment's notification and maychange from time to time. Director Human $esources will issue a circular toannounce all such holidays.

Section 3 eave $olic!

The objective of this section is to lay down rules and procedures governing employees'leaves and vacation. This policy is designed to cater for the needs of employees welfareby providing them with the opportunity to avail different 7inds of leaves while employedwith NCHD" #mplementation of this policy shall be the joint responsibility of Human$esources Department" 0perations Department" /dministration Department" 1inanceDepartment and individual Department<2rogram heads.

Section 3.01 -eneral Rules

%) /ll employees are re9uired to fill out the approved Eeave /pplication 1orm prior toproceeding on a leave e-cept for ic7 Eeave and Casual Eeave.

) #f an employee is unable to attend office on account of illness or personalengagement" he or she shall inform his or her respective department head by phone"fa-" or any other means prior to the start of a regular wor7 day" failing to which theemployee shall be considered absent without leave.

) mployees must get their ic7 and Casual Eeaves approved by the competentauthority within twenty four hours of the resumption of duties.

4) mployees wishing to avail arned or Casual leave must get the Eeave /pplicationendorsed by H$ Department for verification of leave balances.

A) /pproved application shall then be submitted to H$ Department for their record.+) #n case an employee's utili;ation of either ic7 or Casual Eeaves e-ceeds his or her

entitlement" employee's arned Eeave account shall be debited for the days heremained absent from wor7 on account of sic7ness or personal engagement.mployees with no credit shall be given leave without pay as outlined in this policy.

B) #n cases of Casual Eeaves" an employee must intimate his or her supervisor twenty8four hours in advance for an e-tension.

) /ny absence from wor7" under any circumstances other than those mentioned in thispolicy may ma7e the employee liable for disciplinary action.

) 5here an employee who is on leave is as7ed to attend office" the unutili;ed portionof his leave will be added bac7 to the balance of his annual leave.

%*) :anager Human $esources for Head 0ffice employees" D1/: for HD6

employees" and the 0fficer designated for this purpose by Director 0perations <enior 3eneral :anager 0perations at the 2rovincial 0ffices" will be responsible tomaintain Eeave Trac7ing Chart for respective locations. Director 0perations <enior 3eneral :anager 0perations and D3:s HD6 will submit a Eeave Trac7ing Chart(in prescribed format) for their respective locations to 2rovincial H$ #ncharges at H0on a monthly basis by nd of each month for proper record 7eeping and timelypayroll processing.

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Section 3.02 Cate'or! of eaves

1. #arned eave 5#6

*%. ntitlement@ /ll regular employees who have completed their probationary period.

* Constraintsa) ach entitled employee would be eligible for a total of eighteen (%) days of E

during each financial year.b) /n employee can accumulate leaves not e-ceeding + days. / downward

adjustment shall be made at the end of every two years for employees havingmore than + days of leave in their account.

c) The calendar year for leave purposes would be from % st of =anuary to %st of December the same year.

d) mployees' E account would be credited with eighteen days of E at the end of each calendar year.

e) E for employees joining during a calendar year would be credited with E

calculated I%.A* days for each month completed by the employee from his or her joining date" inclusive of probationary period.

f) /n employee cannot avail more than fifteen (%A) days of E at any given timeduring a calendar year.

g) arned leave can not be ta7en in advance.

* #ncashmenta) 1or final settlement purposes" at the time of employee's separation" E accrued

during a year shall be pro8rated to the last day of the employee's wor7ingrelationship with NCHD.

b) The leave encashment would be made for A*J of un8availed earned leaves upto a ma-imum of % leaves.

c) The leave encashment would be based on employee's last drawn gross salary.

2. Casual eave 5C6

*%. #ntitlement

a) 0nly the employees who have successfully completed their probationary period.b) /ll confirmed employees shall be entitled to ten (%*) days of casual leaves during

a calendar year.c) mployees' CE account shall be credited at the successful completion of their

probation and on %st =anuary of every year thereafter.

* Constraintsa) There shall be no accumulation of CEb) / ma-imum of three days as CE shall be allowed at any given time.c) / subjoining of CE with any other type of leave is not permissible.d) CE is a discretionary leave and shall not be claimed as a matter of right.

Department head reserves the right to turn down re9uests for casual leaves.e) /ny unclaimed CE shall lapse at the end of each calendar year.

". Sic% eave

*% #ntitlement /ll regular" full time confirmed employees who have completed their probationary period.

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* Constraintsa) ach employee shall be entitled to a ma-imum of eight () days of sic7 leave

during a calendar year. 2rior approval for E e-ceeding one day would bere9uired.

b) mployees' E account shall be credited at the successful completion of their probation and on %st =anuary of every year thereafter.

c) E for employees joining the organi;ation after %st of =anuary would be creditedwith E at the completion of their probationary periods.

d) mployees can avail E during their probationary period subject to approval bytheir departmental heads.

e) /n approved E during the probationary period shall be deducted fromemployee's E account following successful completion of his or her probation

f) There would be no accumulation or encashment of E and it would lapse at theend of a calendar year if not availed by an employee.

g) 1or cases re9uiring hospitali;ation<incapacitation" an employee can apply for asic7 leave not e-ceeding * days" subject to recommendation by a competentmedical authority" documentary evidence of hospitali;ation and or incapacitation.The approval would be at the discretion of the relevant Director 0perations<3:0perations<Department Head and approval of senior Director 0perations wouldbe re9uired in such cases. mployees E account as well as E account wouldbe debited for the days' employee remains absent from the office due tohospitali;ation<incapacitation" any balance days would be treated as leavewithout pay.

&. 7aternit! eave 576

*% #ntitlement /ll regular" full time confirmed female employees who havecompleted their probationary period.

* Constraintsa) :E cannot e-ceed a total of eight () wee7s and twice during the period of

service with the Commission.b) Two () wee7s pre8natal and si- (+) wee7s post natal leave.c) The leave application should be supported with recommendation for :E by a

competent medical authority.

*. Stud! eave 5S6

*% #ntitlement /ll regular and full time confirmed employees who have completed atleast two years of service with NCHD.

* Constraintsa) This provision is intended to facilitate employees who wish to improve their

educational 9ualifications at their own e-pense.b) This is a discretionary leave and therefore cannot be claimed as a matter of right.

The competent authority reserves the right to deny any application for TEwithout forwarding any reasons.

c) mployees wishing to avail TE must present documentary evidence as a proof of their registration with an accredited university<college to be considered for thisleave.

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d) TE cannot be subjoined with any other leave under any circumstances.e) This is a discretionary leave and an employee can only re9uest TE once during

his or her employment tenure.f) :a-imum period for TE cannot e-ceed more than two years.

/. Compensator! eave 5C+6

*% #ntitlement /ll regular" full time confirmed employees who have completedtheir probationary period.

* Constraints

a) mployees who have wor7ed on their scheduled day off or on a public holidaycould claim a CT0.

b) mployees eligible for CT0 must register it within forty8eight hours of its accrualand if un8registered would be considered as void.

c) mployees are allowed to avail a ma-imum of two () CT0 at any given time

subject to approval of the competent authority.d) CT0 not claimed within specified time would stand void.e) The approval of CT0 is discretionary! however" the approving authority must

approve the accrued CT0 within one month days to avoid its e-piry.f) CT0 is not to be subjoined with any other leave or a scheduled day8off or a

public holiday.

B. eave Without $a! 5W$6

*% #ntitlement /ll full8time" regular confirmed employees having completed atleast one year of service with NCHD

* Constraints

a) /n employee can apply for a E52 in e-tenuating circumstances.b) The duration of E52 shall not e-ceed two months.c) The employee must arrange for a replacement acceptable to his immediate

superiors or a locum in order to be considered for a E52.d) /pproval of concerned department head and enior Director 0perations would

be re9uired for E52 in all cases.e) E52 is not to be subjoined with any other leave.f) This is a discretionary leave and the competent authority reserves the right to

deny any application for E52 without forwarding any reasons.

g) /n employee can only re9uest E52 once during his or her employment tenure.#n e-tenuating circumstances" enior Director 0perations may grant E52 morethan once.

h) $ejoining in NCHD would be subject to availability of vacant position in anyrelevant department.

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Section 8 Human Resource 9ud'etin' $olic!

%) National Commission for Human Development believes that effective humanresource is its most important strategic resource. #n order to match resources to

business needs in the longer term" the Commission will carry out an annual Human$esource needs analysis in both 9uantitative as well as 9ualitative terms. Human$esource planning is an integral function of Human $esource Department which willanchor the yearly Human $esources udgeting process.

) H$ udgeting process would consist of the following@a. ach department<function shall prepare a Human $esource 2lan for each

financial year.b. The individual departmental plan will be submitted to Human $esource

Department no later than *th :ay off each year which shall collate the individualdepartmental plans into the consolidated NCHD Human $esources udget.2lans not received by the deadlines shall not be considered for approval. #n

cases of delay in submission of departmental plan" a special waiver from enior Director 0perations will be re9uired before incorporation of departmental plan into the consolidated Human $esources budget.

c. / Human $esource udgetary Committee comprising of the following shallreview re9uests for additional human resources@%. Director 0perations (To be nominated by enior Director 0perations). 2rogram Director ((To be nominated by enior Director 0perations). Director Human $esources4. Director /dministration > 2rocurement and 2rocurementA. enior 3eneral :anager 1inance

) The Human $esource udgetary Committee hall $eview the re9uests for additionalhuman resources against the following criteria@

a) 0verall purpose@ why the position is re9uired" and what is the job holder e-pected to contribute

b) Content@ The nature and scope of the job in terms of the tas7s and operations tobe performed and duties to be carried out8 i.e. the process of converting inputsinto outputs.

c) /ccountabilities@ The results for which the job holder is accountable.d) 2erformance criteria@ The criteria" measures or indicators that enable an

assessment to be carried out to ascertain the degree to which the job is beingperformed satisfactorily

e) $eporting $elationship@ The reporting relationship of the job holder.f) Current staffing levels@ Number of people wor7ing for the re9uisitioning

departmentg) 1inancial outlays@ The financial impact to new recruitment and availability of

funds inclusive of capital assets andKor infrastructure and logistics re9uirement.4) The Human $esources udgetary Committee shall ma7e its final recommendations

no later than *th of =une each year.A) The recommended additions to human resource inventory shall be presented by

Director Human $esources to a Committee headed by Chairman and comprising of enior Director 0perations and Chief 1inancial 0fficer.

+) Human $esources Department shall prepare a list of approved positions and forwardit to 1inance Department by * th of =une each year.

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Section : Recruitment $olic!

The aim of $ecruitment and selection 2olicy of NCHD is to carefully attract and selectpotential employees possessing the relevant s7ills" 9ualifications and attributes for contributing significantly towards the achievement of NCHD mandate.

Section :.01 +;ectives0peration :anagement" 2rogram :anagement and H$ Department will jointly managethe $ecruitment and selection process. The objective is achieve a mutually agreeddecision that guarantees efficient and effective match between human resources of theright calibre and aptitude and the program<departmental re9uirements in order to ensureachieving the overall strategic objectives of NCHD.The recruitment and selection process will ensure that@

%) /ll vacant positions are advertised" internally or e-ternally) $ecruitment and election processes are fair and transparent.) 2rofessional standards are maintained at all times.4) 9uality of opportunity is an integral part of recruitment and selection process

A) $ecruitment is seen as a 7ey public relations e-ercise.

Section :.02 -eneral $rinciplesTo meet the above objectives" the following principles will be adhered through differentstages of $ecruitment and election 2rocess@

%) NCHD will recruit and select personnel without any consideration for religion"ethnicity" race" se-" colour or any other differentiating criteria and identificationbeyond human control.

) /ll employees involved during various stages of the recruitment and selection of staff are e-pected to appreciate and adhere to the contents of this policy.

) /ny panel member involved in the recruitment process must withdraw his or her

panel membership in case he<she has a relationship of any nature with one or more candidates being processed for selection.

Section :.0" ,acanc! / job vacancy may occur due to any of the following reasons@

%) $eplacements) / member of staff leaves the organi;ation or is promoted to a higher position or

transferred to a vacant position within the organi;ation) /dditions4) /n increase in wor7loadA) / re9uirement for new s7ills+) / change in 0rgani;ational<Departmental tructure

B) /nnual Human $esource planning

Section :.0".01 Replacements%) /ppointments shall only be made against vacant position<title for which approved

job descriptions and budgetary provisions e-ist.) / :anpower $e9uisition 1orm for the vacant position shall be forwarded to the

Department of Human $esources duly approved by the Head of Department) Human $esources Department in consultation with re9uisitioning department

head will prepare and finali;e the plan to fill the vacant position.

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Section :.0".02 Recruitment of Staff 5Replacements6 )ill e either !

%) #nternal $ecruitment! or ) Direct recruitment which may include borrowing the services of the employees

wor7ing with 1ederal government" 2rovincial government and<or autonomous

bodies" or ) 0utsourcing

Section :.0".0" Internal Recruitment

%) NCHD shall advertise all vacant positions internally before these positions arepresented for e-ternal invitations.

) The Department of Human $esources shall prepare an internal advertisement for the position in consultation with the re9uisitioning department.

) The lead time for collection of internal application shall not e-ceed si- wor7ingdays.

4) The internal advertisement soliciting applications for the position shall be posted

on NCHD electronic networ7.A) The Department of Human $esources will receive all applications and will short

list them according to the approved job specifications.+) Human $esources Department reserves the right to reject any short listed

application which does not conform to the job specifications.B) :anager Human $esources shall plan the interview process in consultation with

the Head of re9uisitioning department. The planning would include@a. 1ormation of interview panelb. #nterview scheduling (Date" Time" and Lenue)c. #ntimation to initial selection committeed. $escheduling if re9uirede. #ntimation to the initial selection committee

f. #ssuance of call letter" via surface and<or electronic mail or telephoneg. Confirmation by the candidates

) The prescribed outline and responsibilities regarding recruitment process for each grade are as follows. The competent authority may" however" decide toreview the selection criteria and the composition of #nterview<electionCommittee as re9uired" on case to case basis" for ensuring selection of mostappropriate candidates.

3rade of position<

Designatio

n

:inimumpool of

candidates

#nitial #nterviewelection

Committee

1inal #nterviewelection

Committee

1inalelectionCriteria

1inalelection by

/ None /t8least two:embers of theCommission

/s per =D Commission

% enior Director0ps< Chief1inancial0fficer<DirectorH$

/t8least two:embers of theCommission


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enior Director0ps< Chief1inancial0fficer<DirectorH$<2rogram

Director<Director 0ps



enior Director0ps< Chief1inancial0fficer<DirectorH$<2rogramDirector<Director 0ps



:% A Department

Head" 2rogram$ep" :anagerH$" D3: incase of HD6position

enior Director

0ps" Chief1inancial 0fficer"Director0ps<3: 0ps"2rogramDirector" H$Director

Consensus or

/pproval bymajority

1inal

#nterviewelectionCommittee

: A DepartmentHead" 2rogram$ep" :anagerH$" D3: in

case of HD6position

enior Director0ps" Chief1inancial 0fficer"Director

0ps<3: 0ps"2rogramDirector" H$Director

Consensus or /pproval bymajority

1inal#nterviewelectionCommittee

0% A DepartmentHead" H$ $ep"0perations $ep

Director0perations andor 2rogramDirector if HD6based" H$Director

Consensus or /pproval bymajority

#nitialcommittee"finalcommitteeonly if applicable

* A DepartmentHead" H$ $ep"0perations $ep

None Consensus or /pproval bymajority

#nitialCommittee

0 A DepartmentHead" H$ $ep"0perations $ep

None Consensus or /pproval bymajority

#nitial#nterviewelectionCommittee

Section :.0".0& Selection $rocess for internal candidates

%) The election process will be@

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a) Transparentb) Timely and cost effectivec) 9uitabled) 1ree from any conflict of interest

) /ll recruitment will be based on mutually agreed job specifications.

) $ecruitment and selection will be underta7en as an evidence8based process andcandidates will be assessed against mutually agreed selection criteria" based onrelevant 7nowledge" s7ills" competencies" e-perience and 9ualifications re9uired toperform the role as outlined in the job specification.

4) The Human $esources department will record all recommendations by the initialscreening committee.

A) Human $esource department will collate the results of initial interviews and preparea merit list of the re9uired number of candidates as per the schedule at section.*.*() above.

+) :anager Human $esources will prepare the interview plan for final selection as per the procedure outlined in section .*.*(B) above.

B) The lead time for final interviews will not e-ceed two wee7s from the culmination date

of initial interviews.) /ll interviewers will assess the candidates on the prescribed interview appraisal

form.) #f an internal candidate is recommended for final selection" the Human $esources

Department will issue the successful candidate a fresh appointment letter to beeffective from the candidate's initial date of joining the new position and the previousappointment letter shall stand withdrawn from the same date.

%*) #f the final interviews do not yield any result and no internal candidate isrecommended for final selection" the vacant position will be offered to e-ternalcandidates.

Section :.0".0* Selection $rocess for e<ternal candidates

%) Human $esources Department shall prepare an e-ternal advertisement for thevacant position(s) in consultation with the re9uisitioning department.

) Director Human $esources will authori;e the publication of advertisement for allpositions.

) The lead time for receiving applications for grade through /% shall not e-ceedfifteen wor7ing days" whereas" lead time for all other grades shall not e-ceed tenwor7ing days.

4) Human $esource Department shall receive" collate and short list the applications. /summary of short listed candidates shall be forwarded to the re9uisitioningdepartment for review. The summary of candidates for grades % through shallbe forwarded to enior Director 0perations for all positions other than 1inance

Department. ummary pertaining to 1inance Department for grades % to shallbe forwarded to Chief 1inancial 0fficer. The offices of enior Director 0perations andChief 1inancial 0fficer may delegate this authority to any office they deem fit todischarge this duty.

A) District 3eneral :anagers shall receive" collate and short list the applicationsreceived against the advertised position for the district. / summary of short listedcandidates shall be forwarded to respective Director 0perations <enior general:anager 0perations and Director H$ for review.

+) The selection process for e-ternal candidates shall follow the same principles asoutlined in section .*.*4

B) #f the final interview does not yield any result and no e-ternal candidate isrecommended for final selection" the position may be re8advertised and in case of

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grades to /%" the competent authority may" in consultation with Human$esources Department" opt to outsource the recruitment services to an employmentagency.

Section :.0".0/ +utsourcin' of Recruitment $rocess

The guiding principle for outsourcing of recruitment services to an outside agency will bein line with the tandard 0perating 2rocedures governing procurement of goods andservices.The tandard 0perating 2rocedures for engaging the services of an outside agency for recruitment purposes would be as follows@

%) -eneral -uidelines /ppointment by contract as Consultant may be made for special project<purposes or for obtaining services of specially 9ualified persons.Consultants' services shall be governed by the clauses<rules stated in respectiveconsultancy agreements.

) Definition / Consultant is an individual<firm retained to provide professional advice

or services on a specific project for a specified time frame.

) $rocedure@%) /ll re9uests for ac9uiring of service of Consultants will be forwarded to the enior

Director 0perations for approval. The re9uest will consist of@a. =ustification for re9uisitioning of servicesb. Terms of reference for consultancy<servicesc. Detail regarding timelines for consultancy<servicesd. Details regarding financial outlayse. Details regarding deliverables

) #f approved by the enior Director 0perations" invitations for -pression of #nterest for consultancy services will be advertised in at least one national<local

daily newspaper. Choice of media will be made by Human $esources Departmentdepending upon scope of consultancy services.

) Head of Human $esources" in consultation with respective 2rogram<DepartmentHead" will shortlist 0#s and invite detailed proposals for consultancy servicesfrom at least three competing consultants<firms.

4) enior Director 0perations shall constitute a hiring committee which will evaluateall submit proposals against the provisions contained in clause8% above.

A) The hiring committee shall consider interview reports and comparative evaluationof proposals containing a list<specification of services to be rendered by theconsultant before ma7ing a recommendation.

+) The Committee headed by chairman and comprising of enior Director 0perations" Chief 1inancial 0fficer" Head of Human $esources and Head of

respective program shall sanction all consultancies up to $s. %"***"***.B) The Commission will sanction all consultancies above $s. %"***"***.) enior Director 0perations" incorporating terms of the contract" shall authori;e the

issuance of Consultancy contract.) Consultancy contracts will be made for the time duration recommended by the

hiring committee and approved by the enior Director 0perations.%*) 6pon completion of Consultancy contract" any further assignment with NCHD will

be based on fresh recruitment only.

&6 Constraints%) $elatives of NCHD employees are not allowed to wor7 as Consultants in

reporting relationships.

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) /ll payments to the Consultants will be made in accordance with provisions of the consultancy agreement.

Section :.0".03 Additions

$e9uirements for recruitment arising from a need for additional human resources" whereno budgetary provisions are available" would be met according to the process listedbelow@

%) $e9uisitioning department shall prepare a :anpower $e9uisition 1orm.) $e9uisitioning department in consultation with the Department of Human

$esources shall prepare a comprehensive job specification for the position to beadded.

) $e9uisitioning department shall submit a detailed justification for the additionalpost.

4) Human $esources Department shall collate and prepare a summary for reviewby the $eview Committee comprising of Department Head" Director Human$esources" enior 3eneral :anager 1inance" and the relevant Director

0perations (for HD6 based positions).A) The $eview Committee shall ma7e its recommendations based on the evidence

presented before them by the re9uisitioning department.+) / positive recommendation by the $eview Committee shall be presented to

enior Director 0perations by Human $esources Department for approval.B) $ecruitment process shall commence upon the approval of additional human

resources.) The selection process will be governed by the rules outlined in section .*.4.

Section :.0".08 Induction of selected candidates.

%) Human $esources Department shall prepare a merit list of all candidates appearing

for interviews.) /n offer of employment shall be made to the recommended candidate.) Director Human $esources will issue an appointment letter upon receipt of

acceptance of offer by the candidate.4) The 2rogram<Department Heads and District 3eneral :anagers will be responsible

to ensure that no selected candidate joins the service of the Commission withouthaving a valid appointment letter issued by Department of Human $esources.

A) The candidates will be re9uired to provide the following prior to the joining theservice of the Commission@a. Two recent passport si;e photographs (with blue bac7ground)b. Copy of CN#Cc. mployee 1act heet (duly filled in)

d. /ttested copy of educational testimonials.e. 3overnment officers joining on deputation shall additionally be re9uired to submit

the following documents before their date of joining can ta7e effect@%. Charge relin9uishment report. $elieving order issued by the parent department. East 2ay Certificate

+) The employee will be re9uired to fill out a =oining $eport on the day of his or her joining the service of the Commission.

B) #t would the responsibility of the respective Head of the Department and District3eneral :anager to ensure that the joining report is forwarded to Human $esourcesDepartment within twenty four hours of the joining of the new employees.

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) #ncomplete documents shall be returned to the head of the Department by theDepartment of Human $esources within twenty8four hours of the receipt of documents.

) Human $esources Department shall forward a copy of the =oining $eport to Director /dministration > 2rocurement" in case of employee(s) joining at the head 0ffice" for

incorporation in the /ttendance $egister.%*) / 2ayroll /uthori;ation form of all joiners shall be forwarded to 1inance Department

by twenty8second of each month for the purposes of salary disbursement.%%) Documents for joiners received after the deadline specified above shall be processed

with the ne-t month's payroll.

Section :A Contractual emplo!ees%) -eneral -uidelines /ppointments on pecial ervices /greements may be made

for hiring temporary employees for an activity that is time bound and not permanentin nature. ervices of temporary employees shall be governed by the clauses<rulesstated in respective pecial ervices /greement.

) / emporar! emplo!ee is an individual hired for a particular assignment and for a

specific time period. / temporary employee is not eligible for anybenefits<compensation plans other than those specified in his<her pecial ervices

/greement.) $rocedure

%) /ll re9uests for ac9uiring of services of temporary employees will be forwarded tothe Head of Human $esources who will sanction head count<budget for suchpositions with approval of enior Director 0perations.

) / re9uest for hiring of temporary staff will be initiated by 2rogram<DepartmentHead and it should consist of@a. =ustification for re9uisitioning of servicesb. =ob description for the temporary positionc. Details regarding timelines and financial outlays

) #f a re9uisition is approved" applications for temporary employment" where totalgross emoluments would e-ceed $s. %*"***<8 per month" will be invited byHuman $esources Department through advertisement in at least one relevantdaily newspaper. Choice of media will be made by Human $esourcesDepartment depending upon scope of temporary services.

4) /ll received applications will be short8listed against the advertised criteria by theHead of Human $esources in consultation with respective 2rogram<DepartmentHead.

A) 1or temporary employees' e9uivalent to grade :8% and<or above" the interviewpanel will be chaired by enior Director 0perations and will consist of Head of Human $esources and respective 2rogram<Department Head.

+) 1or temporary employees in grade : and below" the interview panel will consist

of Head of Human $esources and respective 2rogram<Department Head or their designees.

B) Head of Human $esources" incorporating terms of reference of the position" shallissue pecial ervices /greements.

) /ll pecial ervices /greements will be made for three months only.) #f the program head desires an e-tension in pecial ervices /greement. He<he

will submit a re9uest for e-tension subject to provisions contained in clause8above" at least seven wor7ing days prior to the termination of pecial ervices

/greement" and for a period no longer that another three months at a stretch" tothe Human $esources department which shall see7 approval of the enior Director 0perations to the re9uest for e-tension.

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%*) #f a re9uest for e-tension is approved" a fresh pecial ervices /greements for the e-tended duration will be issued under clauses + > B above.

&. Constraints1) $elatives of NCHD employees are not allowed to wor7 as temporary employees

in reporting relationships.2) /ll payments to temporary employees will be made in accordance with provisions

of the pecial ervices /greements.

Section :9 Induction of raineesThe primary objective of the Traineeship program is to recruit and develop freshuniversity graduates for entry level positions by training them according to NCHDre9uirements. This program is not meant to be treated as an alternate form of employment.

1. #ducational Criteria:aster Degree holders will be preferred" but a ./.<.c. degree would be the

minimum re9uirement.2. rainin' Schedule

a. i- months training course at HD6" or b. i- months with any one department at the Head 0ffice.

". -eneral -uidelinesa. trong emphasis on social organi;ation<community mobili;ation at HD6s.b. tipend of $s. "***<8 per month will be awarded to Trainees during their training

period.c. 6pon completion of training period each Trainee will be evaluated by D2:s<

upervisors of all sections with final evaluation by District 3eneral :anager of respective district<Head of Department and evaluation will be submitted to H$

Department for their record.d. Trainees who receive satisfactory evaluation from their supervisors shall be

considered for re9uisite appointment in the appropriate cadre in NCHD againstavailable vacant positions.

e. 1inal selection will be made in accordance with relevant provisions of therecruitment policy.

f. ach HD6 will be allowed a ma-imum of four Trainees" while each departmentat the Head 0ffice will be allowed one Trainee at a time.

g. The period of Traineeship is not e-tendable beyond si- months.h. The offer of Traineeship does not give rise to an obligation on part of NCHD to

provide employment to Trainees at the culmination of their training period.Trainees may" however" apply against an advertised position for which they shall

be favorably considered as stipulated in 2ara (d) above.

Section :C Internship pro'ram

The primary objective of internship program is to provide students and fresh universitygraduates with an opportunity to test their interest in a particular career beforepermanently joining it. #nternships are not paid positions. The offer of internship will bemade of eight wee7s with no provision for e-tension.

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Section 10 +rientation

%) #n order to ac9uaint a new employee with the culture" policies" procedures andprocesses followed at the National Commission for Human Development in anorgani;ed fashion a detailed and cohesive orientation plan will be developed and

carried out from the first day of an employee's joining the Commission. Thisorientation will help the employee feel more comfortable with the wor7ingenvironment and help in his<her smooth integration in the new team. The objectivesof employee orientation are to@a. :a7e the new employee feel welcome.b. Develop positive perceptions about the Commissionc. /dd on the new entrant's decision to join the Commissiond. $educe settling decision to join the Commissione. $educe settling down time.f. 2ut the new entrant at ease.

) Human $esources Department will be responsible to plan and conduct theorientation session for new employees joining the Head 0ffice in grades to /" and

District :anager 1inance and /dministration will be responsible to conduct theorientation session at the HD6 level in collaboration with the immediate supervisor of the new employee.

) / chec7 list describing the contents of the orientation session will be signed by the#mmediate upervisor of the new entrant" Director<:anager Human $esourcesDevelopment" D3:<D1/: and the new entrant to confirm effective implementationof the orientation session. / copy of the orientation chec7 list will be forwarded to:anager Human $esources at the Head 0ffice.

4) 0rientation plan for various grades will be as follows@

-rade Duration Contents Responsiilit!

/ Two 5ee7s /nne-ure Director H$

%" Two 5ee7s /nne-ure Director H$

i- wee7s /nne-ure Director 0perations

:%M:(H0) Two days /nne-ure :anager H$D

:%M: Two days /nne-ure D3:KD1/:

0 Two Days /nne-ure D1/:<:anager H$D

Anne<ure=A

+rientation Chec%list for the Human Resources Department

very new employee begins the job with a desire to be successful. / helpful H$orientation session should cover information on@

1. +r'ani4ation Completed History :ission

3oals > 0bjectives tructure Head 0ffice" HD6

2. Compensation22

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2erformance :anagement ystem

2ayroll Deductions

". 9enefits 3roup #nsurance 2lan

Health enefits Eeaves

2er7s (where applicable) Eoans</dvances 2rovident 1und contribution Training and Development programs

&. #mplo!ee Relations Transfers 3rievance 2olicy

*. Attendance 5or7ing hours

/ttire" inter8personal relationship"

/. eave > Holida!s ic7 leave /nnual Eeave

Casual Eeave

3. Internal Communications Correspondence 8mail #nternet usage

8. ransportation for (emale #mplo!ees

:. $erformance 2robationary period 2erformance $eviews

Disciplinary 2olicy

Anne<ure=9+rientation Chec%list for the concerned department

%) #ntroduce the new employee to co8wor7ers and managers within (and outside)

the department.) how the employee her<his des7 (or office)) 2rovide an overview of the department's function including relationship of the

department with other departments within NCHD and outside sta7eholders.4) 2rovide a tour of the facility (location of restrooms" cafeteria" photocopy machine"

lounge)A) Discuss department dress e-pectations<codes.+) Discuss office hours" including lunch brea7s.B) -plain telephone usage<manners.) rief and facilitate the new entrant in understanding his<her job description

mployee Conducting 0fficer Conducting 0fficer Conducting 0fficer Title Title Title Title

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Date Date Date Date

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Section 11 $roationar! $eriod

/ll employees of National Commission for Human Development shall serve aprobationary period (as per relevant clauses of the appointment letter) before they areconfirmed as permanent employees on the basis of their performance during the

probationary period.

Section 11.01 +;ective

%) The probationary period provides for assessment of employee's professionalcompetence" performance" and overall suitability to successfully meet thespecific position re9uirements and standards. #t li7ewise provides the employeewith an opportunity to determine whether the position meets his<her e-pectationsor not.

) During the probationary period" the performance of the employee is re9uired tobe monitored carefully.

Section 11.02 $rocedure

%) ach new entrant shall undergo an initial probationary period of three months.) The probationary period shall commence from the joining date of each new

entrant.) /n employee may be placed on probation for a period of three months or less" as

decided by the competent authority" on promotion to a higher position or transfer to another location.

4) mployees on probation shall not be entitled for the following during their probationary period@a. Casual Eeaves

b. :edical enefitsc. 2rovident 1und contributiond. 2romotion<Transfer e. #nsurance Coveragef. Eoans</dvances

4) /ll probationary employees are e-pected to perform the tas7s assigned to themduring their probationary period to the satisfaction of their immediate supervisors.The probationer's performance during the probationary period will bedocumented on the 2robation valuation $eport by the Department Head. Headof the Department<immediate supervisor shall" from the onset" document themajor actives<tas7s assigned to the probationer.

A) The outputs<results are to be clearly communicated to the new entrant" and

regular feedbac7 is to be provided to the probationer on a fortnightly basis.+) Human $esources Department shall initiate a probation termination process two

wee7s prior to the culmination of probationary period of each employee.B) The #mmediate supervisor of each probationer is e-pected to hold a probationary

termination meeting with the employee and fill out the 2robation valuation$eport.

) ach section of the 2robation valuation $eport must be filled in" especially theTraining Needs column.

) The Training Needs re9uirement of individual employees shall be incorporated inannual training plan for the Commission.

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%*)The contents of 2robation valuation $eport are to be reviewed with theprobationer and a written consent of the employee has to be obtained on the2robation valuation $eport.

%%) #f the immediate supervisor<head of the department recommends an e-tension inprobationary period" which is not contested by the employee" the documentaryevidence on the basis of which the decision has been ta7en must be made a partof the evaluation report.

%)#f the immediate supervisor<head of the department recommends separation fromservice" which is not contested by the employee" the documentary evidence onthe basis of which the decision has been ta7en must be made a part of theevaluation report.

%)The approval of relevant Director 0perations for HD6 based positions" andDirector of the respective department will be re9uired for e-tension in probation.

%4)#n case where separation of services is recommended by the immediatesupervisor<head of the department" Human $esources Department shall see7ratification of respective Director 0perations<relevant Director and put up for

approval by enior Director 0perations if so recommended by relevant Director.%A)#f an employee does not agree with his or her probation evaluation he<she canstate their disagreement in the space provided in the evaluation report.

%+)#n cases of disagreement with the probation evaluation" Director Human$esources shall convene a meeting of the evaluating officer" respective Director and the employee to review the contents of the evaluation report.

%B)The review meeting shall e-amine the documentary evidence supporting thee-tension of probation or termination of services" employee's point of view"evidence supporting employee's disagreement and any other information that isdeemed necessary for the purpose of decision ma7ing.

%)Human $esources Department shall record the proceedings of the reviewmeeting and prepare a summary of the decision ta7en by the committee.

%) / notification of confirmation<e-tension shall be issued by :anager Human$esources for grades * thru :. Director Human $esources shall issue thenotification for all other grades.

*) The separation of services" if approved" shall be dealt according to theprocedures governing separation of services and terms of the appointment letter"if applicable.

Section 12 #mplo!ee #<it

Section 12.01 Resi'nations

National commission for Human development believes in retaining its employees with an

objective to establish a long term mutually beneficial relationship. However" it alsoac7nowledges the right of an employee to ta7e voluntary separation from theCommission in order to pursue his<her career goals.

Section 12.01.01 Scope

%. $esignation policy is applicable to all permanent" probationary and contractualemployees of NCHD.

. / permanent employee at the time of tendering the resignation is re9uired to giveone8month's notice in advance or one month's salary in lieu of the notice period.However" a probationary or contractual employee can terminate the employment

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without serving any notice" or as provided for in the individualContract</greement" and vice versa.

. Head of the Department shall accept the resignation and forward it to therespective Director for approval. enior Director 0perations is the competent

authority to waive off the notice period of grade : to whereas ChairmanNCHD is the competent authority to waive off the notice period for employees in3rade %. #n all other cases respective department heads would have authorityto waive off the notice period.

4. / permanent employee could re9uest adjustment of his balance of arned Eeavetowards re9uirement of one month's notice period.

A. /n approved resignation letter will be forwarded to Human $esourcesDepartment for further processing.

+. 2rocessing of finial settlement claim of the employee will be subject to the overall

clearance and handing over charge" of all NCHD assets provided to theemployee during his service" before or on the last wor7ing day in the coordinationwith the /dministration Department.

B. mployee will handover the official charge before or on the last wor7ing day of his<her officially designated replacement (if any) or to a colleague nominated bythe #mmediate upervisor< Department Head<Director. The handling over<ta7ingover process will be countersigned by the Department Head.

. $epresentative of H$ Department" where possible" will conduct an -it #nterviewbefore the last wor7ing day and the outgoing employee will fill in the -it#nterview 1orm.

Section 12.01.02 $rocess and $rocedure

The following procedure will be followed for processing of resignations and finalsettlements@

Activit! Responsiilit!

%. ubmission of resignation clearly mentioning the lastwor7ing day with notice as per appointment contractto the immediate supervisor.

mployee

. /cceptance of the resignation and agreement on thelast wor7ing day. $esignation to be forwarded to therespective Director with remar7s for acceptance or otherwise on immediate basis.

#mmediate upervisor

3. /cceptance of the resignation to be forwarded to H$with remar7s for further action on immediate basis.

Competent /uthority (/llDirectors" enior Director 0ps" Chief 1inancial 0fficer"Chairman)

4. $eceipt of the accepted resignation. #ntimation to1inance Department to stop all payments. #nitiation of

H$ Department

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the final settlement process on the prescribed from(attached as /nne-ure)

A. / letter confirming acceptance of resignation to be

written to the employee with a copy to the relevantdepartment and 1inance department specifying thedate from which the employee's resignation has beenaccepted and notification of employee's last wor7ingday with NCHD and the date he<she will be re9uiredto handover all issued assets to other /dministrationDepartment.

H$ Department

+. Documented handing over certificate of theCommission's assets (if any) before or on the lastwor7ing day.

mployee" H$ and /dministration departments

B. Documented handing over and ta7ing over of theofficial charge on the last wor7ing day. mployee and representativeof the concerned Department

8. /rrangement of a non8formal -it #nterview with theemployee leaving the organi;ation before or on thelast wor7ing day.

H$ Department

. nsure completion of all formalities pertaining to finalsettlement on the date notified by H$.

H$ and 1inanceDepartments

Section 12.02 erminations

%) #ncase of gross misconduct and<or serious performance concerns" the appointingauthority may terminate the services of an employee by giving one8month notice or one month salary in lieu of notice.

) Department heads<3: HD6s will inform the Director Human $esources whenever they wish to terminate an employee. /ll terminations should be in line with NCHD'sDisciplinary 2olicy. To ensure that all legal obligations are fulfilled" only Director Human $esources is authori;ed to issue termination letter.

Section 12.0" No Call ? No Sho)

%) #f an employee has not come to wor7 for three consecutive days" the departmenthead should try to locate the employee either by telephone or by mail. /ppropriate

documents (such as phone bill<log and post office stub) must be 7ept to prove that aneffort was made to contact the employee. #n case no contact is made the departmenthead should forward the case to the Director Human $esources.

) The Director Human $esources" after proper investigation" will send a how CauseNotice to the employee and in case the employee gives no response within %4wor7ing days" the matter will be processed further in accordance with NCHD'sDisciplinary 2olicy.

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Section 12.0& Retrenchment

ervices of an employee shall be dispensed with in the event of budgetary constraints or abolition of the particular post. The employee will be entitled to the prescribed terminal

benefits.

Section 1" $erformance 7ana'ement S!stem

National Commission for Human Development (NCHD) strives for continuousimprovement of 9uality and continuity of its management and improvement of networ7ingand synergies between different organi;ation units.

Section 1".01 +;ectives

The 2erformance :anagement ystem (2:) is designed to help employees improve

their individual performance and to shape and influence their own career or to help other to develop.

#t is designed to facilitate employees to achieve stretching targets" which are agreedeach year and clearly lin7ed to organi;ational objectives. 0penness whene-changing views about performance" potential and career perspective is 7ey value.elf development and self assessment by the appraisee are as important as theappraiser's appraisal. #n order to get most out of it NCHD strives for open andconstructive discussion resulting in mutual agreement on improvement anddevelopment opportunities and actions for the appraisee. To achieve organi;ationalsuccess and personal development is a joint responsibility of appraisers andappraisers.

Section 1".02 Appraisal S!stem

NCHD's /ppraisal ystem consists of two main areas@

%. $esult areas 8 5H/T has to be doneO

. Competencies 8 How does it have to be doneO

Section 1".0" Appraisin' the Result Areas

%. The first part of /ppraisal ystem is lin7ed to the result areas indicated in @oDescription and any specific pro;ects mutually agreed between employee andhis<her supervisor.

. i- monthly targets are to be mutually agreed by employee and his<her supervisor twice a year i.e. :ay and December.

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Half yearly Performance Evaluation Formsmeasure performance on agreed targets andgeneral duties mentioned in Job Description ofemployee.

Yearly evaluation of employee on thecompetencies critical to NCHD. Competencies

have to levels of evaluation. !evel " for #uniormanagers and !evel "" for top management

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. 2erformance of employee on targets and responsibilities mentioned in =obDescriptions is to be evaluated bi8annually i.e. =une and December.

4. ach agreed target and responsibility has been factored in 2erformance

/ppraisal of employee. Human $esources department will factori;eresponsibilities while appropriate value in terms of percentage for the targetsmust be agreed between employee and his<her supervisor. y such factori;ationemployees shall be able to prioriti;e mutually agreed targets.

A. Target setting forms are to be disseminated by Human $esources departmentand head of departments are responsible to send these forms bac7 to H$ on or before specified date.

+. Targets once agreed will not be changed under any circumstances e-cept whenthere is a significant change in program design or role of department as a whole.

B. H$ will send /ppraisal forms to H0Ds' twice a year and they will be responsibleto fill the forms of their reportees and disseminate other forms to immediatesupervisors of remaining employees.

. H0Ds' will ma7e sure that filled appraisal forms reach H$ on or before specifieddate.

. Timely target setting and appraising performance of team members will be animportant target of every H0D that will carry a %*J weight. This evaluation shallbe conducted by H$ in consultation with respective Director.

1undamental to the success of the Target etting 2rocess are S7AR targets"mutually agreed in face to face discussion.

%*. $esult areas are to be scored against the following scale@

&tandard, e-presses the e-pectations of the appraiser and relates to the e-pectedperformance of the employee" to be appraised. Does the employee's performancecorrespond with the re9uest for deliveryO

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Well above standardAbove standardAt standardBelow standardImprovable

Speci$c% &peci$c and precise formulationMeasurable% Clear measurements 'easy to comparethe level of achievement against agree targets( Achievable% Challenging) stretching but still realistic.Realistic% Feasible* unrealistic targets are de+motivating.Time framed% Have a speci$c deadline

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a) No &in8between scores,Pb) No combination of scoresPc) 6nderstanding" that not all appraisees can perform above standard at the same

timeP /mongst the appraisees there will be normally a smaller number of /'s and's.

%%. The scoring has to be e-plained by giving concrete e-amples of the appraisee'sperformance. This also helps supervisor and appraisee to have a commonunderstanding and to analy;e the reasons for his<her performance.

Section 1".0& Appraisin' the Competencies

%) The competencies aim to set out specific managerial behaviors" which willamplify the NCHD's core values and bring them to life throughout NCHD.

) The set of competencies represents the personal characteristics (comprising of self8image" attitude" traits" motives" etc.") which shape H+W the job issuccessfully underta7en within NCHD.

1or each competency two differentiating levels having three or four behavior indicators are defined (/ppendi- /).

) $eferring to his<her position in organi;ational hierarchy the appraisee will beappraised either against level # or Eevel ##.

4) /ll competencies are to be appraised against the appropriate level by using thesame scale /" " C" D > . Competency #ndicators describe different levels of behavior demonstrated for each competency. The indicators of the higher level ##include the ones of level #! they represent a higher demand and comple-ity.

/ppraiser will try to compare the indicators with the actual behavior of theappraisee that he<she has noticed.

A) cale for the competencies is defined as@

Score Indicates

A The appraisee is &always, performing very well and might havepotential for the positions on a higher level.

9 The appraisee is &most of the times, performing very well and

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NCHD CompetenciesDrive for ,esultsDeveloping -thers"nitiative "ntellectualPoer!eadership&elf anagement,elationship /uilding"mpact"ntegrity 0 &elf

Con$dence

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might have potential for the positions on a higher level.

C The appraisee is &more than A*J of the time, performing welland has potential for improvement.

D 2otential for developing competencies is e-pected but promotionwill ta7e time.

# There is an urgent need to improve or to be placed on anappropriate job. 2otential for further improvement is note-pected.

#n brief" the appraiser must@

d) core at the correct level (# or ##).e) $ead the competency indicators carefully.

f) core A competencies.g) No &in8between scores,.h) No combination of scores or of different levels.

Section 1".0* #li'iilit!

/ll regular employees who have completed si- months of continuous employmentwith NCHD not including the probationary period are eligible for performance awards.

1or promotion an employee must have completed at least one year in the currentposition at the time of convening of the promotion board.

Section 1".0/ Collation of results

%) Human $esources department is responsible for managing the 2erformance:anagement ystem. #t $esources department will collect all evaluations inDecember and :ay each year. Collation of results will be carried in :ay through=une and the entire e-ercise shall be completed by %Ath of =une.

) 1actori;ation of result areas and competencies is as under@

Result Areas 30B

a. rea78up of above B*J with specific projects is as under@

:ajor $esponsibilities@ 4*J:inor $esponsibilities@ *Jpecific 2rojects @ %*J

b. rea78up of above B*J without specific projects is as@

:ajor $esponsibilities@ A*J:inor $esponsibilities@ *J

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Competencies "0B

Section 1".03Increment $rocess

6pon receipt of evaluations H$ department shall calculate individual performance

awards for each employee by using the 1orced $an7ing ystem (ran7ing on bell curve).The brea78up will be as follows@

%) 5ell above standard@ *AJ) /bove tandard@ *J) /T tandard@ A*J4) elow tandard@ *JA) #mprovable@ *AJ

Section 1".08 $romotion 9oard

%) Human $esources department will compile a list of all employees recommended for

promotion on the basis of evaluations and recommendations of department heads.Director H$ will review all recommendations for promotion to determine whether theymeet the minimum criteria for the recommended position. The criteria will be asfollows@

a) 0ne year of continuous service with the Commissionb) No &red entries, in the personnel folder c) :inimum educational 9ualification re9uirementd) -istence of a vacant position in the department<HD6e) Eas date of promotion

) Director H$ will disseminate the summary of promotion cases to the 2romotion

oard at least seven wor7ing days prior to the date of convening the oard.

) The 2romotion oard will be chaired by enior Director 0perations and shallcomprise of all 2rogram Directors" Director 0perations" Director Human $esourcesand Directors for those departments for which recommendations for promotions areincluded on the agenda. 1or 3eneral :anagers and above" the promotion oardshall be chaired by Chairman NCHD and shall comprise of enior Director 0perations" Chief 1inancial 0fficer" Director Human $esources" respective Director 0perations (in case of an HD6 based position) and 2rogram Director<Director for Head 0ffice based positions.

4) 2romotion board will be held only once a year at the time of annual increments.

A) No out of term promotion cases will be considered during the year unless a positionfalls vacant within a department<HD6 due to separation of an employee fromservice.

+) No cross functional<departmental promotion shall be allowed during the year.

Section 1".0: Annual $erformance A)ards

%) There shall be two components of annual performance award@a. Cost of Eiving /llowanceb. 2erformance based increment

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) 2ercentage of C0E/ shall be decided on the basis of official inflation rate declaredby the government and all employees regardless of their performance will be entitledfor this raise.

) 2erformance based increment shall be decided on the basis of performance.2ercentage will be dependent on two factors.

%. /pproved budget of increments.. mployee grade i.e. higher the grade lower will be the percentage of increment.

A$$#NDI A 5NCHD Competenc! Indicators6

There shall be separate competency indicators for managerial and supervisory positions.Eevel # is for upervisory staff and Eevel ## is for :anagerial positions.

1. Drive for Results

ets progressive stretching standards" evaluates performance and ta7es necessaryactions to achieve and surpass planned result.

evel Ia) $educes comple- business situations to clear action plans.b) Creates challenges and sets challenging goals that are stretching and

realistic.c) ees different aspects of problems" follows progress and is focused on

output and results.evel II

a) $educes comple- business situations to clear action plans.

b) Creates challenges and sets challenging goals that are stretching andrealistic.

c) pots opportunities intuitively" ta7e initiative to follow8up innovative ideas.d) /nalyses for strategic outcomes considering potential outcomes.

2. Intellectual $ro)ess

ees the whole picture and what it will ta7e to reach the goals. /nalyses theconse9uences in a systematic way.

evel Ia) crutini;es e-isting structures! independently gathers and procures

information.b) Thin7s out of the bo- to identify new solutions for old problems.c) Determines discrepancies" trends or relationships in data.

evel IIa) #dentifies and analyses relationships among comple- data from unrelated

areas.b) Combines comple- scenario's with thorough calculations to determine

optimal solutions.c) Constantly thin7s of new ways to stay ahead as leader in development

world.

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d) #dentifies and develops brea7through concepts that ta7e businessforward.

". Relationship 9uildin'

uilds meaningful relationships through mutual respect and trust ta7ing all sta7eholders

in account.

evel Ia) #s open to get information from others.b) #s willing to learn from e-periences of others.c) Has positive outloo7 in dealing with others" is responsive to needs and

feeling othersd) Negotiates priorities and deliverables with internal and e-ternal partners.

evel IIa) Ta7es initiatives to establish<improve enduring relationships (valuable

networ7 of contacts) with both internal and e-ternal parties.

b) #s aware of different concern units can compliment each other and ma7euse of possible synergies.

c) #s able to reconcile local needs with organi;ational policies and<or strategies.

&. Developin' +thers

Creates opportunities for the development and growth of others.

evel Ia) Qeeps an open mind when listening to others.b) -presses e-pectations of others as clear as possible.

c) timulates others to show their wor7 and let them come up with ownanswers and solutions.

d) 3ives constructive feedbac7 (includes@ praising wor7 well done) andma7es tailored suggestions for development.

evel IIa) 3ives support and demonstrations with e-planations and chec7s if the

person is learning it in right way.b) 1osters a person's learning and<or career development by creating on8

going development opportunities and activities.c) nsures subordinates are actively developing their teams.d) 2rovides and drives processes for the development of future leaders.

*. eadership

#s a credible and decisive leader. #nspires individuals and teams to achieve a compellingvision" which generates enthusiasm and energy.

evel Ia) Delegates tas7s to individuals<team members and inform them what

needs to be done.b) uilds ownership for achieving goals and objectives.c) /ddresses personal<interpersonal matters of<between individuals actively"

stimulates individuals to find solutions together and monitors that process.

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d) :a7es timely decisions" considers impact of decisions and e-plainsreasoning for decisions to others" ta7es action as necessary.

evel IIa) #ncludes appropriate people in decision ma7ing process" e-hibits sound

and accurate judgment" builds a consensus.

b) #s open minded towards the 7nowledge and reactions of the teammembers" relies on them" stimulates their reactions and gives specificresponsibilities.

c) Creates the conditions that enables the team to perform well (obtainsneeded support" secures the right organi;ation and the right people at theright place)

d) Communicates a compelling goal or mission" establishes norms for groupbehavior and ma7es sure people comply.

e) Ta7es care of the group and position it vis8R8vis the larger organi;ation.

/. Impact

The ability to persuade or convince others to go along with ideas. uccessfully buildssupport for ideas without the use of hierarchical power.

evel Ia) 6ses rational and logical arguments to support own ideas.b) /dopts style and approach to suit different audiences.c) 3et support for idea before ma7ing a decision.

evel IIa) 2resents different scenarios and possibilities to appeal to interest and

level of others (adapted to specific target groups)" anticipates the effectsof actions or reactions.

b) 6ses group process s7ills to lead individuals or team to the right result.c) #nvolves 7ey players internally and e-ternally well in advance in order to

build support.

3. Initiative

The ability to see and act on new hori;ons and opportunities at the development of organi;ation.

evel Ia) Detects new needs or environment" uses this as a basis to ta7e a new

perspective.

b) 3athers and uses information and 7nowledge to identify and develop newopportunities.

c) Qnows actions of competition and combines information with 7nowledgeto asses the impact of proven concepts.

evel IIa) #dentifies opportunities for innovations! assembles ideas" issues and

observations into clear and useful information.b) hows fle-ibility of thin7ing@ ta7es different perspective" thin7s out of

the bo- to create new variations of proven concepts.c) Determines long term environmental issues" problems or

opportunities! develops coherent strategy.

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8. Self 7ana'ement

5illingly and actively learns from e-periences on a continuous basis! reflects on (impact

of) own behavior and maintains a professional distance towards others<issues.

evel Ia) Eearns from own e-periences in the past" changes behavior accordingly.b) #s open for feedbac7 about oneself.c) Distinguishes personal from preferred solutions.d) $eflects on own behavior! registers positive e-periences and tries to

avoid negative ones.evel II

a) 2resents a balanced view on own strengths and wea7nesses regardingmanaging challenging situations.

b) 2uts things into right perspective and 7eeps professional distance over

time.c) Does not get provo7ed by others<situations even when the pressure is

high.d) Times acts of impact" plans for actions to cope with very stressful

situations.

:. Inte'rit! and Self Confidence

tands up for convictions and values. #nspires and enjoys confidence and trust" beinghonest and displaying consistent behavior.

evel I

a) #s aware of own values and acts accordingly.b) ees positive possibilities even in less favorable circumstances.c) #s uncompromising on matters of professional ethics.d) -plicitly states confidence in own judgment and abilities.

evel IIa) tates own view clearly and self8confidently" even when others even in

7ey positions (uperiors) disagree" do not support the view.b) Ta7es personal ris7s to accomplish the challenge! accepts responsibility

for mista7es and failures.c) /cts consistently and transparent to others and ta7es repeated actions to

overcome differences.

d) #s self confident" gets energi;ed and e-cited by ta7ing on very challengingand demanding mission.

Section 1& Internal Staff ransfers

%. Due to operational re9uirements" the Commission may at times transfer or rotateany employee from his<her present position or change the type of wor7performed by the employee. uch transfers are regarded as positive" both for theemployee as well as the Commission and shall be encouraged by theCommission as a method of development for mutual benefit. These transfers willbe based on the Commission's needs and the employee's area of residence willbe considered" where possible" while ma7ing such decisions.

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. Directors <enior 3eneral :anagers of 0perations department and respective2rograms will initiate the transfer process after mutual consultation. The Director Human $esources will review the matter and may consult the enior Director 0perations before finali;ing the decision.

. The concurrence of respective District 3eneral :anagers both at the relievingand receiving HD6s will be re9uired before the transfer of an HD6 basedemployee is effected.

4. 6nless absolutely necessary" internal transfers should be done before %Ath of every month" in order to avoid payroll discrepancies.

A. The Department of Human $esources will inform respective departments andlocations of this change after updating the employee database. No transfer willbe considered official unless a notification is issued by the Human $esourcesDepartment announcing the transfer to all concerned.

+. No employee can be relieved and<or accepted at any location unless an officialnotification issued by the Human $esources Department is released.

B. even days joining time will be allowed on inter8province and three days joiningtime will be allowed on within8province transfers. / joining report issued by thereceiving D3: should reach H$ Department within A (1ive) wor7ing days"verifying the transfer of an employee.

. /ll employees shall accept the transfer orders as per the official Notificationissued in this regard. 1ailure to comply with transfer orders may result indisciplinary action.

Section 1* #mplo!ee Identification?9usiness Cards

%. 0nly staff in grades :8% and above shall be entitled to have business cards.mployee in other grades may be allowed by Director Human $esources inwriting to get business cards provided a need is justified based on nature of the

job.

. 2rinting of cards with duly authori;ed designations shall be the responsibility of the /dministration Department.

. very employee and consultant will be entitled to have NCHD #dentity card.

4. #t will be the responsibility of the employee to prevent misuse of identity card.

A. y virtue of these rules" employees obtaining NCHD cards indemnify NCHD for any loss or liability to NCHD" actual or implied" caused by the misuse of thecards.

+. #n case of losing the NCHD identity card" an employee shall immediately informthe Director /dministration > 2rocurement. The employee shall also file a reportof the loss with the concerned police station.

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B. 5hen an employee leaves the service of NCHD" the identity card should bereturned to the H$ Department" as part of the clearance procedure.

Section 1/ Chan'e in personal particulars

%. #t is the responsibility of all employees to inform Human $esources Department

about any changes in their personal particulars such as change in the address"telephone number" marital status" dependents information etc. / fresh mployee1act heet must be submitted to H$ Department for this purpose.

. The :anager Human $esources will be responsible to 7eep all staff's informationup8to8date.

Section 13 Rules of Conduct

%. #n order to ensure a smooth and professional wor7flow" following rules of conductwill be applicable for all employees. The immediate supervisor and<or Director Human $esources depending on the specifics of each case" as well as factors

such as fre9uency" severity and precedents will determine the specificdisciplinary action.

. efore any decision on disciplinary action is made" the employee will be informedthat he<she has failed to meet NCHD re9uired standards or violated apolicy<procedure.

Section 18 Disciplinar! $olic!

%. mployees are e-pected to report for wor7 on time" to perform their tas7sdiligently and to an acceptable NCHD standard and to follow the instructions of those in authority. mployees should not conduct themselves in a manner that is

detrimental to the interests of NCHD.

. #n cases where the nature and gravity of the charged offense does not warranttermination or dismissal from service" the Director Human $esources will submithis recommendations for appropriate penalties to enior Director 0perations for his approval. The approved penalties will be notified to all concerned by theHuman $esources department.

Section 18.01 Initial Warnin'

%. 1or minor<initial cases of misconduct" an initial warning will be issued on theprescribed form by 2rogram<Department head in case of employees at Head

0ffice and D3:" under intimation to Director 0perations<enior 3eneral:anager 0perations" in case of HD6 employees. / copy will be forwarded toDirector Human $esources for the employeeSs personnel folder.

. #nitial warning will stay live for % wee7s and will be considered while conductingperformance review" if the performance review falls within ne-t % wee7s.

Section 18.02 (inal Warnin'

%. 1or more serious or repeated violations of NCHD 2olicies or misconduct" or for consistent poor performance" or in case of repetition of the same act of misconduct for which an initial warning has been issued within the last si-

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months" the employee will be given a final warning on the prescribed from by2rogram<Department head in case of employees at Head 0ffice and D3:" inconsultation with Director 0perations<enior 3eneral :anager 0perations" incase of HD6 employees. This will clearly state that if any misconduct occursagain or poor performance continues demotion" suspension or dismissal may

result. / copy will be forwarded to Director Human $esources for the employee'spersonnel folder.

. 1inal warning will stay live for 4 wee7s and will be considered while conductingperformance review" if the performance review falls within ne-t 4 wee7s.

Section 18.0" Disciplinar! Suspension

%. /n employee may be suspended from wor7 without pay for a period note-ceeding * days for violations of NCHD 2olicies or misconduct" or for consistent poor performance" on recommendation to this effect by 2rogram <Department head in case of employees at Head 0ffice or by D3: in consultation

with the concerned Director 0perations in case of HD6 employees.

. Director Human $esources will see7 approval of enior Director 0perations inthe matter in line with H$ policies and the decision there upon will be notified toall concerned by the Human $esources department.

. / copy of the suspension notice will be 7ept in the employeeSs personnel folder.uspension will stay live for A wee7s and will be considered while conductingperformance review.

Section 18.0& Dismissal?ermination from service

%) 1or serious or repeated violations or for continued poor performance" an employeemay be dismissed" with appropriate notice by the appointing authority. 1ollowingprocedure should be adopted@

%. 2rogram < Department Heads in case of employees at Head 0ffice HD6 or byD3: in case of HD6 employees will submit an #ncident $eport and copies of alldocumentary evidence relevant to the matter" including warnings issued to theemployee" to Director Human $esources for review<investigation.

. Director Human $esources will review<investigate the case as per NCHD'sDisciplinary 2olicy and will submit the recommendation to enior Director 0perations" for approval.

. Director Human $esources" if the circumstances of the matter so warrant in theinterest of justice and impartiality" may recommend constituting an #n9uiryCommittee to in9uire and ma7e recommendation for final disposal of the matter in line with H$ policies to enior Director 0perations. The #n9uiry Committee willconduct its proceedings on the basis of the following@a. The incident report.b. mployee's wor7 history and warning records.c. #nformation gathered by the witnesses. The #n9uiry Committee may call any

employee of the Commission for its assistance" in the capacity of a witness or an aide" as it may deem necessary" to carry out its mandate.

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d. /ny other investigative tools re9uired by the #n9uiry Committee to ma7eavailable further facts relevant to the matter under in9uiry" and to ascertainthe authenticity of facts that could form the basis of decision.

Section 18.0* $enalties

%) /n employee who is found guilty of breach or discipline" or of 2olicies of NCHD" or contravenes instructions<orders issued to him<her in connections with his<her officialwor7" or who displays negligence may be liable to one or more of the followingpenalties along with a warning by the appointing authority" depending upon thegravity of the offense@

a. 2ostponement or stoppage of increment

b. 1orfeiture of pay for any period of unauthori;ed absence from duty

c. $ecovery from pay of the whole or part of any pecuniary loss caused to NCHD

by the employee

d. $eversion to a lower stage of pay in the same grade or to a lower grade

e. $emoval from services or call upon the employee to resign from service.

) efore any disciplinary action is ta7en against an employee" he<she will be given theopportunity to state his<her own case before any decision is reached. #f an employeeis dissatisfied with the proceedings" he<she has the right to ta7e the matter up withthe Director Human $esource.

Section 18.0/ #<amples of 7isconduct )hich )ill lead to Disciplinar! Action

%) This list is not intended to be e-haustive or to imply that there are no other cases of dishonesty and<or misconduct which warrant or may result in disciplinary action" upto and including removal form service" being ta7en in the matter dismissal. Thesee-amples not listed in any particular order@

a) 5illful insubordination or disobedience of a legal order of the superior.b) /ttitude of misbehavior directed towards the superior.c) Liolation of NCHD policies or failing to perform an acceptable standard of wor7.d) Negligence or carelessness" which results in personal harm or injury to other

employees or damage and destruction of NCHD property.e) eing habitually late or absent without permission.

f) Eeaving the job without permission or conducting personal affairs at wor7 withoutauthori;ation.g) Committing any act or omission that could affect the safety of others.h) Tardiness in filling out any re9uired time card or losing" damaging falsifying a time

card.i) Disturbing the performance of other employees during wor7 hours.

j) Tardiness in performing wor7 or neglect of duty.7) ating" drin7ing or smo7ing in times or places not permittedl) 1ailing to give a superior sufficient time to arrange a replacement when unable to

attend wor7 as scheduled.m) 1ailing to meet specific performance targets outlined by NCHD.n) 1ailure to show a serious attitude or lac7 of diligence in carrying out wor7.

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o) /ccessing restricted areas" property or records" or removing NCHD<other employee's property without proper authori;ation.

p) :isappropriation<:ishandling of Commission's property.9) :a7ing false injury claims.r) #ncompetent or inefficient job performance.

s) 6sing profane" obscene" vile or abusive language while on duty.t) ringing in weapons or using any object as an implement of a weapon.u) Committing any act on or off the job that will bring bad repute to the Commission.v) 6nauthori;ed use of NCHD letterhead or logow) :a7ing unauthori;ed commitments on behalf of NCHD.

) 0ther instances of a similar nature as those mentioned above.

Section 18.03 #<amples of Dishonest! and?or )illful 7isconduct )hich )ill leadto Dismissal

%) /ny act of dishonesty and<or willful misconduct will lead to dismissal. 5illful

misconduct which can lead to dismissal is defined as any act that is harmful to thegood conduct of NCHD business. The following are e-amples of dishonesty and<or willful misconduct" which will lead to immediate removal from service. The list is notintended to be e-haustive or to imply that there are no other cases of dishonestyand<or willful misconduct" which can lead to dismissal. These e-amples are not listedin any particular order.

a) Disobeying safety rules or any instruction which could effect the safety of anyemployee

b) 1alsely filling out Commission's documents<records or withholding informationthat can be potentially dangerous for the commission<other employees.

c) Ta7ing Commission's monies without authori;ation or failing to place

Commission's money immediately into Commission's treasury.d) Ta7ing or giving bribe or any other form of illegal gratification.e) tri7ing wor7 or inciting others to stri7e wor7 or adoption of go slow tactics.f) Deliberately ta7ing or giving away NCHD property without obtaining proper

authori;ation.g) 3iving any information about NCHD finances" trade secrets confidential

information to anyone" including press" radio" television and mediarepresentatives (e-cept as authori;ed by NCHD).

h) 3ross unprofessional conduct with respect to an employee or visitor<vendor.i) Harassing an employee mentally or physically. This also includes se-ual

harassment. e-ual harassment is defined as any act" remar7" gesture or conduct that will put an employee of opposite gender in a situation that is

uncomfortable to perform one's duties in. j) 1ailing to report promptly any chronic ailments or communicable diseases" or

deliberately endangering the health of others.7) $eporting for wor7 drun7 or under the influence of drugs" or using" possessing"

receiving" consuming" dealing or selling alcohol and<or drugs on the premisesThis will not apply in case of medicines prescribed by a medical practitioner andwith permission from supervisor

l) /ccepting gifts or any other benefits from contractors or suppliers of goods andservices without reporting the matter to NCHD.

m) :a7ing false records on time cards or punching in for other employees.n) 0perating or having an interest in any other occupation or business without

proper consent of NCHD.

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o) 1ailing to observe security rules.p) 1alling asleep during wor7 hours.9) 1ailing to report to wor7" arriving late for wor7 as scheduled or leaving wor7

before the completion of the scheduled wor7 hours" without permission from asupervisor.

r) ubmitting fa7e bills (procurement" medical > others) for reimbursement.s) 1raudulent re9uests for time off or absence due to a false claim of illness.t) Certain criminal acts. #n the case of conviction for criminal offenses" NCHD

reserves the right to terminate an employeeSs employment whether or not theoffense is connected to their employment. During proceedings for criminaloffenses" NCHD reserves the right to suspend all salary pending the outcome of the proceedings.

u) Deliberately threatening" assaulting or injuring any employee or visitor<vendor.v) 1alsely filling out job application form or giving false information relating to

employment.w) ringing or attempting to bring political or other outside pressure<influence"

directly or indirectly" to bear on the authorities<superior officers

-) 2amphleteering" contributing articles or writing letters or e8mails to newspapersanonymously or in his<her own name with the intent to malign the competentauthority or his <her senior officers

y) /cting in an adverse manner relating to his<her appointment" up gradation"transfer" punishment or for any other condition of service of employment.

;) Committing any act (on or off the job) that will defame the Commission.

) 0ther instances of a similar nature as those mentioned above.

Section 1: Appeal a'ainst Disciplinar! Action

%) #f an employee is dissatisfied with any disciplinary action ta7en" against himKher an

appeal may be addressed to the enior Director 0perations through Director Human$esources for reconsideration of decision within %A days of the issuance of Notification conveying the decision. The right of appeal shall lapse if it is not initiatedwithin the stipulated time frame.

) Chairman NCHD shall be the final appellate authority in disciplinary matters of employees.

Section 20 Staff Welfare

Section 20.01 7edical $lan

/ll full8time confirmed employees will be entitled to the medical benefit. The medicalbenefit includes both Hospitali;ation and the 02D benefit. Hospitali;ation and 02Dclaims will be reimbursed at *J and *J of the actual hospitali;ation and 02D billsrespectively till the employee e-ceeds his<her limit as per entitlements. These benefitswill be wor7ed out on financial year basis. #n case" where calendar year is not an option"the employee will be entitled to the benefits on pro8rata basis.

Section 20.02 Hospitali4ation

%) Hospitali;ation entitlement for all full time NCHD employees and their dependentswill be as follows.

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-RAD# ANNEA #NI#7#N

/% +A***.**

% +****.**

AA***.**

8%88 A****.**

8488A 4A***.**

:%8%88A 4****.**

:8%88 A***.**

:8488A ****.**

0 A***.**

D% ****.**

D %A***.**

) Dependents are defined as spouse and 7ids for married or parents for unmarried. Noemployee can lodge a claim for both in calendar year. #f no claim was lodged in ayear and employee wishes to change his<her dependant's information" he<she must

fill an mployee tatus 1orm and submit it to the :anager Human $esources for endorsement.

) / minimum of 4 Hours confinement is re9uired for a hospitali;ation claim. This timespan can be less for an eye<day surgery.

4) Human $esources Department will register all employees and their dependants. #t ishowever" the responsibility of all employees to inform Human $esources Departmentif there is any change in the dependant's information.

A) :aternity benefit can be availed only after successful completion of the probationaryperiod for a ma-imum of three confinement periods with a minimum interval of two

years between the two periods of maternity.

+) /ll claims must be forwarded to the Human $esources Department along with thecompleted &:edical $eimbursement 1orm," 0riginal Discharge lip and originalreceipts issued by the hospital" within * calendar days of the hospitali;ation.

B) D1/: will be responsible to ensure that all medical claims of HD6 employees aresubmitted in order and that all re9uirements have been completed as per the 2olicy.Claims that are not found in order shall be retuned by H$ department with no actionto the concerned HD6.

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) /ll approved claims submitted before *th of each month will be reimbursed by theend of the pay period of the same month. Claims submitted after that date will beadjusted in the following month payroll. Claims submitted after *th =une will bereimbursed from the ne-t year's entitlement.

) Hospitali;ation benefit does not include cosmetic surgeries including but not limitedto plastic surgeries" hair implantation etc.

%*) Director Human $esources has a right to deny a claim in case the re9uiredpaperwor7 is not submitted.

Section 20.0" +$D

%) 02D includes Doctor's (/llopathic" Homeopathic > Ha7ims) fees" Diagnostic test andpharmacy bills of the employees and immediate family members. #mmediate familymembers are defined as parents" spouse and 7ids only.

) /nnual 02D entitlement for all full time NCHD employees and their immediate familymembers will be as follows@

-RAD# ANNEA #NI#7#N

/8% %BA**.**

8% %B***.**

8 %+A**.**

88%88 %+***.**

88488A %AA**.**

:8%8%88A %A***.**

:88%88 %4A**.**

:88488A %4***.**

0 %A**.**

D% %***.**

D %A**.**

) / doctor's prescription )ill be re9uired with all8diagnostic tests > pharmacy bills.Those patients who are on a regular medication will be re9uired to provide anoriginal doctor's prescription stating the name and duration of the medication.

4) 1or 2harmacy bills attach numbered invoice<original receipts<bills with completeaddress and telephone of the pharmacy. The employee must sign all bills<invoices.

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A) ills without that information re9uired vide para8 will not be entertained. #f medicineis provided by the doctor" a separate bill for the medicine is to be attached along withthe doctorSs prescription.

+) /ll claims must be forwarded to the Human $esource Department with the

completed F7edical Reimursement (orm," original Doctor's prescription" originalreceipts issued by the 2harmacy and original receipts from the Eaboratory (whereapplicable) )ithin "0 calendar da!s of the visit. ills submitted later than * days of the visit<purchase will not be entertained.

B) /ll approved claims submitted before 20th of each month will be reimbursed at theend of the pay period of the same month. Claims submitted after that date will beadjusted in the following month payroll. Claims submitted after * th =une will bereimbursed from the ne-t year's entitlement.

) 1ollowing items cannot be claimed as pharmacy items@i) 3eneral household medications (#ode-" Dettol" urnol" :ospel" andages" and

/ids" Cotton rolls" etc.).ii) 3eneral hygiene items (:edicated powders < toothpastes < soaps < shampoos < >

creams" dental floss" general use s7in > hair creams" baby diapers" sanitarynap7ins etc.

iii) 1ormula mil7 for babiesiv) :ultivitamins and iron supplements

) /ll surgical dental procedures that are restorative in nature are covered for reimbursement. 2rocedures for cosmetic surgery li7e fi-ing of braces" tooth<dentureimplantation and crowning<capping" etc." are" however" not covered under this policy.

Section 21 -roup erm ife Insurance )ith otal and $ermanent Disailit!

%) The Commission covers all employees under the group insurance plan. /llemployees are insured for partial<permanent disability. The amount varies with thenature of the disability as per #nsurance policy. ntitlement of this benefit startsimmediately after the induction. Human $esources Department will ensureregistration of all employees with the insurance Company.

) #nsurance coverage as per employee grade will be as follows@

-rade Insurance Covera'e

#=1 +**"***

#=2 to 7=2 A**"***

+ 4**"***

D **"***

) #n case of accidental death" the #nsurance cover will be double the amount givenabove. Eimit of the coverage is subject to Commission's discretion and locallaws.

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Section 22 $rovident (und

%) / contributory provident fund scheme is offered to all employees after successfulcompletion of the probationary period" after obtaining government approval for institutionali;ing such scheme. The scheme is named &NCHD Contributory 2rovident

1und (21),.

) The deduction will be made at %*J of the basic salary and is subject to change atmanagement's discretion. mployee's contribution is deducted from the salary onmonthly basis and the Commission matches the same amount. The accumulatedamount along with the earned interest is returned to the employee upon leaving theorgani;ation.

) / board of trustees shall be established to administer the 2rovident 1und inaccordance with the rules established for this purpose.

4) mployees on deputation shall not be eligible to become members of the NCHD

Contributory 2rovident 1und.

A) Eoans against 2rovident 1unds are discouraged" however an employee can re9uesta loan under special circumstances listed below" provided proper documentation issubmitted with the loan application@

a) To purchase land and<or a house. #n such case legal document verifying thepurchase must accompany the loan re9uest.

b) To build and<or renovate a house (not including soft furnishing)" in such caseevidence must accompany the loan re9uest.

c) #n case of natural disasters where employee suffered a loss.

+) No interest will be given on the outstanding amount ta7en as a loan.

Section 2" oans > Advances

%) / regular employee" after successful completion of one8year regular service asconfirmed employee shall be authori;ed to see7 loan for payment of advance houserent. uch loan should be e9ual to twelve months house rent and shall be payable tothe landlord against a lease to be e-ecuted in respect of which such loan isre9uested. The installment amount should be deducted from employee's salaryevery month. uch loan shall be granted only if the remaining duration of theemployee's service with NCHD covers the full repayment of installments. #n case theemployee leaves NCHD employment" or is retrenched" before complete refund of the

loan" the balance outstanding in his account shall be repaid in full to NCHD. Theamount of such advances shall not e-ceed 4AJ of the basic annual salary of theemployee.

) / regular employee" after successful completion of one8year regular service asconfirmed employee shall be eligible for a loan" in the event of an emergency. uchloan shall be approved by the Chief 1inancial 0fficer" upon recommendation of therespective Department Head and shall not e-ceed an amount e9ual to two month'sgross salary. $epayment of this loan to NCHD shall be made by monthly deductionsfrom the employee's salary in e9ual installments. Number of such installments shallnot e-ceed eight (). #n case the employee leaves NCHD employment" or is

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retrenched" before complete refund of the loan" the balance outstanding shall berepaid by the employee in full to NCHD.

) /n employee who has all or part of any previous loan outstanding may not apply for a fresh loan until all previous installments have been cleared.

4) ubmitting a loan application does not automatically entitle the employee to a loan.2rovision of a loan is a privilege" not right. /pproval of loan re9uests will be based onthe previous credit history and the wor7 performance of the employee at NCHD.Chief 1inancial 0fficer has a right to deny the re9uest for a loan because of poor credit history" performance and budgetary constraints.

A) Eoans for medical emergencies may be considered as e-ceptional cases and maybe granted if an employee has outstanding balance of any other type of loan. 5rittendocumentary proof of such medical emergency shall be re9uired with the applicationfor this type of loan. uch loan will not e-ceed for more than two months basic salaryof an employee.

Section 2& 7oile $hone $olic!

%) This benefit is job specific and N0T status specific. 1or e-ample if a person ispromoted<demoted<transferred out of his<her title" he<she can lose this benefit subjectto the nature of new assignment. 1ollowing considerations are 7ept in mind whileassigning the entitlements@

a) Designationb) Nature of jobc) mployee's convenience

) ntitlement for :obile 2hone 2ac7ages shall be as follows@

$ac%a'e 15IntGl access6

Actual Chairman

2ac7age $s. "***<8 per month enior Director 0perations" Chief 1inancial 0fficer

2ac7age $s. "A**<8 per month Directors" enior 3eneral:anagers" Department Heads

2ac7age 4 $s. "***<month National 2rogram Coordinators"District 3eneral :anagers

) The above entitlements and 2ac7ages are subject to change at management'sdiscretion.

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Section 2* Disursement of Salar!

%) 2ayment of salary shall be made by the Ath of every month and will be transferred tothe employee's account or through che9ue < cash as the case may be.

) 5hile it is the responsibility of the employee to pay ta-es" income ta- shall bededucted from salaries as per the prevailing ta- structure. /ny adjustments neededfor e-cess<short deductions will be made at the end of the financial year.

) 5hile it is the responsibility of the employee to file the income ta- return inaccordance with the #ncome Ta- laws" the 1inance Department of NCHD may assistemployees in completing their ta- return forms.

Section 2/ +vertime $olic!

1ollowing is the policy regarding disbursement of 0ver Time /llowance (0T/) to theemployees of the Commission in salary grade D" where terms of employment and job

descriptions do not re9uire wor7ing beyond regular office hours@

%) /n eligible employee will be paid 0ver Time /llowance for wor7 performed" with prior authori;ation of the Head of Department" in e-cess of 4 hours in a wee7.

) The ma-imum number of hours admissible for payment of 0ver Time /llowance for wor7 performed over and above the regular wor7ing hours shall not e-ceed B hoursin a month.

) #n cases where e-tenuating circumstances e-ist and wor7 has been performed ine-cess of 4 hours with prior authori;ation of the Head of Department@

a) / special waiver by enior Director 0perations shall be re9uired for disbursement of 0ver Time /llowance in e-cess of B hours.

b) #n cases where a waiver as per a) above has not been re9uested for" or has notbeen granted" an eligible employee will be granted a day off in lieu of every eighthours of wor7 performed in e-cess of over time hours.

c) 5or7 performed for less than eight hours after completion of over time hours willnot be compensated. The number of hours wor7ed will be carried forward andover time or leave in lieu will be grated as per a) and b) above after completion of eight hours of wor7.

4) #n cases where an eligible employee is accompanying an officer to another station of duty" the officer will endorse the claim for payment of 0ver Time /llowance.

A) #n cases where an eligible employee is traveling to an HD6" other than his ownplace of duty for official purpose" and is not accompanied by an officer" the District1inance > /dmin. :anager of the host HD6 will endorse the claim for payment of 0ver Time /llowance.

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Section 2/.01 Compensation for emplo!ees not entitled to overtime

%) The Commission underta7es to compensate e-ecutive personnel who wor7 ine-cess of normal wor7ing hours during wee7days. /lthough" such employees are notentitled to overtime pay" they shall be compensated in the following manner for wor7

in e-cess of three hours over normal office wor7ing hours.

a) :eal allowance will be paid against actual cost of meals ordered out" subject to ama-imum of $s. **<8 per person.

b) Travel<actual e-penses incurred to<from the office if transportation is not providedto the employee.

) 2ersonnel who are re9uested by their Department Head to perform overtime wor7 for at8least four and half hours on days off or on public holidays shall be compensatedas follows@

a) :eal allowance will be paid against actual cost of meals ordered out" subject to a

ma-imum of $s. **<8 per person.

b) Travel" actual e-penses incurred for return from the office if transportation is notprovided to the employee.

c) 0ne paid day off in lieu of overtime wor7 performed" whenever it is e9ual to hoursin a normal wor7ing day. The day off shall be ta7en at a time mutually acceptableboth to the employees and the Department head.

Section 23 ransfer?Relocation Allo)ance

%) To cater the changing needs of our operations" management might decide to transfer

employees to other locations for a specific period or for a specific project. / movinge-pense e9ual to *J of gross salary for single and additional A*J of theemployee's entitlement for each dependent (pouse > 7ids) will be given. However following employee will not be paid such allowance@

a) New hires" which are hired for a specific location other than their home town.b) mployees whose nature of job is such that re9uires relocation after a certain

period of time.

) #n case the employee re9uests to move bac7 to his<her city<province of origin beforeone year" and the re9uest is entertained" she<he has to refund the moving e-penseon pro8rata basis.

Section 28 I $olic!

Section 28.01 -uidelines

%) /ccess to the #nternet and its related facilities through official service provided byNCHD is a privilege. mployees granted this privilege must observe strict guidelinesconcerning the appropriate use of this information resource. mployees who violatethe provisions outlined in this policy document are subject to disciplinary action inaccordance with relevant clauses of the Human $esources > /dministrative policyand the tandard 0perating 2rocedures. /ll users are re9uired to understandguidelines contained herein.

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) The Commission does permit a limited amount of personal use of these facilities"including computer" e8mail and #nternet access. However" these facilities must beused responsibly by everyone" since misuse by even a few individuals has thepotential to negatively impact productivity" disrupt company business and interfere

with the wor7 or rights of others. Therefore" all employees are e-pected to e-erciseresponsible and ethical behavior when using the Company's #nformation Technologyfacilities. /ny action that may e-pose the Company to ris7s of unauthori;ed accessto data" disclosure of information" legal liability" or potential system failure isprohibited and may result in disciplinary action.

) 6sers of NCHD's computing facilities are re9uired to comply with all policies referredto in this document. 6sers must refrain from engaging in any activity that wouldsubject the Commission to any liability.

4) To protect the integrity of NCHD's computing facilities and its users againstunauthori;ed or improper use of those facilities" and to prevent possible use of thesefacilities in violation of Commission rules and policies" NCHD reserves the right"without notice" to limit or restrict any individualSs use" and to inspect" copy" remove"or otherwise alter any data" file" or system resource which may undermine theauthori;ed use of any computing facility or which is used in violation of Companyrules or policies. NCHD's also reserves the right periodically to e-amine any systemand other usage and authori;ation history as necessary to protect its computingfacilities.

A) The #T department would function as the core department" for implementation of the#T 2olicy" which would co8ordinate with all the other departments of NCHD in order toensure the objectives of this policy are met.

Section 28.02 Scope

%) This policy applies to all NCHD employees. #t is the responsibility of all departmentheads to ensure that theses policies are clearly communicated" understood andfollowed.

) This policy also applies to software contractor" and vendors<suppliers providingservices to NCHD that bring them into contact with NCHD's information Technologyinfrastructure. The NCHD employee who contracts for theses services is responsibleto provide the contract<vendor<supplier with a copy of these policies before anyaccess is give.

) This policy covers the usage of all of the Commission's #nformation Technology andcommunication resources including" but not limited to@a) /ll computer8related e9uipment" including des7top personal computers (2Cs)"

portable 2Cs" wor7stations" networ7s" databases" printers" servers and sharedcomputers" and all networ7s and hardware to which this e9uipment is connected.

b) /ll electronic communications e9uipment" including telephones" e8mail" fa-machines" #nternet.

c) /ll software including purchased or licensed business software applications"Company8written applications" employee or vendor<supplier8written applications"computer operating systems" firmware" and any other software residing onCommission8owned e9uipment.

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d) /ll intellectual property and other data stored on Company e9uipment.e) /ll of the above are included whether they are owned or leased by the

Commission or are under the CommissionSs possession" custody" or control.f) These policies also apply to all users" whether on Commission property"

connected from remote via any networ7ed connection" or using Company

e9uipment

Section 28.0" -eneral Rules and Re'ulations

%) mployees shall use NCHD8provided information resources for NCHD8relatedbusiness in accordance with their job functions and responsibilities" e-cept asotherwise provided by management directives or other NCHD policies.

) mployees are permitted limited personal use of information resources if the usedoes not result in a loss of employee productivity" interfere with official duties or business" and involves minimal additional e-pense to the NCHD. 6nauthori;ed or improper use of information resources may result in loss of use or limitations on use

of those resources.

) 5hen using NCHD information resources" employees are e-pected to@

a) /ct responsibly so as to ensure the ethical use of NCHD information resources.b) /c7nowledge the right of NCHD to restrict or rescind computing privileges at any

time.c) 6se security measures to protect the confidentiality" integrity" and availability of

information" data" and systems.d) Conduct them professionally in the wor7place and to refrain from using

information resources for activities that are inappropriate.e) $espect all pertinent licenses" copyrights" contracts" and other restricted or

proprietary information.f) 6se good judgment in accessing the #nternet. ach use of the #nternet should be

able to withstand public scrutiny without embarrassment to NCHD.g) afeguard their user #Ds and passwords" and use them only as authori;ed. /ny

actions ta7en under an assigned identification (e.g." user #D) are theresponsibility of the user.

h) $espect NCHD property.i) :a7e only appropriate use of data to which they have access.

j) -ercise good judgment regarding the reasonableness of personal use.7) 6se information resources efficiently.

4) The following activities are strictly prohibited and will be dealt in accordance with the

disciplinary policy.a) #ntentionally corrupting" misusing" or stealing software or any other computing

resource.b) /ccessing NCHD systems that are not necessary for the performance of the

employee's duties.c) 2erforming functions that are not related to the employee's job responsibilities on

systems that they are otherwise authori;ed to access.d) :a7ing unauthori;ed changes to NCHD computer resources" including

installation of unapproved software or interfering with security measures (such asaudit trail logs and antivirus software).

e) Copying NCHD proprietary software or business data for personal use.

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f) Disseminating trade secrets or business sensitive information" e-cept aspermitted by law or regulation.

g) Transmitting" storing" or processing classified data e-cept as authori;ed.h) 6nauthori;ed access to other computer systems using NCHD information

resources.

i) /ccessing information resources" data" e9uipment" or facilities in violation of anyrestriction on use.

j) 6sing another personSs computer account" with or without their permission.7) Qnowingly" without written authori;ation" e-ecuting a program that may hamper

normal NCHD computing activities.l) /dding components or devices (e.g." cameras" etc) to NCHD des7tops without

approval from the #T<# Department.m) #ntroducing malicious programs into the networ7 or server (e.g." viruses" worms"

Trojan horses" e8 mail bombs" etc.).n) $evealing account passwords to others or allowing the use of one's account by

others" including family and other household members when wor7 is being doneat home.

o) $evealing system passwords (e.g. 122 passwords" database passwords" etc)to anyone who is not specifically authori;ed to use them.

p) -porting software" technical information" encryption software or technology.9) ffecting security breaches or disruptions of networ7 communication.r) 6nauthori;ed security scanning" networ7 monitoring" or data interception that is

not part of the employee's regular job duties.s) #nterfering with or denying service to other information resource users.t) ending unsolicited 8:ail messages (spam).u) /ny form of harassment via 8:ail" telephone" pager" #$C" :" or other

communication method" whether through language" fre9uency" or si;e of messages.

v) Creating or forwarding chain letters or other pyramid schemes of any type.

w) ngaging in any outside fund8raising activity" endorsing any product or service"participating in any lobbying activity" or engaging in any partisan political activitywithout specific permission.

-) 2osting agency information to e-ternal news groups" bulletin boards or other public forums without authority" or conducting any activity that could create theperception that communication was made in one's official capacity as a NCHDemployee.

y) /ny personal use that could cause congestion" delay" or disruption of service toany system or e9uipment.

;) 6sing office e9uipment or information resources for activities that are illegal"inappropriate" or offensive to fellow employees or the public. This includes" but isnot limited to" materials related to@

%. e-ually e-plicit or se-ually oriented content. thnic" racial" se-ist" or other offensive comments. /nything that is in violation of se-ual harassment or hostile wor7place laws4. :a7ing fraudulent offers of products" items" or services.A. 3ambling+. #llegal weapons or terrorist activitiesB. 2lanning or commission of any crime. 1orging or misrepresenting one's identity.

Section 28.0& Access to internet and related facilities

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Section 28.0&.01 Scope

This policy is applicable to all NCHD employees and other individuals authori;ed to usethe #nternet and #ntranet systems. The #T Department may provide access to its #nternet

and #ntranet systems to e-ternal users" such as consultants" etc." as deemed necessaryto conduct business. The department head is responsible for ensuring that each user consistently complies with this policy.

Section 28.0* Eses of Internet and Intranet S!stems

%) 2ermissible uses of #nternet and #ntranet systems and information include thefollowing" to the e-tent that theses uses are for the purpose of conducting business@a) To facilitate performance of job functionsb) To conduct research in accordance with an employee's job duties and functionsc) To communicate with outside organi;ations as re9uired in order performing an

employee's job functions.

) 2rohibited uses of #nternet and #ntranet systems and information include" but are notlimited to" the following@a) #llegal activitiesb) Threatsc) Harassmentd) lander e) Defamationf) 0bscene or suggestive message(s) or offensive graphical image(s)g) 2olitical endorsementsh) Commercial activities

Section 28.0/ #=7ail $olic!

%) 6se of 8mail must be specifically limited to correspondence in direct support of official business.

) /ccess to 8mail will not be used for any illegal or unlawful purposes. -amples of this would be the transmission of violent" threatening" defrauding" obscener or otherwise illegal or unlawful materials.

) ending or forwarding emails containing libelous" defamatory" offensive" or obsceneremar7s is strictly prohibited. #f an employee may receive an email of this nature"he<she should promptly notify his<her ection<Department Head.

4) ending or forwarding unsolicited email messages or chain mail is strictly prohibited.

imilarly" forging or attempting to forge email messages" or disguising or attemptingto disguise your identity when sending an email is not allowed.

A) The employees shall be responsible to ensure that all communication through e8mailis conducted in a professional manner. The use of vulgar or obscene language isprohibited.

+) The employees shall not reveal private or personal information without specificapproval from management.

B) The employees should ensure that e8mail messages are sent to only those userswith a specific need to 7now. The transmission of e8mail to large groups or messageswith large file attachments must be discouraged. However" in certain cases where alegitimate official need may necessitate electronic communication with large groups"or use of large file attachments" prior approval of the ection<Department Heads

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willing to communicate to large groups" or using large file attachments" discretion for such use would lie with themselves.

) 8mail is not guaranteed to be private. :essages transmitted through the official e8mail system or networ7 infrastructure are the property of NCHD and are thereforesubject to inspection.

) mails should be answered within wor7ing hours" or at least within the samewor7ing day.

%*)mployees must not send any confidential information via email. #n case of doubtwhether to send certain information via email! it is an employee's responsibility tochec7 with his<her ection<Department Head first.

Section 28.03 $enalties

/ny employee violating these policies is subject to the following penalties@

1( Eoss of networ7 privileges2( Disciplinary action under relevant clauses of H$ > /dministrative 2olicy3( /ny other disciplinary<corrective action deemed appropriate by the competent

authority.

Section 2: $olic! re'ardin' emplo!eesG 'rievances

Section 2:.01 +;ective

This policy provides guidelines for dealing with employee grievances.

Section 2:.02 -uidelines

%) #t is the policy of the Commission that employees should@a) e given a fair hearing by their immediate supervisor concerning any grievances

they may wish to raise.b) Have the right to appeal to a more senior position against a decision made by

their immediate supervisor.c) Have the right to be accompanied by a fellow employee of their own choice when

raising a grievance or appealing against a decision.

Section 2:.0" $rocedure

%) The procedure to implement this policy" as outlined below" aims to resolve thegrievance as nearly as possible to its point of origin.

) The main stages through which a grievance can be raised are as follows@

a) The employee raises the matter with his<her immediate supervisor and may alsoopt to be accompanied by a fellow colleague of his<her own choice.

b) The immediate supervisor documents the minutes of the meeting and anydecision ta7en during the meeting. / copy of the minutes shall be provided to theemployee in case the matter remains unresolved.

c) #f the matter stands resolved the minutes would be filed" however in case theemployee is not satisfied with the decision" he or she may opt to send an appeal"in writing" to the member of the management senior then the immediatesupervisor or manager.

d) The meeting for hearing the appeal must ta7e place within si- wor7ing days of the filing of the appeal.

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e) The hearing of appeal will be attended by the employee" relevant Director andDirector Human $esources.

f) Director Human $esources will record the result of meeting in writing and issuecopies to all concerned

g) #f the employee is not satisfied with the decision ta7en during the hearing of

appeal" he<she has the right to appeal to the enior Director 0perations.h) The hearing of appeal will be chaired by enior Director 0perations with Director

Human $esources in attendance and shall ta7e place within si- wor7ing days of submission of appeal.

i) The decision rendered by enior Director 0perations shall be the final word onthe matter and no further action would be re9uired.

j) No travel or subsistence allowance would be admissible for any travelunderta7en by the employee or his<her representative in this case.

Section "0 ravelin' re'ulations

"0.01 ravel Reuest

1( The employee" for all travels payable by the Commission" shall complete a Travel$e9uest 1orm. This form should be completed and approved at least 4 hoursbefore the travel. /pproved form must be forwarded to Director /dministration >2rocurement in order to ma7e necessary arrangements.

2( 6nless it is an emergency" the /dministration Department will arrange for only thoseofficial trips for which a re9uest was made 4 hours before the commencement of the travel. The Commission will only pay for the bills that are properly approved andendorsed by /dministration Department and is accompanied by a trip reporthighlighting the purpose of the trip.

3( To ensure employee safety traveling at night is not admissible unless it is anemergency and it cannot be delayed till ne-t day" in such cases approval from thesenior Director 0perations will be re9uired. Travel cases where anticipated arrivaltime is past %*@**2: are not allowed. Nighttime traveling for female employees isnot allowed.

4( 6nder any circumstances traveling time (by road) should not e-ceed more than consecutive hours on any given day.

"0.02 Domestic ravel 5+ther than HDSE6

%) ntitlement for Domestic travel on Commission's business shall be as follows@

'rade?cate'or! ravel

Domestic

A conomy

# conomy

7 conomy

+ us < Train

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D us < Train

) The /dministration Department will arrange all domestic travel and hotelaccommodation upon receipt of duly approved authori;ation. 5hile it is the

responsibility of the employee to ensure that the travel re9uest form is correctly filledout" /dministration Department will chec7 for accuracy.

3( There are occasions when due to constraints of availability there will be e-pectationsand deviations which re9uires consideration of the concerned Department Head.

4( oth the travel re9uest form and tic7ets receipts shall be submitted to the /dministration Department for verification and shall be forwarded to the 1inancedepartment. Travel claims not endorsed by /dministration Department will not beentertained by 1inance Department. /ll employees must return the boardingpasses<used tic7et stubs" upon return" to the /dministration Department. Director

/dministration > 2rocurement will forward all such claims to 1inance Department for

clearance within (Three) wor7ing days.

5( #n case where an employee bought his<her own /ir" us or Train tic7et"reimbursement will be made against actual receipts<used tic7ets provided it isaccompanied by approval from respective Department Head" endorsement byDirector /dministration > 2rocurement" and a trip report.

"0.02.01 Hotel Accommodation

%) /dministration department shall maintain a list of hotels<motels in each grade <category where arrangements have been made for Commission's employees.

) Hotel entitlements are as follows@

'rade?cate'or! Hotel

Domestic

A #=1 A tar

#=2 #=" tar

7 tar

+ :otel

D :otel

) During special circumstances" when a group of four or more people is travelingtogether" this entitlement will be on twin sharing basis provided people from the samegrades are represented in the group. -ception can be made in case of femaleswhere grouping might not be possible.

4) 5hen a hotel bill is received for payment by NCHD for an official travel of a staff"such staff" upon return to the duty station" shall verify<sign official e-penses for food"communication etc. 2ersonal e-penses (Eaundry" :ini bar" 2ersonal phone calls)" if any" included in the hotel bill" shall be charged by NCHD to the personal account of the staff and deducted from the total bill.

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"0.02.02 Dail! Susistence Allo)ance

%) This allowance is intended to cover the travelers' e-tra e-penditure" when travelingon Commission business" with the e-ception of the e-penses for hotel room. The per

day allowance in each grade<category will be as follows@

'rade?cate'or! Allo)ance

A #=1 /ctual

#=2 #=" BA*.**

7 BA*.**

+ A**.**

D **.**

) Disbursement of D/ shall be made as per the following schedule@

a) *J of D/ per day" as per entitlement of employee" for actual number of daysspent for official purpose away from employee's station of duty whereaccommodation and meal arrangements are made by NCHD.

b) %**J of D/ per day" as per entitlement of employee" for actual number of daysspent for official purpose away from the employee's station of duty whereaccommodation and meal arrangements made by NCHD are not availed" or suchofficial arrangement have not been made.

c) %**J of D/ per day" as per entitlement of employee" for each day on whichtravel is underta7en to arrive at another location for official business.

) The employees who have been assigned duties on a regional basis will not beentitled for D/ while carrying out their official duties in their assigned regions. Theywill" however" be paid *J of D/ as incidental charges" as per their entitlement" for actual number of days spent for official purpose away from their designatedstation<base in their region of responsibility. ntitlement of D/ on all cases other than those described here shall remain unchanged.

4) #n case an employee is on leave and is re9uired to travel on Commission's businessthe same rules as above will apply.

Section "0.02.0" ravel Advance

#f a travel advance is re9uired" this should be re9uested on a Travel -pense 1orm andshall be approved by the concerned Department head. uch advances may be drawn upto *J.

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ection % Travel to HD6

%) ntitlements for employees traveling to HD6 on Commission's business shall be asfollows@


A #=1 /ctual

#=2 #=" BA*.**

7 BA*.**

+ A**.**

D **.**

) The /dministration Department will arrange the travel and hotel accommodationupon receipt of duly approved authori;ation. 5hile it is the responsibility of theemployee to ensure that the travel re9uest from is correctly filled out and all re9uisiteapprovals have been obtained" /dministration Department will chec7 for accuracy.

) There are occasions when due to constraints of availability there will be e-pectationsand deviations which re9uires consideration of the concerned Department Head.

4) oth the travel re9uest from and tic7ets receipt shall be submitted to the /dministration Department for verification and shall be forwarded to the 1inancedepartment. Travel claims not endorsed by /dministration Department will not beentertained by 1inance Department. /ll employees must return the boardingpasses<used tic7et stubs" upon return to the /dministration Department. Director

/dministration > 2rocurement will forward all such claims to 1inance Department for final settlement within (Three) wor7ing days.

A) #n case where employee bought his<her own /ir" us and Train tic7et" reimbursementwill be made against actual receipt<used tic7ets provided it is accompanied byapproval from respective Department Head" endorsement by Director /dministration> 2rocurement and a trip report.

Section "1.01 Hotel Accommodation

%) /dministration Department shall maintain a list of hotels<motels in each 3rade <grade<category where arrangements may be made for Commission's employees.

) Hotel entitlements are as follows@

'rade?cate'or! Hotel

Domestic

A #=1 A tar

#=2 #=" tar

7 tar

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+ :otel

D :otel

) During special circumstances" when a group of people is traveling together" thisentitlement will be on twin sharing basis provided people from the same grades arerepresented in the group. -ception can be made in case of females where groupingmight not be possible.

) 5hen a hotel bill is received for payment by NCHD for an official travel of a staff"such staff" upon return to the duty station" shall verify<sign official e-penses for food"communication etc. 2ersonal e-penses (Eaundry" :ini bar" 2ersonal phone calls)" if any" included in the hotel bill" shall be charged by NCHD to the personal account of the staff and deducted from the total bill.

Section "1.02 DSA for H+ emplo!ees travelin' to HDSEs

%) /ll employees visiting an HD6 shall be billed for the meals<refreshments arrangedby HD6.

) /ll meals<refreshments shall preferably be arranged from the HD6 mess. /nyspecial arrangements for meals and<or refreshments will only be made inconsultation with Head of /dministration > 2rocurement and with prior approval of Director 0perations<enior 3eneral :anager (0perations) of the respectiveprovince.

) The bill" prepared on approved format" shall contain itemi;ed listing of allmeals<refreshments served to the visiting employee reflecting actual cost of eachmeal<refreshment with a %AJ addition to cover overhead e-penses incurred byHD6.

4) District :anager (1inance and /dministration) of the host HD6 shall be responsiblefor preparation and presentation of bill to the visiting employee prior to his<her scheduled chec7 out time.

A) The visiting employee shall sign and retain the bill. District :anager (1inance and /dministration) shall also retain a copy of the bill for HD6 record.

+) The employee shall submit a copy of the bill along with his<her D/ claim form uponhis<her return to his<her duty station.

B) The employee will be paid D/ according to his<her entitlement after deduction of billed amount.

) / D/ claim shall not be entertained unless it is accompanied by an official bill fromHD6.

Section "1.0" ravel Advance

#f a travel advance is re9uired" this should be re9uested on a Travel -pense 1orm andshall be approved by the concerned Department head. uch advances may be drawn upto *J.

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Section "2 +verseas ravel

%) 0verseas travel orders can only be initiated by a Department head" who shall ensurethat the duration of travel is commensurate with the reason for travel. This will beapproved by the Chairman. The employee for all travels payable by the Commission

shall complete a travel re9uest form. The travel re9uest along withdocuments<correspondence relating to travel overseas shall be completed andapproved before the purchase of air tic7ets.

Section "2.01 ,isas

%) mployees needing visas to travel should contact Human $esource Department for arranging the same. The re9uest must be submitted well in advance to avoid lastminute problems or rejections by the concerned mbassy.

) 2roviding complete documents (including valid passport) to fulfill the concernedmbassy re9uirement will be the employee's responsibility. Lisa fee will be paid by

NCHD.

Section "2.02 #ntitlements related to travel

%) ntitlement for #nternational air travel on Commission's business shall be as follows@

) The /dministration Department will reconfirm flights for all employees<visitors.

Section "2.0" Hotel Accommodation

The /dministration Department shall maintain a list of hotels in each grade<categorywhere arrangements have been made for Commission employees. /ccommodation for

all overseas travelers will be specified on individual instances and occasions.

Section "2.0& ravel Advance

#f a travel advance is re9uired" this should be re9uested on a Travel -pense 1orm andshall be approved by the concerned Department Head. uch advances may be drawnup to %**J.


A #=1 usiness Class

#=2 #=" conomy

7 conomy

+ conomy

D conomy

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Section "2.0* Dail! Susistence Allo)ance

%) The per day ubsistence allowance for overseas travel is payable for business travelin accordance with the grade<category as provided below@

'rade?cate'or! DSA

International

A #=1 /ctual

#=2 #=" 6U4*.**

7 6U4*.**

+ 6UA.**

D 6UA.**

) The period of these allowances commences immediately after arrival at thedestination and ends at the departure from destination for 2a7istan. #n case of abrea7 in the journey" either scheduled or due to unforeseen circumstances" thesubsistence allowance will be allowed according to the additional days.

) The subsistence allowance is intended to cover the travelers e-tra e-penditure"when traveling on Commission business" with the e-ception of the e-penses for hotelroom.

Section "2.0/ ravel #<pense Claim

%) Travel e-pense claim shall be submitted no later than B (even) days after the returnfrom a business trip. $eceipts for all e-penses being claimed shall be attached to thetravel e-pense claim form. The traveler shall enter e-planations on travele-penditure claims when the nature or amount appears abnormally high.

) /ll travel e-pense claims forms for overseas travel must be approved by theChairman for payment and shall be submitted to 1inance Department for settlement.

Section "2.03 #<cess u''a'e

The Commission will pay for e-cess luggage only where Commission e9uipment isbeing carried in personal baggage and only against valid receipts. /dvance approval is

re9uired for this.

Section "" CommissionGs ,ehicles?ransport $olic!

%) #n order to ensure that the use of NCHD vehicles is in the best interests of theNCHD" following rules must be observed@

a) Lehicles will normally be used for NCHD official business.b) Director /dministration > 2rocurement shall ensure that the insurance

certificates" registration" driver's handboo7 (manual) as well as other relevantdocuments provided with the vehicle are renewed and will also 7eep the vehiclecomprehensively insured.

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c) /ny employee who wishes to use pool vehicle must submit an approved Lehicle$e9uest 1orm to 3eneral :anager /dministration at least 2& hours before theneed" in order to ensure the availability of the vehicle and driver.

d) Lehicles will be released on first come first serve asis! it is thereforeadvisable to inform /dministration Department as early as possible to ensure

availability.e) Lehicles are to be used on Commission business onl! and should be shared

between two or more employees depending on the wor7 priorities and visit plans.f) The vehicle fuel tan7 must be filled completely at each fueling so that the fuel

consumption rate<Qm may be verified.g) 0nly the authori4ed NCHD drivers will drive the vehicles.h) Drivers must be physically and mentally fit to operate the vehicle and must not

have consumed any drugs or into-icants that can cause drowsiness.i) efore and after normal wor7ing hours" all official vehicles must be par7ed at the

NCHD office compound" e-cept when they are used for out station officialpurpose" or at a secure area designated by the Director /dministration >2rocurement.

j) Lehicles must be maintained in good wor7ing condition to ensure ma-imumdegree of safety.

Section "".01 ,ehicle Dail! o's

%) ach NCHD vehicle will be e9uipped with a log boo7. #t is the responsibility of thedriver designated to that vehicle to maintain the log up8to8date.

) Director /dministration > 2rocurement and D3: for head office and HD6 vehiclesrespectively" will be responsible to review the log the following day for completenessand accuracy. Eogs must be signed as evidence that a review was made.

) Director /dministration > 2rocurement<D3: can delegate the tas7 of physicallyverifying the odometer to /dministration 0fficer</dministration /ssistant.

Section "".02 ,ehicle Histor! Records

/ vehicle History $ecord will be maintained for each NCHD Lehicle. These recordsinclude the following@

a. /verage monthly fuel consumptionb. $epairs or maintenance (both scheduled and unscheduled) and service

Section "".0" Authori4ed use of NCHD ,ehicle for personal use

%) mployees in grades > : can re9uest a vehicle for personal use" however that

re9uest is subject to approval from the enior Director 0perations and<or availabilityof the vehicle and a driver.

) / NCHD driver will drive vehicles used for non8official business. The charge to theemployee for such benefit will be $upees +.**<7ilometer and the overtime of thedriver (if any).

Section "".0& Accidents durin' unofficial use

The employee availing the facility of using NCHD vehicle for personal use may be liablefor payment of part or all of the damage costs not covered by the insurance. #n suchcases" recommendations of the Director /dministration > 2rocurement" will serve as thebasis for assessment.

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Section "".0* Ese of personal vehicles for official usiness

#n case the employee is traveling by road using personal vehicle for official purpose(provided an approved travel re9uest form is attached and official transport was notavailable on that route on that day)" a flat reimbursement of $upees +.**<8 per 7ilometer

will be made to cover all e-penses including fuel" maintenance" insurance anddepreciation cost. Toll ta-es will be paid separately against actual receipts.