Human Resources Management System

Recruitment, Transfer, Posting and Promotion of Staff / Workers
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Company is expanding its bus operations and resultantly, manpower is increasing day by day with each induction of buses and launching of new routes. For streamlining of operations, we have to induct / recruit, rotate, transfer and post the staff / workers from time to time from one terminal to another and sometimes from one department to another. Following regulations shall govern the recruitment, transfer, posting and promotion of staff / workers.
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1. Recruitment Plan

a) Major Recruitment

For any induction of buses and launching of new route, planning department shall work out additional manpower requirement. After the approval of Management, this requirement shall be forwarded to the Human Resource (HR) Department to initiate to process of recruitment. The concerned manager / head of the department, in consultation with HR department, shall produce candidate(s) against each post for selection by the selection committee constituted by the management.
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b) Recruitment Against Vacancy

In case a post becomes vacant due to dismissal, resignation, termination, death, retirement etc. of a staff / worker, HR Department in consultation with the concerned manager / head of the department, shall proceed for the recruitment against vacancy. Again the concerned manager (with the help of HR department) shall produce candidates for each post for selection by the selection committee.

c) Recruitment Against New Post
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In case a manager / head of department feels it necessary to have more staff / workers in his / her department, he / she will make a proposal (with full justifications) for the approval of the management. Before, making any such proposal, the concerned manager / head of department will look for a suitable alternative within the organization. After approval for creation of the new post, same procedure for recruitment shall be followed as at S#1 and 2.

2. Eligibility / Selection Criteria and Selection Committee
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Eligibility and selection criterion for all posts is giver at Annex-K. The selection of staff / workers shall be made strictly as per enclosed criteria. Outstanding candidates shall be given relaxation regarding the criteria against the post applied for after the approval of the management. As a general principle, recruitment of blood relations shall be avoided / discouraged. The selection committee shall recommend the candidates for final approval of the management. All candidates shall have to produce original documents / testimonials / credential before the selection committee at the time of interview.
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3. Transfer / Posting

The staff / workers can be transferred / posted as per company’s requirement. However, efforts shall be made to post the lower staff / workers at / near their home stations if possible. Transfers / postings of staff / workers shall be processed by HR department after consultation with the concerned managers / heads of departments.

1. Promotions
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In case of opening of new avenues for employment, the staff / workers of the company, subject to eligibility, shall be given preference for posting against higher posts. Such staff / workers shall be promoted as per following criteria: -

a) Clean and clear employment record with company at least for the last one year.
b) The staff / workers duly fulfill the selection criteria for the post as mentioned at Annex-K.
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2. Evaluation of Probationers
a) Concerned department shall submit the “Evaluation Sheet of Probationers” to the HR department 10 days before completion of probation period. HR department shall review the result and get approval from the management for regularization of his / her employment.
b) Company shall terminate the probationer or extend the probation period if his / her performance is unsatisfactory after reviewing the evaluation sheet.
c)

3. Confirmation of Employment

After successful completion of probation period, the “Confirmation Letter” shall be issued and hence probationer shall be considered as a regular employee.
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4. Training

In case of hiring any person for any job category (other than Jr. Executive and above) he / she shall be put on training at least for one weak. Before keeping any person on training, proper approval of the Chief Executive shall be obtained through HR department. If a person is finally selected his / her joining date shall be considered from the starting date of training. If a person is not selected, he shall be paid as per the salary of that trade for the period he remained under training.
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Dismissal, Training, Resignation and Retirement of Staff / Workers

1. Conduct of Employee: - Every employee is required to maintain the highest standard of integrity and abide by company policies, rules, regulations and obey all orders and directions given by the officer in-charge or supervisor.
2. The Type of Disciplinary Action: – Any employee who commits a breach of company rules and who does anything detrimental to the interest of the company or disobey the instructions of the company and make any action of misconduct or neglect the duty, shall be punished by the terms and conditions given in the following paragraphs.
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3. Following disciplinary actions can be taken by the company :-
a) Verbal reprimand and warning
b) Written reprimand and warning
c) Withholding of increment (not exceeding one year)
d) Relegation to a lower grade
e) Compensation of any loss/damage caused to the company due to their negligence, dishonesty or any other action.

f) Forfeiture of any benefits
g) Dismissal

4. Following procedure shall be adopted for inquiries on any complaint /
default / misconduct etc:-
a) If any incident detrimental to the company’s interests is takes place /
reported to the Management, it shall be investigated by conducting
inquiry.
b) For this purpose the Management shall designate inquiry officer.
c) The inquiry officer shall investigate with an objective to go into the factual situation of the incident.
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d) The inquiry officer shall call all the persons involved in the incident, obtain their statements and cross-question all of them.
e) The inquiry officer shall prepare an inquiry report including findings and recommended action(s) against defaulter(s).
f) The inquiry report shall be submitted to the Management for final decision / action against the defaulter(s)
g) The decision / action taken shall be conveyed in writing to the defaulter(s) through HR Department.
h) That written communication shall be properly received by the concerned person(s) and a copy of the same shall be placed in their personal files for future reference.
i) In case defaulter refuses to sign on any such communication / notice, two employees shall sign as witnesses.
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5. Dismissal: – Company can dismiss the employee who is guilty of any one (or
more) of the following misconducts:-
a) Willful disobedience, whether alone or in combination with other(s), to
any lawful and reasonable order of a supervisor.
b) Theft, fraud, dishonesty in connection with the affairs of the company.
c) Willful damage to or loss of goods or property belonging to the company.
d) Habitual absence without leave or absence without leave for more than ten continuous days.
e) Taking or giving bribes or any illegal gratification.
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f) Habitual late attendance.
g) Habitual break of any law applicable to the company.
h) Riotous or disorderly behavior during working hours at the company or any act subversive of discipline.
i) Habitual negligence or neglect of work.
j) Striking work or inciting other(s) to strike in contravention of the provisions of any rule and / or regulation having the force of law.
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Procedure for Dismissal: No employee shall be dismissed for misconduct summarily and without a full and fair hearing. Each dismissal shall be subjected to the following procedure: -
a) The employee concerned shall be informed in writing of the
circumstances (Show Cause Notice) alleged against him / her within one
month of the date of alleged misconduct or the date on which the

misconduct comes to the notice of the management.

b) The employee shall be given a fair opportunity to explain his / her position with respect to the show cause notice.
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c) In case the explanation submitted by the employee in reply to show cause notice is not found satisfactory, the management shall conduct a detailed inquiry. The employee, if he / she so desires, can produce any employee(s) in his / her defense during inquiry proceedings.
d) In case the concerned employee is found guilty, he / she shall be dismissed after the approval of management.
e) The order of dismissal shall be in writing and shall explicitly state the reason for the action.
f) Notwithstanding the foregoing, the management decision shall be considered final.
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6. Termination and Resignation
a. Unless otherwise stated in the letter of appointment, an employee’s services may be terminated by the company for any reason whatsoever by giving him / her one month notice or salary in lieu thereof.
b. Unless otherwise stated in the letter of appointment an employee may resign and terminate his / her services upon giving one moth’s notice to the company or salary in lieu thereof.
c. Upon request an employee shall be given a service certificate after his / her resignation, termination, discharge or dismissal.
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7. Retirement
a. The mandatory retirement age for all employees of the company is 60
years.
b. In exceptional circumstances the management may extend the retirement
age by a maximum of 2 years provided that the management is satisfied that such extension shall be in the best interest of the company.
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