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Transcript of CINI_HR_policy as on 140207
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b/Technicalexperiencenotessential
APPROVALFROMCINIHRUNIT:
On receipt of the above requisition, the HR unit will start the actualrecruitment process. Or may ask for more information from the unit, ifrequired.Afterhavingsatisfiedwiththerequirement,theHRunitwillputanapprovalnoteonthefaceoftherequisitionastothenextstepstobefollowed.
INTERNALSEARCH
Insomecasesofrecruitmentforkeypositionsofanewproject,if
the institute feels that theposition shouldpreferably be filledupfromamongtheCINIexperiencedpersonnelforthegreaterinterestof the project, the institutemay open theposition to its existingemployeesthroughinternalnoticefollowedbythenormalinterviewprocess.
EXTERNALSEARCHTHROUGHPUBLICNOTIFICATION:
Apublicnoticewillbeservedthroughanyofthefollowingmethods
AdvertisementinNewspaper CINIwebsite/devnetjobsindia/othersimilarwebsites
Serving'Notice'inCINIandunitofficenoticeboardsor
Referringtotheinstitutedatabankfromjobapplicationfile
Searchfromcampusrecruitmentdrivesofpremierorganisations
Referencetoexternalrecruitmentagencies.
SHORTLISTINGOFCANDIDATES:
Fromamongtheapplicationsreceived,alistofcandidatestobepreparedtobecalledforaninterviewasperthepublishedcriteria.Thecandidatesmaybecalledforinterviewthrough
Callletters
Telephonecalls
Walkininterview
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FORMATIONOFRECRUITMENTBOARD:
TheHRunitwillconstituteaninterviewboardtoconducttheinterview.Theboardmembersinclude
Staffmembers
Sometime,resourcepersonfromoutside
ForconsiderationofSPAforProgrammeOfficera. Forsuchinternalcandidate,aBoardwillbeformedpreferably
withallpersonnelfromandabovetheAssistantDirectorlevel,and
b. ThiswillbeconsideredonlyatthetimeofrenewalofcontractofsuchSPA
FordirectrecruitmentofProgrammeOfficerandabove,therecruitmentBoardwillcompriseofatleasttwoAssistantDirectorsandonefromDeputyDirectorandabove.
CONDUCTINGINTERVIEW:
Thescrutinyoforiginaltestimonialsofcandidatestobecarriedout.
Candidates'registrationsheettobesignedbyeachapplicant ForrecruitmentinthepostofProgrammeOfficerandabove,
outstationcandidateswillbeprovidedwithtravelexpensesbyACIIbytheshortestrouteforattendingtheinterview.
Theinterviewprocessmayincludealloranyoffollowingmethod
Writtentest
Computertest
Groupdiscussion Viva-voceinterview
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RECOMMENDATIONOFINTERVIEWBOARD:Aftercompletingtheinterviewprocess,
Oneinterview
report
containing
therecommendation
oftheboard
signedbyeachboardmembertobeforwardedtoHRunitforfurthercourseofaction.
Thereportshouldclearlymentionthenameofselectedcandidateand
Mayaddalistof2/3candidatestobekeptinthepanel.
Alltheinterviewdocumentsoftheselectedcandidateshouldalsobeattachedwiththereportforfuturereference
On recommendations of officials at the rank of Senior Projcet Officer
/Seniorprogramme officer & above candidate/s can be interviewed forselection inanyparticularpost. The selectionwillbedone following theentireselectionproceduredescribedabove.
ISSUEOFAPPOINTMENTLETTER:Nowbasedontherecommendationreport,theHRunitwillissuetheofferletterforappointment.Uponacceptanceofthesaidofferletter,theHRunitwillproceedtoissuetheappointmentletterintheformof
Assignmentletteror Agreementforemployment
JOININGANDORIENTATIONOFNEWSTAFF:
Nowtheselectedcandidatewilljointheserviceontheagreeddayandwillofficiallyinformher/hisjoiningby
Awritten'joiningletter'totheoffice
ThiswillhavetobeacceptedbytheconcerneddepartmentalheadandforwardedtotheHRunit
Individualfilewillbecreatedwithalltherelevantdocumentsofthenewappointee.
Apersonalrecordformwillbepreparedimmediately
Staffidentitycardwillbeissuedbytheinstitute
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Thenewstaffmemberwillundergoanorientationprogrammeafterjoiningtheservice.
2. Performance review For all categories of staff,yearly review of
performance aremade. Based on this review report, salary incrementsand/orshiftingtonextlevelorfreshcontractsinthesame/highergradeismade.
Annexure:Performancereviewform
3. Salary PaymentThesalarypayment ismadeon the28thofeverymonthorifitisaholidayonthepreviousday.Thedateofpaymentmaychangedue tounavoidablecircumstancesbutattempt ismadetostrictly
adhere to the 28th
day of themonth. Salary payment ismade throughcrosseda/cpayeechequeorcash. Ifanyone isunabletocollecthis/hersalary on the payment date, then itmight be collected on amutuallyconvenientdate.Alsoanyonemayclaimsalary,onhis/her inabilitytocollectthesame,throughaproperlyexecutedauthorizationletter.
4.INDUCTIONTRAINING
Needforinductionofnewrecruits:
Inductiontrainingisaprocessbywhichanewemployeeissituatedintoanewmilieu to establish a relation with the goal, objectives, mission, vision,practices,policiesandstrategiesoftheorganization.Itisastrategicmeanstowelcomeanewentrantandintheprocesstomakehim/herfeelacknowledgedasanhonoredmemberofstaff.
DesigningoftheInductionTraining:
New recruits in fact need extensive orientation in the concerned issues.
Howeverkeepinginmindthebasicneedthishasbeendesignedforfivedays.Theparticipantswould interactwiththeadministrativepersonnel;undertakefieldvisitstothevariousunits&divisions.Anyfurtherrequiredclarificationneededcanbetakenuplaterduringtheserviceperiodoftheindividuals.
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Objectivesoftheinductiontraining:attheendofthetrainingparticipantswouldbeableto:
Statethemission
&vision
ofCINI.
DescribetheworkcarriedoutbyvariousCINIdivisions.
Describeorganizationalstructure,system&styleoffunctioning.
ExplainCINImodelofcommunityhealthprogramusingLCA.
ExplainLCAimplementationstrategy.
DescribeCINIsresponsetotheHIV/AIDSprobleminthestate.
Describepeereducationprogram.
Describechildrights&protection.
Listouttheadministrativerules®ulations.
ExplainCINIsroleassupportorganization.
Strategy:CINIwillundertakefourInductionTrainingsinonefinancialyearwiththenewlyrecruitedcontractualstaff.TheidealtimingwouldbeinthemonthofJanuary,April,July,October,preferablyinthefirstweek.
5.LEAVE:
Leavecannotbeclaimedasamatterofrightandmanagementhasabsolute
discretion in this matter. Currently the following types of leave areavailable:
(a)CasualLeaveThisshouldnotexceedmorethantwodaysinarow.Atpresentthatno.ofcasualleaveinayeariseightforallcategoriesofstaff.Non-availedcasualleaveofoneyearcannotbecarriedforwardtothe following year/s. Also, casual leave cannot be considered forencashment.
(b)SickLeaveApplicationforsickleaveshouldbesubmittedonthedate
ofresumptionofdutyalongwithmedicalcertificate.Theno.allowedinayearis7forallcategoriesofstaff.Thisisalsonotencashable.
(c)EarnedLeavePriorapprovalisabsolutelyessentialincaseofearnedleaves.Theno.allowedinayearforallcategoriesofstaffis15.
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Incaseofregularemployees,non-availedearnedleaveinayearcanbe accumulated up to 240 days and be carried forward to thefollowingyears and is considered for encashment at the end ofserviceperiod.
Incaseofcontractemployees,non-availedearned leave inayearcanbeaccumulatedandbecarriedforwardtothefollowingyear/sandisconsideredforencashmentattheendofcontractperiod.
(c)CompensatoryLeave this isallowed forallcategoriesofstaff forworkingonholidaysandweeklyoffdays.Fordutiesonweeklyoffdaysand instituteholidays,priorwrittenpermissionoftheimmediatehigher authority is required tobeobtained.Afterhavingworkedonholidays andweekly off days, an application duly approved by the
immediate higher authority along with the permission should besubmittedtotheleavesectionforrecording.
Anystaffmember, regularorcontract,undergoingany trainingoninstituteholidaysandweeklyoffdayswillnotbeentitledforcompensatoryleave.
Incaseofregularemployees these leavesshouldbeconsumedwithinthecalendaryear.
Incaseofcontractemployees these leaveshouldbeconsumed
withinthecontractperiod.Ifthecontractisformorethanoneyear,itshouldbeconsumedonyeartoyearbasis.
6.OFFICELOAN
Tomeetemergencyrequirements,staffmembersareallowedtotakeofficeloan.Allsuchloanrequestsspecifyingthereasonfortakingsuchloanhastobemade throughwrittenapplication to theadministrativehead /unitheadincaseofunit.Suchloanapplicationscanbemadeafteratleastonemonthsservicehasbeenputin.
The loan ispermissible to anextentofonemonthsbasic +D.A.andadjustableoveramaximumequatedmonthly 10 installments. Incaseofcontractstaff, iftheremainingperiodofcontractoftheapplicantislessthan 10 months, then the number of installments will be accordinglyreducedinnumber.
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7.INCREMENTOFSALARY
This isgenerally asper terms ofcontractofeachemployeeandnormallyincrementisconsideredafterthecompletionofeachyear/contract.Incaseofcontractemployee,freshcontractismadewith/withoutincrement.Incaseofregularemployee,increment/noincrementisconsideredaftertheendofeachcompleted year of service. Increments are considered based on therecommendations of the concerned departmental heads, evaluation ofperformance,contributiontotheorganizationandotherfactorslikeregularity,timelyreportingandleavingplaceofdutyabsenteeismetc.ThesearetobegenerallyfollowedasperfindingsofthePerformanceEvaluationReport.
.
8.PROMOTIONPOLICY:
For employees at the levels of ProjectWorker, Project Assistant and Sr.Project Assistant, the criterion for promotion would be competence andexperience.ForpromotionsatthelevelsofProjectAssociateandSr.ProjectAssociatethecriterionwouldbeknowledge,competenceandexperience.Forconsideration of promotion to the post of Project Officer and above,educationalqualificationwillremainasanadditionalrequirementingeneral.However,specialconsiderationsofpromotionfromthepostofSeniorProjectAssociatetothepostofProjectOfficermaybemadeonacase-to-casebasisatthediscretionoftheDirector.
9.CONSULTANCY:Employeesmaybecalledupontodoconsultancyforwhichtheorganizationgetsconsultancy income.Outofsuch income,employeeswillbeallowedacertainportioninrecognitionoftheirefforts.Thissharingofconsultancywithemployeeswillnotbeapplicable ifsuchconsultancyservice isprovidedto
anyunit /sisterorganization.Theentitlementsof theemployeeswillbeasfollows:
Up to Senior ProjectAssociate40%orRs300/-perdaywhichever ishigherProjectOfficerandabove--40%orRs500/-perdaywhicheverishigher.
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Institutessharewillbetheremainder.
10.TRANSFER&SHIFTINGPOLICYFor the benefit of the organisation, staff may be required to betransferredORshiftedfromoneunittoother.
Transfer&shiftingbothwillmeanrelocationofstafffromoneunittoanother.
Theauthorityoftheinstitutewilldecidethetransferorshiftingasperthenecessityoftheinstitute.
Thedecisionoftheauthoritywouldbefinalincaseofanytransferorshifting.
Thestaffshouldbeapprisedbytheimmediatesupervisorregarding
thetransferorshifting. Incaseofshiftingthestaffwillgetnoadditionalbenefit.
In caseof transfer, the staff thus transferredwillbe reimbursedtransportationcostthatincludestheactualtravelcost(uptoACIItier in the shortest possible route) of the staff and dependentmembers,costfortransportingthebelongingstonewlocation,etc.ForthesaidreimbursementthestaffhastoproduceoriginalbillsfortransportationofbelongingsandXeroxcopiesofrailwaytickets,
AnemployeesotransferredwillbeentitledtoaTransferAllowance
calledSpecialAllowance.Thiswillbeonthebasisof1%ofCosttoorganizationpermonthsubjecttoaminimumofRs.2,500andamaximumofRs.5,000permonth.Anyemployeesotransferred,ifsentback to theprevious locationwillno longergetthetransferallowance.
RulesregardingTA/perdiem/travelentitlementstobeinterpretedso that thenewunit becomes the baseunitof the transferredorshiftedperson
Mutualtransfer/shiftingmaybeconsidered
Transferwill not include promotions / fresh contract in a higherlevel.
UnitwiseClassificationofrelocationsareasbelow:
TOTO
FROM SHIFTING TRANSFER
HEADOFFICE CHETANA,BANDHAN,UNIT MURSHIDABAD,
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1,UNIT2,DIAMONDHARBOUR,FALTA,GOLPARK,RAJDANGA,CINI ASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
CHETANA HEADOFFICE,BANDHAN,UNIT1,UNIT2,DIAMONDHARBOUR,FALTA,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
BANDHAN HEADOFFICE,CHETANA,UNIT1,UNIT2,DIAMONDHARBOUR,FALTA,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
UNIT1 HEADOFFICE,CHETANA,
BANDHAN,UNIT2,DIAMONDHARBOUR,FALTA,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,
SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
UNIT2 HEADOFFICE,CHETANA,BANDHAN,UNIT1,DIAMOND
HARBOUR,FALTA,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DEL
MADHYA PRADESCHHATISHGARH
DIAMOND HEADOFFICE,CHETANA, MURSHIDABAD,
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HARBOUR BANDHAN,UNIT1,UNIT2,FALTA,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
FALTA HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMONDHARBOUR,GOLPARK,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
GOLPARK HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,
DIAMONDHARBOUR,FALTA,RAJDANGA,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHAN
BIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
RAJDANGA HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMONDHARBOUR,FALTA,GOL
PARK,CINIASHA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADES
CHHATISHGARH
CINIASHA HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMONDHARBOUR,FALTA,GOLPARK, RAJDANGA,POTTERYROAD,BOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
POTTERYROAD HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMONDHARBOUR,FALTA,GOLPARK, RAJDANGA, CINIASHA, BOWBAZAR,
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
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MONOBITAN
BOWBAZAR HEAD OFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMOND
HARBOUR,FALTA,GOLPARK, RAJDANGA, CINIASHA, POTTERY ROAD,MONOBITAN
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DEL
MADHYA PRADESCHHATISHGARH
MONOBITAN HEAD OFFICE,CHETANA,BANDHAN,UNIT1,UNIT2 ,DIAMONDHARBOUR,FALTA,GOLPARK, RAJDANGA, CINIASHA, POTTERY ROAD,
BOWBAZAR
MURSHIDABAD,SILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
MURSHIDABAD HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR
,MONOBITANSILIGURI, JHARKHANBIHAR,ORISSA,DELMADHYA PRADESCHHATISHGARH
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SILIGURI HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITANMURSHIDABAD,JHARKHAND, BIHAORISSA, DELMADHYA PRADESCHHATISHGARH
JHARKHAND HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITAN
MURSHIDABAD,SILIGURI, BIHAORISSA, DELMADHYA PRADESCHHATISHGARH
BIHAR HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GO
PARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITANMURSHIDABAD,SILIGURI, JHARKHANORISSA, DEL
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MADHYA PRADESCHHATISHGARH
ORISSA HEADOFFICE,CHETANA,
BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITANMURSHIDABAD,SILIGURI, JHARKHANBIHAR, DEL
MADHYA PRADESCHHATISHGARH
DELHI HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROA
BOWBAZAR,MONOBITANMURSHIDABAD,SILIGURI, JHARKHANBIHAR, ORISSMADHYA PRADESCHHATISHGARH
MADHYAPRADESH
HEADOFFICE,CHETANA,BANDHAN,UNIT1,UNI
, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITANMURSHIDABAD,
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SILIGURI, JHARKHANBIHAR,ORISSA,DELCHHATISHGARH
CHHATISHGARH HEAD
OFFICE,CHETANA,BANDHAN,UNIT1,UNI, DIAMOHARBOUR,FALTA,GOPARK,RAJDANGA,CASHA,POTTERYROABOWBAZAR,MONOBITANMURSHIDABAD,SILIGURI, JHARKHAN
BIHAR,ORISSA,DELMADHYAPRADESH
11.OFFICIALTRIP:
Allemployees,whileleavingstationfromtheirrespectiveplaceofworkforofficialtrips,aresupposedtofurnishinformationasperanappropriateformat(FORM:IOT)withdueapprovaloftherespectiveDivisional/Departmental/unitheads.
Annexure:Form
Acopyoftheformat,completeinallrespectsanddulyapproved,mustreachtheDeputyDirector-Adminbeforethetrip/journeyisundertaken.
12A.Travelpolicy
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Up to AC 2 tier for all categories below AssistantDirector(airtobeconsideredforexceptionalcasesasdecidedbyanyofficialatleastinthelevelofAssistantDirector
)
ForAssistantDirectorandabove-Airfare
12B.OtherEntitlements:
ForAssistantDirectorandabove
-TheinstitutewillprovideMobilephonesetandpay/reimbursethemonthlymobilebills
13. BOARDING, LODGING, TRAVELLING AND INCIDENTALEXPENSES
Whileontours,theemployeesareentitledtoboarding,lodgingandincidentalexpenses. These are as per norms fixed by the Finance Committee andchangesinthelimits/conditionsaretobedulynotified.
For all cases noted below, Actual bills are to be furnished foraccommodationwhilenobillsarerequiredforfood.
Atpresentthelimits/conditionsare:
Accommodation and food: (1)4metros:Accommodation=Rs 1,500/-per
dayperhead&Food=Rs250/-perdayperhead.Theselimitsareinclusiveofalltaxes.Thisisthemaximumlimitallowed.
(2)Otherstatecapitalsandmetropolitancities:Rs1,200/-perdayperhead&Food=Rs250/-perheadTheselimitsareinclusiveofalltaxes.Thisisthemaximumlimitallowed.
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(3)DistrictTownsandothers:ThemaximumlimitisRs800perdayperhead& Food = Rs 200/-. These limits are inclusive of all taxes. This is themaximumlimitallowed.
(4)Incaseaccommodationisavailedwithrelatives/friendsRs250/-perdayisallowed.
Forstayatoutstationplacesforaperiodofatleast12hours,fulldaysrateisapplicable.Otherwiseforstayoflessthan12hours,50%oftheusualrateisallowed.(DAYISCONSIDEREDFORAPERIODOF24HOURSFROM12TO12)
Boardingattrain:Rs200/-perdayforstayover12hoursintrain.Otherwise
forstaybelow 12hours,50%ofthis isallowed. (DAYISCONSIDEREDFORAPERIODOF24HOURSFROM12TO12).
Anyoneboardinga trainat/after 10pm from thehomestation (that is thestationofhisreportingplace)willnotbeeligibleforanyallowanceforfoodontraintill12nightforthatday.
For consideration of allowance for food, simultaneous application ofdailyallowancesatplacesvisitedandallowanceduringboardingontrainforthesameperiodwillnotbeapplicable.
Predominanceofstayatstationortrainwilldetermineapplicabilityofeitheroftheaboveallowances.
Nootherincidentalexpensesareallowed.
The above rates are applicable universally and are to be considered asbenchmarkrates.
Reimbursementoftravelingexpenses:Anyonegoingforanyofficialdutywillbereimbursedthetravelingexpenses.Similarly, anyone traveling from one office/site to another will also bereimbursedthetravelingexpenses.
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Generally,no categories ofemployeesareallowed travelingallowancesorreimbursementsforgoingtotheirusualplaceofdutyfromresidenceorfromtheirusualplaceofdutybacktoresidence.
However,anyonegoingfromresidencetoanotherofficewhichisnothis/herplaceofdutywillbeallowedreasonablereimbursementifthisplaceofdutyisdistantfromhis/hernormaloffice/placeofduty.Similarreimbursementwillbeallowedonreturnjourneytoresidence.
Theremaybeoccasionswhereprojectsmaybeconductedinareaswheretheaboverates forTA/DAmaynotbesufficient.Inthatcase,aspecialofficeorderwouldberequiredforallowingthehigherratetobeallowedasperapprovedbudgetsintheprojects.
14PERSONNELWITHSPECIALDESIGNATIONANDPAY
Therearespecialoccasionswhereserviceofaveryspecialised / technicalpersonwouldberequiredfortheinterestoftheproject.S/hemayberequiredfor specificproject/swith specialdesignationandemoluments. Theentireterms&conditionsandnatureofservicewouldbeuniqueinnatureandwouldbedifferentfromtheothergeneralcategoriesofemployees.Inallsuchcasessuchpersonnelwillbegivenaspecialdesignationandwillbeallowedsuchspecialpay.
14A.StaffsecondedforaProjectwithhigherpay:
Generallyallemployeesarecategorizedasperinstitutedesignationsandtheirannualcosttoorganisation isfixedaspernorms.Theremaybeoccasionswheretheymaybesecondedinaprojectwithhigherpay.Inallsuchcasestheconcernedemployeewouldbecomeentitledtothehigherpayprovidedintheprojectbudget.Theadditionalpay,overandabovetheusualentitlementsof
theemployeewillbegivenas'SpecialAllowance'.On the terminationof theproject theprojectemployee is revertedback tohis/herformerposition,andwouldbecomeentitledtohis/hernormalpayonlyunlessotherwisedecided.
15.PURCHASES:
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ThePurchaseManual dealswithprovisionsrelatingtopurchasesindetails.However,thebroadguidingprinciplesarelaiddownhere.
All units should have a formally constituted Purchase Committee. Thestrengthofthecommitteewilldependonthevolume/valueofthepurchasestobeexecutedandmanpoweravailableattheUnit.Allpurchasesofmaterials,assets,maintenancecontractsandothercontractsforserviceswillgenerallybeexecutedthroughthepurchasecommittee.
AnycomplaintsrelatingtofunctioningofthePurchaseCommitteewillhavetobereferredtotheFinanceCommittee.
However, as the Purchase Committeemay not be adequately technically
equippedforpurchaseofassets,suchitemslikecomputer,printer,UPS,xeroxmachine,electronicdevicesetc.theITteamwillberesponsibleforeffectingpurchases of such items. This teamwill also be responsible for handlingmaintenancecontractsofsuchitems.UnitsthataresmallanddonothaveanIT team will act through the IT team of Head Office. Orders for suchpurchaseswillbeplacedthroughtheAdmin./Unithead.
SimilarlyforMedicinepurchase, technicaladviceshouldbe takenfromthemedicineunit.
Purchase of land, building, civilmaintenance/ electrical/ sanitary/ securityjobs andalso canteen/air-rail-carbooking contractswillbehandledby theadministrative dept. While purchase of land / building will additionallyrequiretheapprovaloftheGoverningBody,allothercontractsinvolvingorlikelytoinvolveavalueexceedingRs10,000willrequiretheapprovaloftheFinanceCommittee.
Purchasesaregenerallymadeonthebasisofvalidrequisitionsoftheuser.Invitation for tenders will be sought through notification to prospective
suppliers.Comparativeevaluationstobedoneforselectionofthesupplier/contractor. An approved supplier list to be maintained based on suchquotations received for regularpurchases.Thebasicprinciplesofpurchasethataretobehonoredare:
Invitingtenderstojudgethefairpriceoftheitem/serviceEnsurealevelplayingfieldforthebidders
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Negotiateandre-negotiatetowinthemostfavoredpriceSelectionthroughevaluationofcompetitivebidsreceivedIncaselowestbidderisnotselected,adequaterationalizationofsuch
selectionNottopurchaseregularitemsfromunapprovedsuppliersStick to seekingquotation fromat least3parties.The figure isnot
sacrosanctanddependingoncircumstancesitmaybemoreorless.Theaimistogetafairideaoftheprice.
Strikeabalancebetweenthecompetingdemandsofeconomizingononehandandfulfillingsocialcommitmentsofmeetingcommunityontheother.
Asameasureofinternalcontrol,thefollowingadditionalrequirementsaretobefulfilled:
In case of railways / air bookings, written order for bookingsmentioningnameofpassenger,dateoftravel,class,destinationaretobementioned.Cancellationsarealso tobe formalized.Thisbookingletteristobeattachedwiththeagentsbillalongwiththevoucher.Fortrainbillsxeroxcopyoftheticketistobeattachedandforflightbillstheflapwiththecopyoftickettobepresented.
Annexure:form
Incaseofordersplacedwiththecanteen,theconcernedprojectshouldplaceformalorder/requisitionmentioningthenameoftheproject,dateofplacementoforder,no.ofmealstobeservedandbroadclassificationlikelunchetc,rateperclassifiedmeal.Thebillforcanteenshouldbepresentedtotheconcernedprojectandtherequisition/orderalongwiththe canteen slip of actualmeals served should be attached. Normalproceduresofapprovalbytheprojectheadofvouchersandsupportingdocumentsneedtobefollowed.
All car bookings should have the duty slip of the car showing thedistancescovered,dateoftravel,timings,nameoftheuserlastleaving
thecar.VideAnnexureSecurity bills should have duly approved list of person/swho have
performeddutiesandthedatesoftheirattendances.Suppliers should present their bills at the administrative section and
detailsofbillspresentedaretobeenteredinthebillregister.
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16.INSURANCE:
Itisessentialthatallcapital/fixedassetsoftheorganizationareadequatelyinsuredagainstperilslikefireandburglaryatwdv.Cashheldbytheunitinsafe/vaultandcashintransitduringinwardandoutwardremittancesarealsotobeinsured.Vehiclesaretobeinsuredagainstaccidents/thefts.
17.MEDICLAIMINSURANCE:
RequisitepremiumpertainingtoMediclaimpolicyofregularandcontractualemployeesandtheirkith&kinuptoaceilingoftotalpolicyamountofRs50,000/- will be reimbursed against production of photocopy of relevantreceipt.Claimforthisreimbursementshouldbemadewithinthepolicyperiod
concerned.Itistobeensuredthatonlyonesuchreimbursementismadefortheconcernedemployeeforeachfinancialyear.
18.EDUCATIONGRANT:
Eachregularemployeewillgetthebenefituptoamaximumoftwochildrenintheformoftextbooksrequiredbythem.Theemployeeswillsubmitthebooklistsandcollectthebooksfrominstituteselectedvendor/s.
19.NOSMOKING:
Smokingisprohibitedintheinstitutescampusaswellastheunitoffices.20.INSTITUTEPOLICIESONIMPORTANTISSUES
The CINIGoverning Body, asper its resolution takenon 25th July2005,adopted the Child Protection Policy. It was further decided that a threemember committeewill closelymonitor the proper applicationof the said
CPPinCINIasawhole.ItwasalsodecidedthatthesamecommitteewillalsoaddressthefollowingissuesinrespectofCINI:
a) Sexualharassmentatworkplaceb)GenderPolicyc)HIV/AIDSPolicy
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Inadditionnewpolicieswillbeenforcedfromtimetotime.
21.PayReviewCommitteeforregularemployees:
EveryfiveyearaPayReviewCommitteeisformedwithrepresentationfromall categories of regular employees for making recommendation to theGoverningBody.Thefollowingdecisioniseffectivefrom1stApril2004:-
a) Regularemployeeswillreceivemaximumannualincreasebasedonperformancereviewasbelow:-
a) Thosewithannualpackageup toRs. 1,50,000.00@10%
b)ThosewithannualpackagebetweenRs.1,50,001.00&Rs.2,50,000.00@7%
c) ThosewithannualpackageexceedingRs.2,50,000.00@5%
b)VRSbenefitwillbeasfollows:-@8(eight)monthsBasic&DAuptoamaximumof60(sixty)monthsBasic&DAforremainingserviceperiod.
22.JobDescription:Position
: AssistantDirector
Reportsto: Director
Purpose: Toupholdtheorganizationalmissionandprovideleadershipforthefulfillmentoftheorganisationsaimsandobjectives
NatureandScopeTheAssistantDirectorworkscloselywiththeDirectorinidentifying
organizationalgrowthareasanddevelopingstrategicplans.
PrincipalActivities:1. Leadership2. StrategicPlanning3. Representingtheorganisation4. Developingandmarketingideas
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5. Institutionaliselearning/experiences6. Accessfunding7. Teambuilding8. AppraisalsforSeniorProgramme/ProjectOfficers9. Internalinstitutionalmonitoring10.NurturingrelationshipswithGovernment,donors,NGOsandother
bodies
Thejobholderwillalsoundertakeotherdutiesasrequiredfromtimetotimebytheirlinemanager.
QualityAssuranceistheresponsibilityofallemployees
Relationships:
TheAssistantDirectorneedstonurturerelationshipswithexternalagenciesandGovernmentDepartments.
TheAssistantDirectorreliesontheSeniorProgramme/ProjectOfficerstoprovideup-to-date,relevantandtimelyinformationrelatingtotheirdepartmentsandtoassistinplanningfutureactivitiesthereforeitisessentialthattheAssistantDirectorformcloserelationshipswiththeSeniorProgramme/ProjectOfficersinordertofacilitatethesmoothrunningoftheorganization.
PrincipalAccountabilities1. PerformanceappraisaloftheSeniorProgramme/ProjectOfficers2.Manpowerplanning3. OrganisingInductiontraining
SeniorProgrammeOfficer/SeniorProjectOfficer:
Strategicplanningfortheunit
Directionineffectiveimplementationofunitsprojects.
Overalladministrativeandfinancialmanagementoftheunit Developprojectproposals,liaisonandworkcloselywithdonor
organizations, government agencies and officials, national andinternationalorganizations.
RepresentCINIinnationalandinternationalfora.
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Monitorprogressofunitsprojectsaspergoalsandobjectivesandassurequality.
Recruitment, supervision of the unit staffmembers as per theinstitutionalnorms.
Provideandacquiretechnicalassistanceasperrequirement Toassesstheperformance/achievementoftheuniteffortsasa
whole.
ToinstitutionalizethelearningeffortsoftheunitinconsultationwiththeAddl.Dir/DyDirector/AsstDirector
ProgrammeOfficer/ProjectOfficer Planning:
- S/hewillbe responsible forunitordepartmentplanning.
- Staffworkplan- Writing up project proposal alongwith budget
formulation
Co-ordination- bothintraandinterdepartmentalco-ordination
Liaison&networking:
- with NGO, Government organizations, fundingagenciesandcommunity
Implementation:- Overallsupervision- Delegateresponsibilities- Monitoring- Reporting- Maintenanceofrecords- Correspondence
- Tryoutinnovations- Identifytrainingneedsofstaff- To effectively integratehis /her andhis /her
projectworkwithorganizationalobjectives- Staffrecruitment- Staffperformanceappraisal
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- Authorizedtosigndocuments- Financialunderstandingofhis/herownprojects- Anyotherresponsibilitiesassignedtimetotime.
SeniorProgrammeAssociate/SeniorProjectAssociate:
1. Tocoordinatedifferentactivitiesofdifferentprojects2. Tostrengthensupportivesupervision
3. Toconductsituationalanalysisfollowedbyrecommendations4. Toassistinhavingproperviewsofthesituation5. Tohandlesmallprojectsindependently6. Toassistinidentifyingprogrammeneeds
7. Toorganizecommunitylevelmeetingsandtrainings8. torepresentprojectindifferentworkshopsandseminars9. toattendcommunitylevel/Blocklevelmeetings10.Anyotherjobasmaybeassignedtimetotime.
ProgrammeAssociate/ProjectAssociate:
1. Responsibleforeffectiveimplementationofproject2. Toprovidesupportivesupervisionandfacilitateteambuilding3. To be an effective inter phase between community and project
administration4. Organizecommunitylevelmeetings,trainings.5. ToassisttheProjectAssistant/Sr.ProjectAssistantinimplementation
oftheprojectatmicrolevel.6. Tohelpcommunitytoidentifytheirneeds.7. Toplayaneffectiveco-ordinationroleattheimplementationlevel8. Tokeepsystematicrecord/dataasrequiredfortheproject9. To attend all Block levelmeetings, Communitymeetings to achieve
objectiveoftheprojects
10.ToprovidesupporttoProjectAssistants/Sr.ProjectAssistantinfollowupaction
11.Anyotherresponsibilityassignedtimetotime.
SeniorProjectAssistant/SeniorProgrammeAssistant:
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1. Implementationofprojectsatgrassroots/communitylevel2.maintainlinkagewithcommunity3. Involve/motivatecommunityintheprojectactivities4. Communityorganizationandawarenessgenerationonspecificissues5. Tohelpidentifythecommunityneeds6.Maintainfielddiary7. Tocoordinateworkwithcoworkersinthesamefield8. Organizefieldlevelmeetings9. Followuphis/herownwork10.Identifybeneficiaryinconsultationwithcommunity11.To identify indicator of achievement anduse it in consultationwithProjectAssociate
12.Anyotherassignmentforthefulfillmentoforganizationalobjective
StaffWelfareSociety: Inordertonurturethestaffcreativityandsupportthestaffcultural&socialactivities,asocietywasregisteredattheinitiativeofstaffmembers.AllthestaffmembersbecomethememberofthissocietysincetheyjoinCINIandcontinuesmembershiptilltheendoftheirservice.AManagementCommitteeduly elected from the staffmembers runs the society. The staffmembersvoluntarilycontributeinthesocietyfund.Theactivitiesofthesocietylargelyinclude
Organisingblooddonationcamp Support to poor community for child Education /
marriage/medicaltreatment/etc.
Annualstaffpicnicwithstafffamilymembers
Publicationofsouvenir
CulturaleveningonCINIfoundationday
Givingfarewelltostaffmembers,etc.etc.
DevelopmentOrganization'sEmployeesProvidentFundTrust: ItisaregisteredTrustcreatedforthepurposeofdealingwiththeemployee'sPFcontributionsaspertheprovisionsoflaw.TheemployeesofCINIanditssisterorganisationsare themembersof this trust.Eachmonth themonthlysubscriptionsaredeductedfromsalaryandtransferredtothetrustfundalongwithequalcontributionoftheinstituteforproperinvestmentsinordertoyieldbest returns for itsmembers.TheanotheradvantageofPF trust is thatPF
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payableat theendofserviceperiod,arequicklysettled through this trust.ThereisalsoprovisionforPFloan.CINIemployeesgratuityfundtrust: Similarly,EmployeesGratuityFundTrust isalsocreatedandregisteredfordealingwithgratuitypayableat theendofserviceperiod.Eachmonth theinstitute contributes towards thegratuity fundaspernorms.At theendofserviceperiodtheemployeesgetthegratuitypaymentfromthisTrustasperprovisionsofGratuityAct.
TheSanchayaniCINIEmployeesCreditCooperativeSocietyLtd.: CINIfacilitatedformationofaregisteredcreditcooperativesociety.Anystaffmembers can become member of this society. however, themembershipceasesattheendofserviceperiod.Membershavetomakeminimummonthly
contributions towards the cooperative fund. Loans are available from thiscooperativesocietyaspernorms.Themembersdecidethemaximumlimitofloanamountandtheinterestpayableinitsgeneralbodymeeting.
HousingLoan: The institute provides an opportunity for house building loan for all itsemployees.Aseparatefund ismaintainedforfacilitatingthehousebuildingloanataverylowinterestrate(4%).Athree-memberstaffcommitteelooksaftertheentireloanprocess.
Accommodationfacilityforstaff: Inordertofacilitaterecruitmentofqualitypersonnelfromanycornerofthecountry, familyand single type 'Staffquarters' facility isavailable inCINImaincampusandsomeofitsunitoffices.Theoutstationstaffmemberscanapply for this facility subject toavailability.Themonthly rent charged forfamily quarter and single type quarters is 10% and 5% of Basic +DArespectively.ElectricalchargesareRs.150andRs.75permonthrespectively.
Thereisalsoaccommodationfacilityavailableforthestudentswhocomefor
field placements. Volunteers from abroad are also provided withaccommodationfacility.
Annexures: VehiclemovementslipBookingofrail/airticketform
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PerformanceevaluationformTourinformationformTA/DAclaimformPersonalrecordformLeaveapplicationformPriorpermissionforcompensatoryleaveform
Registersmaintained: AttendanceregisterSalaryregisterEmployeePersonalfileatHO
CategorywiseGeneralPersonnelfileatHOCategorywisePersonnelfileatUnitoffices.
ANNEXURE:
VEHICLEMOVEMENTSLIP:
CINICHILDINNEEDINSTITUTE
VEHICLEMOVEMENTDETAILS(Rentedcarsonly)
Owner'sname/Company'sname:
Date: Driver'sname:
VehicleNo:
Journeystarts JourneyendsDateTime Meterreading
Movement
details
Time Meterreading
Project/D
ept.
User's
full
name
User's
signature
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Driver'ssignaturewithdate:
TICKETBOOKINGFORM:
CINI CHILD IN NEED INSTITUTEVill. Daulatpur, PO. Pailan, ViaJoka, South 24-Parganas,
TICKET BOOKING FORM FOR OFFICIAL TRIP
(A) For Onward Journey
Mode of Travel : Air / Train / Bus
Date of Journey : ------------------------------------- Class : --------------------------
From : ------------------------------ To : ---------------------------------- Via : ----------------
Air / Train / Bus Name & No. : ------------------------------------------------
Sl. Name Age Sex Remarks1.
2.
3.
4.
5.
(B) For Return Journey
Mode of Travel : Air / Train / Bus
Date of Journey : ------------------------------------- Class : ----------------------------
From : ------------------------------ To : ----------------------------------- Via : -----------------
Air / Train / Bus Name & No. : -------------------------------------------
Sl. Name Age Sex Remarks
1.
2.
3.
4.
5.
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Requisition by : ----------------------------- Fund ------------------------- Dated ---------------------
Approved by : ------------------------------------------- ------------------------------------------------Assistant Director Programme Officer
To. M/S. ---------------------------------------------------------------
---------------------------------------------------------------
Released for booking on : ------------------------------------------- By : -------------------------------------
Ticket received by ------------------------------------------- Dated : ----------------------------------
,1)250$7,212)2)),&,$/75,3
)250,27
,1)250$7,212)2)),&,$/75,3
'$7(
1$0(
'(37',9,6,21
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ACCUM 0
0
DATES OFCOMPENSATORY LEAVE:
.LEAVE APPLIED FOR..DAYS ON/FROM.TO...DUE
TO.
APPLICANT'S SIGNATURE WITH DATE
SIGNATURE OF ISSUING PERSON WITHDATE
LEAVE DETAILS OF MS. SHIPRA KONAR, SR TRAININGASSOCIATE
..LEAVE APPLIED FOR........DAYS ON/FROM.......TO........ .. IS APPROVED/NOTAPPROVED
REMARKS.SIGNATURE DATE OF RESUMPTION
DESIGNATION
DATE
35,253(50,66,21)250
&+,/',11((',167,787(&,1,
3ULRUSHUPLVVLRQVOLSIRUZRUNRQZHHNO\RIIGD\VKROLGD\V
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'LYLVLRQ'HSDUWPHQW8QLW3URMHFWBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
3URSRVHGGDWHRIZRUN'D\BBBBBBBBBB(YHQWBBBBBBBBBB
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ZLWKGDWH
CompensatoryLeaveForm
CINI-CHILDINNEEDINSTITUTE
COMPENSATORYLEAVEFORM DATE:
Iworkedon---------------------Sunday/Holidayat
Project/Department
Signature---------------
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Name(infull)
Certifiedby---------------------
Designation---------------------
Compensatoryleavegrantedfor------day/days
Signature: ------------------
Designation------------------
7$'$&/$,0)250
Name: Project:
PurposeoftheJourney:
TRANSPORT BudgetHead: Date MovementDetails
(toandfrom)ModeofTransport
TOTAL
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TOTALTRANSPORTCOSTS
S ignatureofC laimant
S ignatureofSeniorApprovingExpenses
FOOD BudgetHead: Date Reasonforclaiming(where/project) TOTAL
ACCOMMODATION BudgetHead: Date Reasonforclaiming(where/project) TOTAL
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CHILD IN NEED INSTITUTE
PERFORMANCE ANA
AND
REVIEW FORM
_________________TO__________________
Employees Name
Employee Code /
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Band
Year of Past
Experience Present
SELF REVIEW / APPR
ANNUAL PERFORMANCE
SUMMARY
TO BE
NAME :
DESIG/UNIT :
APPRAISAL PERIOD :
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1) What were the most energizing/enjoyable aspects of your role
given period ?
2) What enabled you on the above? What were your key leanings
the given period ?
3) Are there any aspects of your work which have not gone so we
If so, why ?
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4) Do you possess skills, aptitude or knowledge which are not fu
utilized in the course of your work ? If so, what are they andhow could they be used ?
5) What are the top three priorities that you need to focuson/change in the coming months, to enhance your performanc
6) Do you require any developmental inputs (in the form of
Training, Coaching etc.) for your current/future role?
7) What were your 2 major achievements during the Review 2 m
Period ?
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8) What were the factors which facilitated and inhibited your
performance? What steps did you take in overcoming the
inhibitors ?
3) Are there any aspects of your work which have not gone so we
If so, why ?
4) Do you possess skills, aptitude or knowledge which are not ful
utilized in the course of your work ? If so, what are they and
how could they be used ?
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5) What are the top three priorities that you need to focus
on/change in the coming months, to enhance your performanc
6) Do you require any developmental inputs (in the form of
Training, Coaching etc.) for your current/future role?
TO BE FILLED IN BY SUPERVISOR
Job Performance Understanding Job Procedures
Meeting and fulfilling major job responsibilities
Understanding programme goals and objective
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Keeping records upto date
Cost Consciousness
Communication Exchanging ideas with othersSkills
Decision Making/Leadership Skills
Writing Reports, letters etc. in a clear/concise m
Skills of delegation
Co-operation & Sharing information and resources with others
Team Work
Giving timely response to requests made by oth
Promoting team work
Exhibiting positive attitudes during time of chan
Attendance & Coming to work regularly withoiut excessive abs
Punctuality
Maintaining assigned work schedule
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Taking initiative
Following instructions
Personality / Organizing Capacity
Attitudonal
Factors Decision making ability
Flexibility
Analytical ability
Problem solving
Approchability
Self discipline
Creativity
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