Girijabai Sail Institute of Management

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GIRIJABAI SAIL INSTITUTE OF Technology

Utkagali, adjacent to karnataka –goa boarder check post,

nh-17, majali village, karwar - 581345

EMPLOYEE HANDBOOK / SERVICE RULES FOR STAFF

__________________________________________________________________________________________

 

Trustee

GIRIJABAI SAIL MEMORIAL TRUST

 

GIRIJABAI SAIL INSTITUTE OF TECHNOLOGY

Girijabai Sail Memorial Trust (GSMT) is a non-commercial entity that has been established with the basic purpose to promote the cause of education with an initial emphasis in the areas of Karwar and adjacent places in the northern part of Karnataka. The prime motive of the Trust is to build opportunities for education at all levels in the area with special focus on higher education and professional education. With ever rising population and challenges in the work places, the need for good and sound educational systems are very important and GSMT is an initiative towards this end.

GSMT is registered under the Indian Trusts Act, 1882 on the 23rd of May 2008 at Karwar. Since the inception the Trust has been striving to contribute to educational causes in the areas in and around Karwar.

Girijabai Sail Institute of Technology (GSIT) is the first major initiative of GSMT towards its mission of higher education. The Trust aims at continuing such efforts and starting more career oriented courses and also to start education institutes at all levels. The higher education has reached its pinnacle due to the efforts put in by private enterprise ably supported by respective Governments and Universities.

GSIT is aiming to create a 'Center of Excellence' keeping in mind the best moral, ethical and cultural values with the assurance to all the students in providing them quality and excellence in education. Arrangements have also been made to provide best possible placements, interview planning by conducting Career and personality orientation programmes on regular basis and employability guidance system which, in turn, would help our students to be successful professionals and responsible citizens.

GSIT CORE VALUES:

1.  Build positive and productive relationships with staff, students and community.

2.  Be predictably conscientious in how we go about our business.

3.  Be strong in our convictions about how we teach and manage students.

4.  Improve student academic and social performance.

5.  Be responsible for the Institution's reputation.

6.  Continuously improve.

CONTENTS OF EMPLOYEE HANDBOOK

1. PURPOSE -----------------------------------------------------------------------------------------------1

2. COVERAGE --------------------------------------------------------------------------------------------1

3. INDUCTION -------------------------------------------------------------------------------------------1

4. JOINING EXPENSES  --------------------------------------------------------------------------------1

5. TRAINING ---------------------------------------------------------------------------------------------1

6. PROBATION PERIOD  ------------------------------------------------------------------------------1

7. SENIORITY --------------------------------------------------------------------------------------------1

8. SALARY ------------------------------------------------------------------------------------------------2

9. PROMOTION / INCREMENT ----------------------------------------------------------------------2

10. TRANSFER --------------------------------------------------------------------------------------------2

11. SEPARATION  ----------------------------------------------------------------------------------------2

12. WORKING HOURS   ---------------------------------------------------------------------------------2

13. ATTENDANCE & PUNCTUALITY  --------------------------------------------------------------2

14. LEAVE  -------------------------------------------------------------------------------------------------3

15. INDENTITY CARDS  --------------------------------------------------------------------------------4

16. DRESS CODE   ----------------------------------------------------------------------------------------4

17. COPYRIGHT   -----------------------------------------------------------------------------------------4

18. INTERNAL AUDIT   ---------------------------------------------------------------------------------5

19. USE OF PHONES / INTERNET / PHOTOCOPIERS   ------------------------------------------5

20. CONFIDENTIALITY   -------------------------------------------------------------------------------5

21. EPF / CPF / GRAITUTY -----------------------------------------------------------------------------5

22. PERFORMANCE APPRAISAL  --------------------------------------------------------------------5

23. DISCIPLINE  ------------------------------------------------------------------------------------------5

24. GRIEVANCE POLICY -------------------------------------------------------------------------------6

25. ETHICS & VALUES  ---------------------------------------------------------------------------------6


1. PURPOSE:

The purpose of this Employee Handbook is to explain the general employment conditions of staff. It provides information pertaining to terms and conditions of employment including key policies, benefits, basic rules, norms regarding working hours, attendance, leave rules, discipline etc which should be strictly adhered to. Please treat this Employee Book as a confidential document. The Management reserves the right to interpret, amend or cancel the provisions of this book partly or fully at its sole discretion.

2. COVERAGE

This is applicable to all teaching and non-teaching staff including part time employees.

3. INDUCTION:

New employee will undergo suitable familiarization programme immediately after joining. The details will be worked out by his Departmental Head and it will cover:

i) Introduction of new employee with the department and other departments.

ii) Visit to other Departments, Laboratories, Workshops, Hostel etc.

iii) To provide him the nature of job, job responsibilities, job description, functioning of department, reporting and other relevant details.

4. JOINING EXPENSES:

The Institute will pay reasonable expenses towards travel for self and family transfer of household goods of an employee, if he is coming from outstation and if it is agreed during interview.

5. TRAINING:

All individuals who begin work in GSIT, will be given appropriate training, if required, to understand the new assignment/role in the institute.

6. PROBATION PERIOD:

i) New employee will initially serve a probationary period of two years from the date of joining the institute.

ii) The purpose of probationary period is to assess the suitability of the new entrant.

iii) The institute, reserves the right to reduce or extend the period of probation.

iv) During the probation period, the appointment will be subject to termination at any time by one month’s notice in writing on either side.

v) At the end of two years, the employee will be confirmed in writing based on the performance review and thereafter the termination at any time by three months’ notice in writing on either side.

vi) During the probation period, the employee is not eligible for privilege leave.

vii) Salary certificate and Experience certificate will not be given to an employee during the period of probation, if he / she leave the employment.

7. SENIORITY:

The Principal shall prepare and maintain every academic year a seniority list of employees for each category of posts in the institute based on the personal file or service book.

 

8. SALARY:

Salary for faculty is fixed as per UGC norms and it is performance based.

9. PROMOTION / INCREMENT:

Annual performance appraisal scheme will clearly indicate the individuals whose performance is excellent and such persons will be considered for appropriate reward like additional increments, up gradation, promotion etc. However, deviation may occur, depending on the situation at the discretion of the management.

10. TRANSFER:

Management reserves the right to transfer any individual to our sister / associate concern on the administrative ground.

11. SEPARATION:

A permanent employee (Teaching or Non Teaching) desiring to leave service, shall give 3 months notice in advance. The management has discretion to accept 3 month’s salary in-lieu of notice period, in case an employee wanted to be relieved immediately. An employee undergoing probation desires to leave service shall give one month’s notice or salary in-lieu of notice period. Employees engaged on specific period like part time employee, visiting faculty etc, ceases to be an employee at the end of a specific period without assigning any reason. Prior to actual separation of an employee, he / she shall hand over all the material belonging to institute like library books, presentation materials, data, literature, drawings, documents etc. belong to the college. Exit interview will be conducted for the employee while leaving the institute.

12. WORKING HOURS:

The institute will observe 7 hours of work (excluding lunch break) from Monday to Saturday. For teaching & non-teaching staff, the time allotted is from 9:00 am to 5:00 pm and for sub-staff 8:30 am – 5:00 pm. These official hours will be notified on the Notice Board.

13. ATTENDANCE AND PUNCTUALITY:

All employees are required to strictly adhere to the timings and are expected to be at their work place all time.

a) Every employee is required to sign the attendance register daily upon his/her arrival and departure from office. The Register will be available at Administrator’s office. For signing this register, 10 minutes is given as grace period and if any employee comes after the grace period, red mark will be put in front of his/her name. Every 3 such late marks in a month will be treated as half day’s leave without pay.

b) The employee will be marked absent in case he/she has not signed in the attendance register and he/she will be liable for disciplinary action and no salary will be paid for that period.

c) In case an employee goes for outdoor/official work, he has to inform his superior officer and fill in outdoor (OD) form/official tour (OT) form and duty sanctioned from has to be submitted to the Administrator’s Office in advance. In case, any employee has to move out of the office/institute for any reason except during lunch hours, he is required to get prior approval from his immediate superior.

d) All employees are expected to attend work punctually. Reporting for work half an hour late will be considered as half day leave.

14. LEAVE:

Faculty/Staff members should keep in mind the inconvenience caused to other colleagues owing to their absence, therefore leave should not be considered as a matter of right and the prior permission/sanction of concerned authority is required to avail the leave. Faculty cannot avail leave during university examinations.

a) Holidays - The Institute will observe a fixed weekly holiday i.e. Sunday. There shall be specified National/Festival Holidays notified in a calendar year. Attendance on Republic Day and Independence Day functions is mandatory. Similarly if seminars, workshops/camps etc. are arranged on these holidays, the staff members are expected to attend.

b) Vacation – Teaching staff are entitled to vacations. However, if required by the Management, they should report for duty on those days. Staff members should be present in the college on the first and last working day of each semester.

c) Earned Leave (For Non-Teaching Staff) – An employee is eligible for 15 days EL per year after successful completing the probation period of two years. The EL is credited to the employee’s leave account on 1st January of each year. In case of emergency leave also necessary documents like medical certificate/details of hospitalisation etc, should be provided. More than 15 days EL cannot be sanctioned at a time. Employees joining during the year will be eligible for leave on pro-rata basis for the purpose of crediting to leave account. Temporary/Contract/Part-time employees are not entitled to EL. All leave prefixed, suffixed or intervening holidays (Sunday or National/Festival Holidays) will be counted towards EL availed. EL can be accumulated and carried forward a maximum of 240 days but encashment of EL is not permitted. To avail EL an employee have to obtain sanction in advance at least two weeks prior to proceeding on leave.

d) Casual Leave – Employees are entitled to a maximum of 12 days of CL per calendar year (January – December). During the probation period after completion of one month’s service one day CL will be credited. Weekly off or Holidays may be prefixed or suffixed to CL. The maximum number of days which CL may be taken is 3 days at a time. After CL is exhausted leave without pay is applicable. CL cannot be accumulated and carried forward to the next year. Unavailed leave will lapse at the end of the year. To avail CL, at least 24 hours advance application is essential, except in case of emergency.

e) Maternity Leave – All permanent female employees are entitled to maternity leave for a maximum of 75 days – 4 weeks prior to the date of delivery and 7 weeks from the date of delivery (two days grace). An employee on probation and if worked for a continuous period of at least 80 days, then entitled for maternity leave without pay. To avail maternity leave, a written application supported by a certificate issued by a medical professional at least one month prior to leave is essential. Maternity leave can be availed for first two children only.

PROCEDURE FOR PROCESSING APPLICATIONS FOR VARIOUSTYPES OF LEAVE

Sl. No.

Type of Leave

Sanctioning Authority

Through

Request for leave must receive at least

1

Casual Leave (CL)

Administrator /  Principal

HOD

2 days

2

Official On Duty (ODD)

Administrator /Principal / Trustee

HOD

15 days

3

Earned Leave (EL)

Administrator /Principal / Trustee

HOD

30 days

4

Maternity Leave

Administrator /Principal / Trustee

HOD

30 days

15. IDENTITY CARDS:

Identity Cards will be issued to all staff members. The ID card must be carried by all staff members during working hours. Faculty is not permitted to use visiting cards other than issued by the institution.

16. DRESS CODE:

All female faculties are expected to dress in Sari / Salwar Suit. Male employees are expected to dress in formal clothing (Pant, Shirt & Shoes)

17. COPYRIGHT:

All research/written material by faculty/staff held on paper or electronic content which was written or acquired by the employee during the course of employment with us is the property of GSIT and we retain the copyright for the same.

18. INTERNAL AUDIT:

Annual Internal audit of academic and allied material provided to staff is an ongoing exercise to ensure standards of excellence. It should be treated as professional exercise and necessary co-operation should be rendered to administrative staff.

19. USE OF PHONES / INTERNET / PHOTOCOPIERS:

Employees are expected to use the college phones / internet facility / photocopier etc. only for official purpose. Personal use of these facilities are not allowed.

20. CONFIDENTIALITY:

At no time an employee is allowed to disclose confidential information pertaining to institution/Trust during or after the tenure of employment. An employee have a personal responsibility to protect and maintain confidentiality of all financial information, salaries and personal details, student information etc. An employee is not permitted to make statements to the Press/Media/External Parties/News Papers/Radio/TV etc. unless he/she is a nominated representative of College/Trust for such purpose.

21. EMPLOYEES PROVIDENT FUND (CONTRIBUTORY PF) AND GRATUITY:

Employees are required to contribute 12% of their monthly Basic Salary (maximum up to Rs.6500/-) towards CPF and the college will make a matching contribution of 12%. The employees will receive a detailed annual statement showing opening balance, his contribution, institutes contribution, interest paid etc.

The permanent employee will be eligible for gratuity as per provisions of Gratuity Act Payment of Gratuity Act, 1972.

22. PERFORMANCE APPRAISAL:

The faculty/staff, who have completed one year of service will have to undergo the annual performance appraisal exercise, with a view to identity the suitability/potential of an employee. The initial performance appraisal will be conducted by the Principal on the key result areas like semester results, feedback from students, team-work, initiative and leadership. This appraisal will be reviewed by the management as a next step and conclusions will be discussed with the faculty/staff. The final outcome of performance review will be translated into a compensation review, extension of probation, termination of service etc. and the same will be communicated to faculty/staff in writing.

23. DISCIPLINE:

All acts/issues of commission or omission related to discipline, honesty, integrity, moral responsibility, persistent absenteeism, undermining the authority/superiors, violation of college rules/regulations, damage/loss to college property, breach of code of conduct, moral turpitude, ill treatment/harassment to staff or student, sexual harassment at work place, monetary matters, acceptance of expensive gifts/favours, bribe to or from external agency like suppliers, contractors, customers, govt officials will be treated as MISCONDUCT. The college will take proper cognizance of any complaint in respect of above misconducts and immediately act by initiating appropriate enquiry proceedings and awarding stringent punishment, if the guilt is proved. The stages of Disciplinary Procedure will be as follows.

 

- Formal verbal warning.

- First written warning.

- Final written warning.

- Termination/Dismissal.

24.    GRIEVANCE POLICY:

The management will appoint 3 members Grievance Committee consisting of Principal, Administrator and One Trustee and it will meet once in a 3 months. If required it can have more meetings also. The emphasis will be on informal and open discussion with concerned persons with a view to resolve the problem/misunderstanding etc. In case, this method does not give effective result, then a written grievance matter will be obtained and appropriate enquiry proceedings will be initiated. The decision of the committee over the grievance will be final and binding on the parties.

25.    ETHICS AND VALUES:

In the field of education, the values and ethics play a vital role. To maintain the high standards at work place, please note following.

a) Attendance is more than an academic activity and it should be marked accurately, with minimal corrections.

b) Evaluation of answer scripts should be unbiased and transparent.

c) Avoid receiving personal favours/gifts from students or borrowing money from the student community.

d) Do not celebrate birthday in any manner with students on campus.

e) Sole responsibility of personal belongings is vested with the individual.

f) As far as possible, avoid scheduling meeting/appointments/frequent leaves during normal college hours/days.

g) Ensure that internal marks are awarded as per the prefixed parameters.

h) Avoid doing personal work during evaluation schedules.

i) Faculty members should not take up jobs after college hours, including tuitions, in whatsoever manner, violation of same will invite punitive action.

j) Change to the work environment that is progressive, should be accepted by the staff.

k) Teaching is mission and not business activity.

This list is not exhaustive

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