Policy Document HRM-23-2011

15TH OF JULY 2011

1| Page

Policy Document HRM-23-2011

15TH OF JULY 2011

Section: HRM-23-2011 Section Title: Human Resource Management Policy Name: Company policy on induction and orientation for new comers Approval Authority: Board of directors Responsible Executive: Senior manager of human resource Responsible Office: Department of human resource Originally Issued: 7/27/2008 Revisions: 4/18/2009; 6/26/2010 Date of effect: 15th of July 2011 Version: 3.0 Errors or changes? Contact: Department of human resource hrm@rolex.lk

POLICY CONTENTES Page no 1) Preamble 2) Scope and purpose 3) Objectives 4) Financial incentives 04 03 04 03 03

5) Law implications

6) Responsibilities and Role of Human Resource Management Department 04 and immediate supervisors 7) Guide lines 05 8) Document control information 9) Definition 05 05

2| Page

Policy Document HRM-23-2011

15TH OF JULY 2011

1)Preamble This policy document will address and alienate the policy gap between the earlier versions of Company policy on induction and orientation for new comers and current situation. The company understands The value that a knowledgeable persons brings to the company. The importance of keeping new comers familiar with organizational culture, values and belief. The power of networking and sharing knowledge with new comers In order to build up good working relationship with employees so that an employee has a sense of belonging is able to associate himself/herself with the mission, vision and goals of the Rolex Company limited and to bring forth a positive temperament and attitude towards his/her job, all new employees as well as employees transferred or promoted to another department and/or section, must be taken through an induction and orientation programme. The utmost result must be the employee satisfaction while achieving organizational goals is the paramount initiation of this policy. 2)Scope and purpose a) This policy would constitute a conduit between the procedures which were adopted earlier for induction and orientation and new procedures of induction and orientation. Human resources department and new employee or transferred or promoted employees and supervisors and subordinates will be active components of this policy. b) This policy will cover the whole program and related activities of induction and orientation for new comers. This is not skill training or off the job training but to enlighten new comers. New comers are supposed to be informed other company directives, procedures, policies of, discipline, benefits, welfare and so on. 3)Objectives

There are some objectives to be fulfilled by the Haman Resource department, managers, supervisors working peer group trough this policy.

3| Page

Policy Document HRM-23-2011

15TH OF JULY 2011

a) Ensure that managers and/or nominated delegates make the new employee more rapidly productive by exposing the new employee to the way in which work must be performed. b) Provide managers with a tool that will reduce fear, anxiety and insecurity in the new employee. c) Alert managers on how to address a new employees expectations and reduce labour turnover. d) Ensure that managers or designated persons follow proper procedures in inducting new employees on the job. e) Provide a proper basis for the new employee to adjust to the new job and operate effectively and efficiently until a broader orientation programme is conducted. f) Save time of both the supervisor and colleagues on a new employee who is lost and cannot function effectively.

4) Financial incentives a) Financial department should prepare the budget for the induction and orientation prior to arrival of new comers. b) New comers should be paid 300 Rs per a day as allowance for the period of induction and orientation and for the employees involved in orientation should be paid 350 Rs a per a day allowances in addition to the respective salaries.

5)Law implications a) The new comer should be educated about law implication in work place including statutes for Compensation & Benefits for Your Employees, Performance Management & Employee Evaluation, Preventing Employment Discrimination & Sexual Harassment ,Time Off & Leave for Your Employees, Employees' Right to Privacy Firing Employees & Employee Resignations, Employees' Health & Safety etc. b) In addition to that the new comer should be aware of zero tolerance policy on sexual abuse. 6)Responsibilities and Role i) Human Resource Management Department a) b) Inform new employees on the Conditions of Service. Inform new employees of the disciplinary code and grievance procedure.

4| Page

Policy Document HRM-23-2011 c) d) e)

15TH OF JULY 2011

Give a brief course on customer service emphasizing on consultation, service standards, access, courtesy, information, openness and transparency, redress, best value. Give a brief course on telephone etiquette. Have a team building session in order to kindle a positive influence on the new employee.

ii) Immediate supervisor a) Depending on the nature of work which the new employee will be assigned to do, his/her immediate supervisor is required to ensure that before s/he commences duty, one or more of at least the following are provided. office or locker stationery computer or tools vehicle b) Every supervisor must compile a checklist of what is required by a new employee to enable him/her to carry out his/her duties, as well as the procedures which the supervisor will follow to ensure that new c) Employees are adequately introduced into the workplace. d) The immediate supervisor or his/her nominated delegate is responsible for inducting a new employee on the job. Such delegate must be carefully chosen and properly trained in order to do this effectively. e) The Induction Programme must be conducted on the first day of the new employee commencing duties and the duration of which will be for not more than three hours per day over not more than two days in order not to overwhelm the employee with information. f) By not later than the second day of the new employees service, his/her immediate supervisor must furnish the new employee with his/her job description and explain the functions that s/he is expected to perform and g) Discuss the employees responsibilities so that the new employee fully understands at the outset what is expected from him/her. h) The checklist (see above) must be completed by the immediate supervisor and sent to Human Resources for filing on the new employees personal file. i) The immediate supervisor or manager must be available to assist the new employee by answering questions raised by the new employee and to pay attention to his/her problems. j) It is the responsibility of the immediate supervisor to regularly enquire how the new employee is coping with his/her works k) It is the responsibility of the immediate supervisor or his/her nominated delegate to arrange for the new employee to attend the orientation programme within the first 3 months of the employees service. l) It is the responsibility of the immediate supervisor to arrange for transport for the new employee to attend the orientation programme. m) Responsibility to attend the orientation programme rests with the new employee who must be adequately informed by his/her supervisor.

5| Page

Policy Document HRM-23-2011

15TH OF JULY 2011

7)Guide lines New comers are strongly encouraged to join induction and orientation programmers. For more details please Refer to policy document number HRM-05-2011 on training policy

8)Document control information This policy is supposed to be circulated among Human resource Department and supervisors only. 9) Definitions New comer: an employee who is new recruited or just promoted or transferred from other department or a branch Immediate supervisor: the employee who is just above in position and the responsibility from the new comer

Board of directors Rolex Company limited

6| Page