Employee Handbook
Congratulations on your appointment and welcome to the team at INREM Foundation! We are excited that you have decided to join us and look forward to a long, happy and successful partnership together. We want to ensure that your interactions with other INREM Foundation employees and our stakeholders will reflect the value that INREM Foundation places on people, teamwork, bottom-up management and our commitment to superior customer service.
The purpose of this Manual is to introduce you to the INREM Foundation, give you some information about our history, our clients and what we do. You will also find information about your terms and conditions and employment, our expectations around your behavior and our policies and procedures. This manual should be read in conjunction with your Contract of Employment.
This Manual is by no means an exhaustive guide to your employment with us. It has been developed to act as a resource and reference for you. The policies within this Manual are easily listed and easily accessed via the contents page. This Manual will be updated as required as our business evolves and grows. You will be notified of any changes as they occur. If you have any questions about the content, please do not hesitate to contact HR Cell.
History of INREM
INREM Foundation is a research institution probing societal issues concerning water, public health, agriculture and the environment. The institution develops innovative inter-disciplinary solutions and brings them into the wider domain of practice by participating with communities and government. INREM Foundation is a research institution probing societal issues concerning water, public health, agriculture and the environment. The institution develops innovative inter-disciplinary solutions and brings them into the wider domain of practice by participating with communities and government. INREM was constituted in 1994 with support from Winrock International, Ford Foundation and Rockefeller Foundation. It originally started with a need felt by natural resource economists to impact teaching, training and research in their field in India. Under the guidance of Dr. Katar Singh, formerly RBI Chair Professor, Institute of Rural Management, Anand, the organization has now developed into a recognized institution in the field of natural resource management with special focus on water resources related research, field implementation, training and policy formulation. The INREM Board supervises the functioning of the organization. INREM is also guided by an Institutional Ethics Committee that supervises the ethical practice of research performed by the organization.
Purpose of the manual
This manual helps to establish robust structure and a basic set rules that INREM uses to manage it’s people on a day to day basis.
This is important because using a structured approach from day one will help you to ensure:
that: you meet your basic legal obligations
that you help your people managers to make consistent and reliable decisions – this promotes a culture of fairness
that you have established a clear understanding of expectations, rules and consequences
that you welcome and introduce your employees to your business and their new job
It takes some effort but brings definite long-term benefits as it will minimise the incidence of people reverting to their own set of rules which in turn reduces disputes or grievances caused by confusion, and it adds to the overall professionalism of your business operations.
Our mission, vision and values
INREM Foundation’s mission is to help our communities adopt sustainable and resilient lifestyles.
Vision Statement:
Our aim is to be:
Known for high quality outcomes
Known for growth strategies
Values:
Respected
Trusted Advisors
Experts
Flexible
Your employment
Your employment with INREM Foundation is essentially governed by your contract of employment, INREM Foundation Policies, in conjunction with this Manual. The following section provides general information regarding your pay, conditions and our expectations of you.
You would have received the login credentials to INREM ERP and your official email-id. You will be able to see INREM policies and procedures from your dashboard.
Employee Database: INREM ERP keeps all personnel information and records in its database for smooth functioning of the business.
Payroll
Your pay cycle is monthly.
INREM HR Cell will help you open a salary account with INREM’s bankers. In case you already have an account with the same banking company you may provide information regarding the same.
Pays will be automatically deposited electronically into such bank account on the 1st day of the next month.
Taxation payments are automatically deducted from your salary. Superannuation payments are paid into your nominated fund.
Changing Pay Details
Please advise the HR Cell via email should you wish to change any pay details like changing or closing your bank account. Please ensure you notify us prior to the date you wish for the change to be effective by. All requests for changes should be made via email to payroll@inremfoundation.org
Hours of Work
INREM Foundation has a 5-day week system in Head office and in field office.
Arrival at work: 10:00 a.m.
A relaxation of 30 minutes for 3 days a month is allowed, failing which half-day presence will be counted.
Departure from work: 6:00 p.m.
A relaxation of 30 minutes for 3 days a month is allowed, failing which half-day presence will be counted.
An Attendance Register is maintained at the offices of INREM Foundation. For the field-work purposes, a movement register is maintained at field office independently.
Overtime and Additional Hours
INREM Foundation does not encourage overtime or additional hours of work. And No payment shall be made for any additional hours of work put in by the employee.
Only certain employees at Junior level like drivers, support staff shall be separately notified by ED as being eligible to work overtime with approval of their respective supervisors and shall be paid at special rates for overtime work as specified under Gujrat Shops and Establishments Act.
Lateness for work
Any absence or late arrival due to illness, injury or any other reason, and the expected duration of leave must be personally reported to your supervisor as soon as practicable (and prior to your normal starting time wherever possible). If you are unable to do this personally, you are requested to ask someone to telephone on your behalf.
Subsequent to this, you must keep your manager informed of your progress.
Wherever possible you should make dental, medical, business or other appointments outside your normal working hours.
It is essential that you are ready to commence work at your normal commencement time as other employees and the business depend upon you and your contribution.
Travel
Reasonable travelling expenses, where incurred in the performance of an employee’s duties, will be reimbursed, provided that all claims are made on the appropriate form, signed by the appropriate Manager and supported with the necessary substantiating documentation. The payment of expenses is at all times subject to the prior authorisation of, and at the discretion of, the Practice.
Employees should arrange travel and accommodation through the INREM Foundation preferred travel supplier prior to departure.
The detailed entitlements and procedure for travel can be accessed in the ‘Travel Policy’ in the Finance Manual of INREM Foundation.
Leave Policy
Holidays
The days of National and Cultural Importance will be considered as holidays.
A yearly list of at least 14 holidays will be prepared by HR Cell and circulated to all the employees before the beginning of a financial year.
The list may be different for each location, taking into account local holidays. Except that the three national holidays for Republic Day, Independence Day and Gandhi Jayanti will be there compulsorily on each list.
General leave policy
Unless specified otherwise, employees referred to in this policy mean permanent full-time or part-time employees.
All employees are entitled to leave in accordance with this policy and other statutory provisions. Where the entitlements or practices in this document conflict, the applicable award, workplace agreement, employment contract or employment law takes precedence.
All planned leave has to be mutually agreed, and take into account workloads and the employee’s needs. Leave must be approved in advance, except when the employee can’t anticipate the absence. Any documents regarding leave will be kept on the employee’s personnel file.
Leave shall be applied through the employee’s dashboard on the INREM ERP system.
The format for Leave is as follows:
LEAVE APPLICATION FORM
Name of Applicant:……………………………………… Date: ………………..
Leave applied for: Casual / Medical / Privilege: …………….
Head office / Site office: …………………….
To: Head Office: ANAND
Nature of Leave | From | To | Total Annual Leave Available | Leave Balance Available after this application |
Casual | ||||
Medical | ||||
Privilege | ||||
Reason: _____________________________________________________________________________________
Signature of the Applicant:_______________________
Contact Address and Tel. No. during leave: _______________________________
Sanctioned by ____________________________________
INREM Foundation allows its employees the following category of Leave-
Casual Leave
Seven days of casual leave may be taken during the financial year with prior approval. The leave shall be credited to the account of the staff at the beginning of the fiscal year and shall lapse, if it is not availed. More than 2 casual leaves cannot be taken together. No encashment of Casual Leave is allowed.
Medical Leave
15 days can be availed by any employee during the Financial Year with prior approval. Medical leave does not necessitate the production of any medical certificates. The leave shall be credited to the account of the staff at the beginning of the fiscal year and shall lapse, if it is not availed. The Medical Leave cannot be carried forward to the next year. No encashment of Medical Leave is allowed.
Compassionate leave policy
Compassionate leave is paid leave taken by an employee to spend time with a family member/member of the employee’s household, who has a personal illness, or injury, that poses a serious threat to his/her life, or after the death of a family member/member of the employee’s household.
Each employee is entitled to a period of two days paid compassionate leave for each occasion where a family member has died, or the employee needs to spend time with a seriously ill family member. Additional unpaid leave maybe granted at management discretion. Compassionate leave is allowed under overall balance of Medical Leave.
Privilege Leave
An employee shall earn a leave for each twenty days of work put in the year. Privilege Leave can be accumulated and carried forward; a maximum of 63 days of privilege leave shall be allowed to be accumulated and carried forward.
Privilege shall be allowed only with prior approval.
INREM encourages its staff to take occasional break from work.
All weekends and holidays during the duration of the Privilege leave shall not be counted as leave.
Encashment of Privilege Leave-
❖ Encashment of Privilege Leave is allowed only in case of separation.
❖ Encashment of accumulated PL together with PL earned (on Pro rata basis) till the date of leaving of an employee shall be encashed at the time of full and final settlement.
❖ Privilege Leave will be cashed at the rate of last drawn basic salary.
No leave can be taken during the notice period.
Maternity Leave
As per the requirement of The Indian Maternity Benefit Act of 1961, INREM Foundation allows female employees to take six months or 26 weeks of paid leave at the time of birth of their first two children. The female employee should have worked at least 80 days with the organization in the preceding year, prior to such leave.
For each subsequent child, the mother can take three months or 12 weeks of leave, which is also fully paid for by INREM.
The Act also extends the same benefits to commissioning, and surrogate mothers, who are eligible for the entire maternity leave salary for up to 180 days or 26 weeks.
Adoptive mothers are entitled to 12 weeks of leave, starting from the day they adopt a child under three months old.
During the maternity leave period, the normal benefits and entitlements of the employee including her contractual rights and accumulation of seniority, shall continue uninterrupted and her period of employment shall not be considered to have been interrupted, reduced or broken.
Employee is encouraged to announce her pregnancy to her immediate supervisor as early as possible, and on such grounds, she will be allowed time off for her antenatal visits. Similarly same way, the nursing mother will be allowed time off during working hours for breast-feeding. The duration of absence should be determined on a case-by-case basis, but should not exceed a period of two hours per day for a maximum of six months after giving birth of the child.
However, if Maternity leave is requested for extension with proper Medical certificate beyond 26 weeks - the sanctioning of extension will depend fully on the discretion of appropriate authority and Leave policy of the Organization.
Paternity Leave:
Maximum of 15 days, if applied for, shall be allowed to the male employee once every two years as paternity leave on the birth of his child.
During probation and under temporary terms of service, there are no provisions for paternity leave.
Leave ‘in lieu of’:
This leave is available to the person who worked on schedule holidays or on Saturdays and/or Sundays for office work. This will be sanctioned mutually according to the request of the person and the convenient of the office.
Leave in Advance
In some circumstances, leave in advance of what leave has accrued may be approved. This is conditional on the employee agreeing to the organization deducting any advance in the event of termination, or to the employee accepting leave without pay.
Leave without pay policy
Management has the discretion to approve leave without pay that an employee is not otherwise entitled to.
Business Environment
Work Areas
As many employees work in an open plan area, it is important that your workstation and or desk remains clean and tidy and free of boxes, papers and magazines. Our expectation is that your workstation will be cleared and tidied at the end of every day. Any items that require storage should be put away, hard copy paper files should be kept to a minimum, with soft copies of files stored on the relevant shared drive electronically. Laptops should not be left on desks overnight unless you have your own lockable office.
Security
Employees must ensure that all confidential/sensitive documents are locked away at night. You should make sure that your personal belongings and valuables are locked away and secured. Personal property is not covered by Company insurance.
Kitchen and Bathrooms
Please keep the kitchen and bathroom areas clean at all times, cleaning up after use. You should be mindful that these are public areas and you should be respectful to others by always cleaning up after yourself. If you use dishes, wash them immediately after use.
If there are any issues with these facilities, you should notify your Manager immediately.
Meeting rooms
If you need to book or use a meeting room, please ensure that you book through the front desk or any other appropriate mechanism notified by the Admin Cell. Please tidy up after meetings, take away your dirty cups, files papers etc. Place chairs back in position and clean all work away.
Printing
Save costs on printing wherever possible by printing on both sides of paper. Please pick up all printed matter off the printer and ensure that the printer is stocked with paper. Colour printing should be kept to a minimum.
Waste Bins
Most individuals will have these under their desk. These bins should be used for any items which are not recyclable e.g.; plastics, metal, a pen, food scraps etc. Please use your discretion and be mindful of disposing food scraps in the office. Liquids should not be poured/ placed into bins.
Recycling Bins
Please recycle where you can, using the appropriate bins. Only paper and cardboard with NO company, client or candidate information is to be placed into these bins. NO general rubbish is to be placed in these bins.
Security Disposal/Shredders
Paperwork with any sensitive or confidential INREM Foundation information needs to be disposed of by being shredded. Please contact the Admin Cell for assistance in this regard.
The noise factor
Try to avoid shouting at each other across the office or on site at a client and respect people’s busy periods or meeting times. Or if someone is engrossed in something at their computer or there are more than two people meeting with someone, it usually means they are busy. Try to talk quietly when you are on the telephone and respect others around you.
Code of Conduct Policy
Purpose
This policy affirms INREM Foundation’s belief in responsible social and ethical behaviour from all employees. This policy clarifies the standards of behaviour that INREM Foundation expects of all employees.
Principles
Our employees contribute to the success of our organisation and that of our Clients. INREM Foundation fully endorse that all employees are not deprived of their basic human rights.
Furthermore, our employees have an obligation to the organization, external and internal customers and themselves to observe high standards of integrity and fair dealing. Unlawful and unethical business practices undermine employee and Client trust.
Policy
Our Code of Conduct policy applies to all employees and provides the framework of principles for conducting business, dealing with other employees, customers, communities, donors and suppliers. The Code of Conduct does not replace legislation and if any part of it is in conflict, then legislation takes precedence. This policy is based on the following:
Act and maintain a high standard of integrity and professionalism
Be responsible and scrupulous in the proper use of Company information, funds, equipment and facilities
Be considerate and respectful of the environment and others
Exercise fairness, equality, courtesy, consideration and sensitivity in dealing with other employees, clients and suppliers
Avoid apparent conflict of interests, promptly disclosing to a senior leader, any interest which may constitute a conflict of interest.
Promote the interests of INREM.
Perform duties with skill, honesty, care and diligence
Abide by policies, procedures and lawful directions that relate to your employment with INREM Foundation and/or our donors.
Avoid the perception that any business transaction may be influenced by offering or accepting gifts.
Under no circumstances may employees offer or accept money
Any employee, who in good faith, raises a complaint or discloses an alleged breach of the Code, whilst following correct reporting procedures, will not be disadvantaged or prejudiced. All reports will be dealt with in a timely and confidential manner.
INREM expects co-operation from all employees in conducting themselves in a professional, ethical and socially acceptable manner of the highest standards.
Any employee in breach of this policy may be subject to disciplinary action, including termination.
Should an employee have doubts about any aspect of the Code of Conduct, they must seek clarification from the HR Cell.
This policy will be regularly reviewed by INREM Foundation and any necessary changes will be implemented.
Dress Code Policy
INREM Foundation’s objective in establishing a safe and comfortable environment includes setting some standards for workplace dress code. This is to enable all people to project a professional image that is in keeping with the needs of our donors and communities to trust us.
Office Employees
Office employees are expected to dress business casual during work hours. Office employees must dress in a neat and well-presented manner at all times.
Prohibited Clothing
Employees should not wear ripped clothing of any sort, low cut clothing such as jeans and shirts, track suits (pants or windcheaters) or thongs or open toed shoes.
Exceptions
INREM Foundation will allow employees to wear casual clothing on Fridays only.
IT, Internet, Email and Social Media Policies
Internet Use
The internet is provided by INREM Foundation for business use. Limited private use is permitted if the private use does not interfere with a person’s work and that inappropriate sites are not accessed e.g. pornographic, gambling. Management has the right to access the system to check if private use is excessive or inappropriate.
Failure to comply with these instructions is an offence and will be subject to appropriate investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include dismissal. Staff need to be aware that some forms of internet conduct may lead to criminal prosecution.
Email Use
Email facilities are provided for formal business correspondence.
Take care to maintain the confidentiality of sensitive information. If emails need to be preserved, they should be backed up and stored offsite.
Limited private use of email is allowed if it doesn’t interfere with or distract from an employee’s work. However, management has the right to access incoming and outgoing email messages to check if an employee’s usage or involvement is excessive or inappropriate.
Non-essential email, including personal messages, should be deleted regularly from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion.
All emails sent must include the approved business disclaimer.
To protect INREM Foundation from the potential effects of the misuse and abuse of email, the following instructions are for all users:
No material is to be sent as email that is defamatory, in breach of copyright or business confidentiality, or prejudicial to the good standing of INREM Foundation in the community or to its relationship with staff, customers, suppliers and any other person or business with whom it has a relationship.
Email must not contain material that amounts to gossip about colleagues or that could be offensive, demeaning, persistently irritating, threatening, discriminatory, involves the harassment of others or concerns personal relationships.
The email records of other persons are not to be accessed except by management (or persons authorised by management) ensuring compliance with this policy, or by authorised staff who have been requested to attend to a fault, upgrade or similar situation. Access in each case will be limited to the minimum needed for the task.
When using email a person must not pretend to be another person or use another person’s computer without permission.
Excessive private use, including mass mailing, “reply to all” etc. that are not part of the person’s duties, is not permitted.
Failure to comply with these instructions is a performance improvement offence and will be investigated. In serious cases, the penalty for breach of policy, or repetition of an offence, may include dismissal.
This policy also applies to all employees, contractors and sub-contractors of INREM Foundation who:
have an active profile on a social or business networking site such as LinkedIn, Facebook, Instagram, Twitter and Snapchat;
write or maintain a personal or business’ blog; and/or
post comments on public and/or private web-based forums or message boards or any other internet sites.
This policy does not form part of an employee’s contract of employment. Nor does it form part of any contractor or sub-contractor’s contract for service.
Professional Use of Social Media
INREM Foundation expects its employees to maintain a certain standard of behaviour when using Social Media for work or personal purposes.
This policy applies to all employees, contractors and sub-contractors of INREM Foundation who contribute to or perform duties such as:
maintaining a profile page for INREM Foundation on any social or business networking site (including, but not limited to, LinkedIn, Facebook, Instagram, Twitter and Snapchat);
making comments on such networking sites for and on behalf of INREM Foundation;
writing or contributing to a blog and/or commenting on other people’s or business’ blog posts for and on behalf of INREM Foundation; and/or
posting comments for and on behalf of INREM Foundation on any public and/or private web-based forums or message boards or other internet sites.
Procedure
No employee, contractor or sub-contractor of INREM Foundation is to engage in Social Media as a representative or on behalf of INREM Foundation unless they first obtain INREM Foundation’s written approval.
If any employee, contractor or sub-contractor of INREM Foundation is directed to contribute to or participate in any form of Social Media related work, they are to act in a professional manner at all times and in the best interests of INREM Foundation.
All employees, contractors and sub-contractors of INREM Foundation must ensure they do not communicate any:
Confidential Information relating to INREM Foundation or its clients, business partners or suppliers;
material that violates the privacy or publicity rights of another party; and/or
information, (regardless of whether it is confidential or public knowledge), about clients, business partners or suppliers of INREM Foundation without their prior authorisation or approval to do so; on any social or business networking sites, web-based forums or message boards, or other internet sites.
Confidential Information includes any information in any form relating to INREM Foundation and related bodies, clients or businesses, which is not in the public domain.
Private / Personal Use of Social Media
Procedure
INREM Foundation acknowledges its employees, contractors and sub-contractors have the right to contribute content to public communications on websites, blogs and business or social networking sites not operated by INREM Foundation. However, inappropriate behaviour on such sites has the potential to cause damage to INREM Foundation, as well as its employees, clients, business partners and/or suppliers.
For this reason, all employees, contractors and sub-contractors of INREM Foundation must agree to not publish any material, in any form, which identifies themselves as being associated with INREM Foundation or its clients, business partners or suppliers.
All employees, contractors and sub-contractors of INREM Foundation must also refrain from posting, sending, forwarding or using, in any way, any inappropriate material including but not limited to material which:
is intended to (or could possibly) cause insult, offence, intimidation or humiliation to INREM Foundation or its donors, customers business partners or suppliers;
is defamatory or could adversely affect the image, reputation, viability or profitability of INREM Foundation, or its clients, donors, business partners or suppliers; and/or
contains any form of Confidential Information relating to INREM Foundation, or its clients, donors, business partners or suppliers.
All employees, contractors and sub-contractors of INREM Foundation must comply with this policy. Any breach of this policy will be treated as a serious matter and may result in disciplinary action including termination of employment or (for contractors and sub-contractors) the termination or non-renewal of contractual arrangements.
Other disciplinary action that may be taken includes, but is not limited to, issuing a formal warning, directing people to attend mandatory training, suspension from the workplace and/or permanently or temporarily denying access to all or part of INREM Foundation’s computer network.
For the purposes of this policy, the following definitions apply:
Social Media includes all internet-based publishing technologies. Most forms of Social Media are interactive, allowing authors, readers and publishers to connect and interact with one another. The published material can often be accessed by anyone. Forms of Social Media include, but are not limited to, social or business networking sites (e.g. Facebook, LinkedIn), video and/or photo sharing websites (e.g.. YouTube, Instagram), business/corporate and personal blogs, micro-blogs (e.g. X), chat rooms and forums and/or Social Media:
Recruitment
Policy
INREM Foundation recognises a robust and professional approach to recruitment and selection helps us to attract and appoint individuals with the necessary skills and attributes to fulfil our aims and support our organization goals.
All appointments should be made on the Principle of Merit, compliance with all relevant Federal and State Legislation and adherence to this policy and related processes.
INREM recruits people via the following methods:
Internal
External
Employee Referred
Procedure
As part of INREM’s HR processes defined in the HR manual, we outline here recruitment process to be followed for all recruitments in INREM. These steps are to be documented for each Hire of the organization as per the guideline given below.
Step 1: Identification of position
Any of INREM’s ongoing or future projects can have an opening for a position defined by a particular need. This can be specific to a project or cutting across different projects as a common role. Apart from this, as a whole there can be a need for the organization to have a role being filled up. This can also be defined independent of any project(s).
Step 2: Appropriate search committee
A search committee can be of minimum 3 and maximum 5 persons, with representatives from programmatic and Accounts/administration. In case of position that are based locally in any team location and are of local interest, the search committee needs to comprise of the team leader (unless (S)he is the position of interest), and representatives from the organization leadership across programmes of interest. For example, if the role is specific to a project, the organization leadership staff specifically coordinating that project may be included within the search committee. In case of position at the organization level, the committee can comprise of individuals from the leadership positions across programmes. Apart from the above, any individual of the organization may be nominated into the search committee based on particular interest in being available within the search committee for this position.
Step 3: Promotion of Job description
The job description needs to cover appropriately: job title, purpose, duties/responsibilities, qualifications (necessary/preferred), time duration of position. It needs to accommodate for any language needs of potential applicant. Promotion of job description needs to keep in mind accessibility (and therefore inclusion issues) of potential candidates. Appropriate time duration of a minimum 15 days period should be provided for application. Apart from existing networks of partners and other organizations, the JD can be posted in social media and if needed, in paid platforms for wider reach, but not necessarily. Promotion of the JD needs to keep in mind the organization brand and must be seen also as a reflection of what the organization stands for. Expression of diversity and inclusion issues along with work atmosphere can be stated as part of this promotion.
Step 4: Shortlisting of candidates
The search committee needs to look out for possibilities of conflicts of interest among job applicants in different manners eg. association with search committee members, relatives or other acquaintances within the committee/organization, linkages with the donors of projects and possible influence over the position, and other such means of bias. Secondly, the search committee needs to look at an index of selection based on Skill/Experience and Diversity/inclusion for shortlisting the candidate. Diversity issues can be addressed by looking at the current diversity dashboard of the organization. For example, one important aspect of Gender inclusiveness needs to be looked at and a measure of 33% of women across the organization is a first milestone to be considered. Other aspects of inclusion can also be recognized here.
A minimum of 3 or maximum of 10 candidates can be shortlisted for any position. In case, there is need for more candidates to be shortlisted, it can be documented.
Step 5: Selection of candidate for position
Keeping into account, the above criteria for shortlisting, remote or direct interview needs to be held at appropriate convenient time with the shortlisted candidate by the search committee. Selection of candidate will be based on discussion by the search committee on both aspects of Skill/Experience and Diversity/Inclusion. Based on this, the top candidate can be offered the position.
Step 6: Decision related to the offer
Some variables can be decided upon based on the particular position. Location could be a variable in some cases and flexibility of work from home, or working from a particular location, could be decided upon by the search committee in consultation with further related staff of the organization, consistent with current HR policies. Based on experience, and the role being offered, salary could be a variable in some cases (apart from those where this is no flexibility), and here, HR process of the organization should be referred for the appropriate range that be accommodated. Any other variable based on particular request of the candidate on inclusion considerations, may be considered and discussed with specific committee of the organization.
Appointment
A hard-copy of an appointment letter (in duplicate) on the letter-head of INREM Foundation, duly signed and dated by the Executive Director will be sent to the selected candidate. On acceptance of the appointment, the candidate will have to produce the following documents in original for verification and 1 self-attested copy for official record maintenance.
Joining note
Relieving letter of previous organization (if applicable)
Work experience certificates
SSC, HSC, Graduation & Post-graduation and Other Educational certificates
Extra-curricular activities & certificates
Copies of publications
Birth-certificate or school leaving certificate
PAN Card and Aadhar Card.
Proof of Residence, if it is different from that mentioned in Aadhar.
Physical fitness certificate.
Induction
Policy
INREM Foundation will make sure all new employees feel welcome and are ready to start work safely and competently through the use of a proper formal Induction process, which this manual forms part of.
Procedure
Complete an induction plan for each new starter with details of:
introductions
welcome tea
workplace tour
Organization and Project overview
who’s who
nominated buddy
a working safely plan
training plan
IT system orientation
Policy and procedural requirements.
Training and Development
Policy
INREM Foundation will give employees adequate training to do their job safely and competently. We encourage employees to participate and to highlight any gaps in their own skills or knowledge they believe they have.
Training includes internal on-the-job training, written instructions such as standard operating procedures, coaching, external training and courses. Safety training takes precedence.
INREM Foundation commits to providing every employee with 7 training days annually.
Probation
Policy
The 3-month probationary period is a time for both the employee and the business to assess suitability, fit and competency within a role. During this period the INREM Foundation commits to reviewing employee performance and at the end of this time ongoing permanent employment will be confirmed.
Procedure
Use system to track and monitor probationary periods
Managers to give informal and formal appraisal during the probation period.
Give at least one formal appraisal four weeks before the end of probation.
At the end of the probation period, complete a final probation appraisal and advise the employee of the result via a formal written letter.
Occupational Health and Safety
Policy
INREM Foundation will, as far as practicable, provide a safe work environment for the health, safety and welfare of our employees, contractors, visitors and members of the public who may be affected by our work.
To do this, INREM Foundation will:
develop and maintain safe systems of work, and a safe working environment
consult with employees and health and safety reps on safety
provide protective clothing and equipment, and enforce its use
provide information and training for employees
assess all risks before work starts on new areas of operation, for example, buying new equipment and setting up new work methods, and regularly review these risks
remove unacceptable risks to safety
provide employees and contractors with adequate facilities (such as clean toilets, cool and clean drinking water, and hygienic eating areas)
Ultimately, everyone at the workplace is responsible for ensuring health and safety at that workplace.
All persons responsible for the work activities of other employees are accountable for:
identifying practices and conditions that could injure employees, clients, members of the public or the environment
controlling such situations or removing the risk to safety. If unable to control such practices and conditions, report these to their manager
INREM Foundation demands a positive, proactive attitude and performance with respect to protecting health, safety and the environment by all employees, irrespective of their position.
Manual handling policy
It is INREM Foundation’s policy to provide all employees with a safe and healthy workplace by identifying, assessing and controlling manual handling risks.
While management is responsible for the health, safety and welfare of all staff, all employees must report potential and actual manual handling hazards.
Never lift or manually handle items larger or heavier than you can easily support. If you are in any doubt, do not hesitate to ask for help.
Workers’ compensation policy
All employees may be eligible for workers’ compensation benefits if injured while at work.
Injury procedure
If there is an injury:
The first priority is medical attention. The injured worker or nearest colleague should contact one of INREM Foundation’s first aiders. For a serious injury also call an ambulance.
Any employee who is injured on the job, experiences a safety incident or a near miss, must report the incident to their manager.
The manager must write a report in the Register of Injuries, Incidents and Near Misses. This standard report must include:
employee’s name and job details
time and date of injury
exact location the injury/incident occurred
how the injury/incident happened
details of the injury/illness and the part/s of the body injured
names of any witnesses
name of the person entering details in the Register
date the employer was notified
INREM Foundation will let the injured employee know in writing that we have received notification of any injury or illness reported in the Register.
The manager must report serious injuries to WorkSafe immediately.
Smoking policy
INREM Foundation has a non-smoking policy. Smoking is not permitted on INREM Foundation property or in offices at any time.
Smokers who need to take breaks should do so in their allotted breaks (no more than 3 per day in addition to their lunch break). These breaks must be limited to 10 minutes from leaving the workplace to recommencing work. These breaks must not be taken at the entrance to INREM Foundation offices. Excessive smoking breaks will be regarded as absenteeism and performance improvement action may be taken.
Alcohol and drugs policy
INREM Foundation is concerned by factors affecting an employee’s ability to safely and effectively do their work to a satisfactory standard. INREM recognises alcohol or other drug abuse can impair short-term or long-term work performance and is an occupational health and safety risk.
INREM Foundation will do its utmost to create and maintain a safe, healthy and productive workplace for all employees. INREM Foundation has a zero tolerance policy in regards to the use of illicit drugs on their premises or the attending of other business related premises (e.g. clients) while under the influence of illicit drugs. Contravening either of these points may lead to instant dismissal.
INREM Foundation does not tolerate attending work under the influence of alcohol. This may result in performance improvement action or dismissal.
Driving over the legal limit or under the influence of illicit drugs is illegal.
Flexible work Arrangements
Flexible work arrangements are considered as a form of reasonable adjustments to allow people with a disability to work safely and productively. This may also be allowed in case of employees with children less than 5 years old or those with substantial caregiving responsibility to an immediate family member.
This right applies to all employees including permanent full-time and part-time employees, regardless of role of job function.
Employees must put such a request in writing.
INREM Foundation will provide a written response granting or refusing the request within 21 days and will only refuse such requests on reasonable business grounds. These reasons will be detailed in the written refusal.
Options for flexible work practices
Flexible work options which may be considered by INREM Foundation include:
permanent, part-time work
graduated return to work (for employees returning from parental leave), e.g. the employee returns part time and then builds up to full-time work flexible start and finish times for staff to accommodate child care and school pick-up requirements
flexible rostering such as working split shifts
job-sharing - where two or more employees share one full-time position, each working on a part-time basis
work from home
compressed hours – where the employee works additional daily hours to provide for a shorter working week or fortnight
This is not an exhaustive list, and other options may be agreed.
Employees utilising flexible work practices will be treated no less favourably than any other employee. Flexible working is not a barrier to promotion or supervisory responsibilities.
Performance Management
Policy
The purpose of performance management is to improve performance. It is an ongoing process. It should include informal and formal review. We encourage a two-way process, that is, employees can also give management feedback on performance.
All employees will undergo a formal performance review with their immediate managers at least once a year.
Performance Appraisal System:
ϖ Staff Performance Appraisal Cycle is from 01 April to 31 March.
ϖ Increment/ improvement letters are issued on 01 April, every year.
ϖ All employees, who have joined on or before 30 September are eligible.
ϖ During a review, the organisation will take into account the merit and performance of the employee as well as skills and values displayed.
Performance Appraisal Criteria:
❖ Section A: This section captures the Technical Competencies and Achievement against Key Result Areas and carries 80% weightage. (This section has to be filled by Appraisee & discussed with Appraiser)
❖ Section B (Qualitative Comments): This section is to be filled by Appraisee and captures the significant achievements/ contributions during the year, Training need, Career aspirations.
❖ Section C (Qualitative Comments): This section is to be filled by Appraiser and captures any critical incidents or behavioral events observed during the assessment year and developmental plans for performance improvement.
❖ Section D: This section is to be filled by Appraiser and captures Behaviour Competencies and it carries 20% weightage.
In the appraisal, the organization considers the merit; performance of the employee’s as well as values displayed.
Procedure
The manager and the employee agree on the date for a performance appraisal meeting to allow time to prepare.
The manager and employee will meet and openly and constructively discuss performance over the period.
The manager and the employee will agree any objectives and outcomes for the next appraisal period.
Training and development will be considered as part of the process.
Notes should be taken of the meeting and copies kept.
Outside of this formal process, employees are encouraged to raise any issues they have when they arise.
Performance improvement
Policy
Where warranted INREM Foundation will use improvement processes to improve performance. Should such improvement processes be unsuccessful in improving an employee’s performance, INREM Foundation may decide to end an employee’s employment. Depending on the circumstances, performance improvement action may include verbal or written warnings, counselling or retraining.
INREM Foundation requires a minimum standard of conduct and performance which will be made clear to employees in management appraisals. If an employee does not meet this standard, INREM Foundation will take appropriate corrective action, such as training. Formal performance improvement procedures will generally only start when other corrective action fails.
If an employee deliberately breaches business policy or procedure, or engages in misconduct, INREM Foundation may start improvement procedures, or, in cases of serious misconduct or breach of policy, may dismiss an employee.
Each employee must understand their responsibilities, be counselled and given the opportunity to reach the standards expected of them. INREM Foundation will give an employee the opportunity to defend themselves before management takes further action.
Note: If employees have a disability that requires reasonable adjustments to be made to the workplace or job to allow you to work safely and productively, they should raise this with their manager. INREM Foundation will only refuse such requests on reasonable business grounds.
Procedure
INREM Foundation will advise the employee of any shortfall in their performance, and give them an opportunity to respond.
Once they respond, the manager will consider their response and decide if performance improvement action should be taken. INREM Foundation will provide support such as training where appropriate.
If the employee is given a verbal warning, the manager should make a note of it, date it and sign it.
The manager will advise the employee in clear terms what they see as the performance problem or the unacceptable conduct. To highlight the deficiency they should use specific examples, and refer to the correct policy or procedure.
The manager will allow the employee to respond before making a decision and consider the employee’s responses. The employee may have a support person present at such meetings.
The manager will decide if more action is needed.
If a written warning is to follow, the manager is to:
document it and give the employee a copy
give the employee the opportunity (and their support person the opportunity) to sign the warning
keep a copy on file
The warning must clearly define:
the deficiency
a clear explanation of the expected standard
by when the employee needs to achieve it
how the business will help the employee achieve the improvement required
consequences of failing to improve
The manager concerned will keep a record of all meetings, training and/or coaching given and a summary of discussions, and put a copy on the employee’s personnel file. This should include date, location and time of discussion.
They will continue to support the employee and note the support they give, for example, training or counselling.
If the employee’s performance or conduct doesn’t improve, the manager will give the employee a final written warning and follow steps 4–10 above. This document needs to warn the employee in clear terms INREM Foundation will terminate their employment if there is not enough improvement, and a sustained improvement in, their performance.
Note: some circumstances justify going straight to a second or final warning.
Gross or serious misconduct policy
Summary (instant) dismissal for gross or very serious misconduct is possible (depending on the facts involved). Management should seek advice before taking this step.
Procedure
The manager is to investigate the alleged offence thoroughly, including talking to witnesses, if any.
The manager should ask the employee for their response to the allegation (taking notes of this discussion) and allow them to have representation. The manager should also have a witness present. The manager shall give genuine consideration to the employee’s response and circumstances.
If still appropriate, following a thorough investigation, the manager can terminate/dismiss the employee.
The manager should keep a file of all evidence collected and action taken in these circumstances.
INREM Foundation will send the employee a letter of termination noting brief details.
Grievance complaints
Policy
INREM Foundation supports the right of every employee to lodge a grievance with their manager if they believe a decision, behaviour or action affecting their employment is unfair. An employee may raise a grievance about any performance improvement action taken against them.
We aim to resolve problems and grievances promptly and as close to the source as possible. When necessary, INREM Foundation will escalate a grievance to the next higher level of authority for more discussion and resolution, and continue escalating it to the level above until it is resolved.
Managers will do their utmost to action grievances objectively, discreetly and promptly. Be aware that grievances that are misconceived, vexatious, and lacking substance may result in disciplinary action being taken against the employee lodging the grievance.
Procedure
The employee should try to resolve the grievance as close to the source as possible. This can be informal and verbal. At this stage, every possible effort should be made to settle a grievance before the formal grievance process starts. If the matter still can’t be resolved, the process continues and becomes formal.
To start the formal grievance the complainants must fully describe their grievance in writing, with dates and locations wherever possible and how they have already tried to settle the grievance. The grievance may be addressed to the supervisor; in case supervisor is the person against whom the grievance is raised the complaint should be addressed to the skip level supervisor and so on. The employee may also reach out to the HR Cell. HR Cell shall be kept in loop when formal grievance is lodged.
The person(s) against whom the grievance/complaint is made should be given the full details of the allegation(s) against them. They should have the opportunity and a reasonable time to respond before the process continues.
If the grievance still can’t be resolved, refer the matter to the Executive Director for consideration and a final decision. A grievance taken to this level must be in writing from the employee.
Protection (Prevention) from Sexual Exploitation and Abuse (PSEA) Policy Introduction: INREM Foundation has a zero tolerance for sexual exploitation and abuse. The PSEA Policy applies to all INREM's staff, consultants, vendors, partners, or any other representative associated with the organization. INREM Foundation is committed to protecting all communities that the organization always works with from sexual exploitation and abuse. INREM Foundation takes all concerns and complaints seriously and will initiate a comprehensive investigation of complaints that are in violation of this policy and take disciplinary and possibly legal action as warranted.
This policy will guide INREM Foundation staff through the definitions of sexual exploitation and abuse as well as governance and responsibilities. The associated procedures and resources will provide information on how to report any complaints, the format of the reporting, and how these complaints will be managed.
The following behaviors are prohibited:
● Sexual activity with children (persons under the age of 18) is prohibited regardless of the age of majority or age of consent locally. Mistaken belief in the age of the child is not a defence. [i]
● Any staff, consultants, vendors, partners, or any other representative associated with the organization who engage in child marriage (marriage to anyone under the age of 18) will be in violation of the PSEA policy[ii].
● Sexual activity with any beneficiary is prohibited.
● Any grooming and/or coercion of a child or vulnerable adult for the purposes of obtaining sex is prohibited.
● Any act of sexual harassment including unwelcome sexual advances or requests for sexual favors is prohibited under the PSEA policy.
● Any acts of sexual violence as outlined in the definitions in prohibited. This includes, but is not limited to, sexual violence including intercourse, sexual touching, and threats of sexual violence[iii].
Internal Complaints Committee, Local Complaints Committee and Volunteer Group: INREM Foundation has been established Internal Complaints Committee and Local Complaints Committee for addressing any complaints towards sexual harassment within activities of INREM Foundation, with the following composition:
1. Dr. S. D Mishra, Head of Committee, Director, Department of Social Work, Sardar Patel University, Vallabh Vidyanagar, Anand, Gujarat.
2. Dr. Sunderrajan Krishnan, INREM Foundation, Anand
3. Ms. Kalpana Bilawal, INREM Foundation
4. Ms. Suneetha Sapur, INREM Foundation
5. Mr. Ninad Jhala, ILSASS, Anand
There is a working volunteer group based in different field locations of the organization, that support Internal Complaints Committee and Local Complaints Committee to ensure that the organization is observing its PSEA commitments:
1. Ms. Sarmila Kakoti, Assam
2. Mr. Navneet Mishra, Jaipur
3. Ms. Sumanjita Barman, Nalbari
The volunteer group will be informing and training all staff in safeguarding, PSEA and harassment policies and procedures.
Complaint's Confidentiality
INREM Foundation will protect the confidentiality of sexual exploitation and abuse allegations to the greatest extent possible to protect the integrity of the investigation and prevent embarrassment, further discrimination or harassment, or retaliation. Concerns of individuals regarding confidentiality of information provided by them will be handled as sensitively as possible, and information shall not unnecessarily be disclosed to others.
Reporting Procedure for PSEA Policy
1. Reports can reach the organization through various routes. This may be in structured format such as letter, e-mail, text, or private message on social media. It may also be in the form of informal discussion or rumor. If an INREM staff member hears something in an informal discussion or chat that they think is a safeguarding or PSEA concern, they should report this to the appropriate staff member in their organization.
2. If a safeguarding or PSEA concern is disclosed directly to a member of INREM, the person receiving the report should bear the following in mind:
· Listen
· Empathize with the person
· Ask who, when, where, what
· Repeat/ check your understanding of the situation.
· Report to the appropriate staff member
3. The person receiving the report should then document the following information, preferably using the Incident Report Form
● Name of person making report.
● Name of alleged survivor of incident if different from above
● Name of alleged perpetrator
● Description of incident
● Dates, time and location of incident
4. The person receiving the report should then forward this information to the Safeguarding Lead and Director of Operations within 24 hours. Due to the sensitive nature of safeguarding and PSEA concerns, confidentiality must be maintained during all stages of the reporting process, and information shared on a limited ‘need to know’ basis only.
Investigation Procedure
INREM Foundation will initiate its own fact-finding investigation into reports of SEA as a priority, based on the gravity of the situation and the evidence available. The investigation procedure will include:
· Interviewing people with relevant information and recording their testimony.
· Obtaining documents and other evidence
· Evaluating information and evidence
Following the interviews and document gathering, a report should be written detailing the investigation and its findings. The conclusion should indicate whether or not the evidence supports each complaint as alleged.
Referral Systems
It is the responsibility of INREM to ensure survivors of SEA allegedly perpetrated by their personnel receive immediate professional assistance, either by providing them with direct services or referring them to relevant service providers where consent is given.
INREM as an organization should consider the following aspects when facilitating assistance:
● Ensure that survivors have access to assistance regardless of decisions by organizations or others to investigate the case and regardless of the outcome of an investigation.
● Have a set procedure to guide the referral process that is aligned with existing interagency procedures and protocols. . If possible, the process should entail referring the survivor first to a case manager or social worker, who can then facilitate referral to other appropriate services.
[i] Definition of child from the Inter Agency Standing Committee (IASC) Guidelines to implement Minimum Operating Standards for Protection from Sexual Exploitation and Abuse by UN and non-UN Personnel, March 2013.
[ii] CARE International PSEA Policy 2017
[iii] 1 Secretary-General’s Bulletin: Special Measures for Protection from Sexual Exploitation and Sexual Abuse (2003)
Conflict of Interest
Policy
This Conflict-of-Interest Policy (“Policy”) is designed to assist the directors, officers, trustees, consultants, vendors and employees of INREM Foundation (“the Organization”) to identify current and potential conflict of interest and define procedures for mitigating and managing conflict of interest. Therefore, the Policy ensures that the confidence entrusted by the community members, clients, donors and other stakeholders in the Organization is protected and reinforced.
Definitions:
Conflict of Interest: “Conflict of Interest” is defined as a situation wherein, the Representative (defined below) has a duty (explicit or implied) to more than one person or organization, but cannot do justice to the actual interest he/she has with both parties. This competing interest may result in the Representative being in a position to benefit, directly or indirectly, from the situation or in the position to ensure that the activities do not result in the best interest of the Organization, or unfairly or unduly benefit only one Entity in the Organization to the detriment of another Entity.
Illustrations on conflict of interest are available as Annexure I.
Conflict of Interest for the Organization will also include any conduct which is contrary to the fundamental principles and professional conduct that the Organization follows. In particular, the principles of neutrality and impartiality cannot be comprised.
Representative: A Representative will include any director, member, consultant, vendor or employee of the Organization.
Who is called an ‘Interested Person’? An interested person is any person associated as an employee or member of the Board of Directors or members of the governing/general body of any organization or anyone else who is in a position of control over any organisation or a person with whom transaction or contract is executed.
Contract or Transaction: Any agreement (written or oral) or relationship or arrangement involving the sale or purchase of goods or services, providing or receipt of a loan or grant, the establishment of any other type of financial relationship, or the exercise of control over another organization.
Responsibilities of Representatives
1. The Representative is obligated to always act in the best interest of the Organization (INREM F). This obligation requires that any Representative in the performance of Organization duties, seek only the furtherance of the Organization mission. At all times, the Representative is prohibited from using their job title or the organization's name or property, for private profit or benefit.
2. The Representatives of the Organization should neither solicit nor accept favours or anything of monetary value from contractors/vendors (except very small gifts as defined in the Anti-Bribery Policy and Procedure). This is not intended to preclude bona-fide Organization fund raising-activities.
3. No Representative of the Organization shall participate in the selection, award, or administration of a purchase or contract with a vendor where, to her/his knowledge, any of the following has a financial or any other interest in that purchase or contract:
a. The Representative; b. Any member of their immediate family; c. An organization in which any Representative or member of their immediate family is a director or employee; d. A Representative or member of their immediate family negotiates with any organization or person relating to a prospective engagement.
Disclosure:
1. A Representative must disclose any possible Conflict of Interest by the person or persons concerned, sufficiently in advance or as soon as such Representative becoming aware of such Conflict.
2. Prior to onboarding or taking any action (approving the contract, execution of the contract, etc.) involving a Conflict of Interest, a Representative shall disclose all materials and relevant facts to the concerned head initiating the engagement, which will be documented as a part of COI disclosure process.
The Disclosure Form is attached as Annexure - II.
These disclosures shall be consolidated and presented every 6 months to the Governing Body and any directions given by the body shall be taken down in minutes of meeting and implemented.
3.Every Representative, upon joining/ becoming associated with the organization, and thereafter every year shall submit a completed disclosure form identifying:
All close family members.
All business interests of self and family members.
Any position of power or authority held in any organization/ entity by virtue of which the Representative or a close family member may be able to influence substantial control in such organization.
The Representative shall also comply with any future action with respect to such Conflict of Interest, if any arise, as may be directed by the Organization from time to time.
This declaration is in addition to the specific disclosure through the form at Annexure II when an actual conflict of interest situation arises. This declaration is general is nature and not because any conflict of interest has actually arisen. This data will help the organization guard against situations where a conflict of interest may arise.
Such Declaration is part of the acceptance of this manual for all employees joining the organization.
Yearly declaration shall be provided by all representatives of the organization.
‘General declaration form of Interest’ shall be used for the purpose and is available at Annexure III to this policy.
Procedures subsequent to disclosure: :
Subsequent to disclosure, the person with the conflict (“Interested Party”) shall:
1) Recuse himself/herself from a meeting during which that contract or transaction will be voted on.
2) May serve as a resource to provide other decision-makers with necessary information.
3) The Executive Director of the Organization –
Will monitor proposed or ongoing transactions of the Organization (e.g., contracts with vendors and collaborations with third parties) for conflicts of interest.
The outcome of each of the cases of the conflict will be documented and reported to the INREM Foundation board as well as to the General Body.
In the event that it is determined by the Board or the General body that the Organization should take any additional steps to prevent conflict of interest, the Organization shall implement all steps recommended at the earliest.
If the Representative is an ‘Interested party’, Engagement/employment of the Representative or the party in which he/she is interested with the Organization shall be subject to appropriate action in accordance with the Rules of the organization and in accordance with law.
Default: The Organization will be entitled to take any disciplinary action against the individual who defaults on this policy, which may include but not be limited to suspension, termination or imposing a financial penalty on the Representative.
Annexure I- Conflict of Interest Policy
Illustrations of potential Conflict of Interest
1. If a director, officer, employee, trustee, vendor and/or consultant with the Organization (i.e. Representative) has a personal or professional interest (For example. Proprietor/ owner/partner/ director/ majority shareholder etc.) with another third party or any other entity with whom the Organization is entering into an agreement.
2. A Conflict of Interest may potentially arise in a situation where the Representative, or the organization s/he represents has an interest in, has a direct or indirect competing interests with the Organization’s activities (for example the organization and this other entity in which the Representative is interested are both competing for the same projects).
3. Where a Representative’s financial interests are in conflict with their work duties, responsibilities and obligations, or results in a public perception that a conflict exists; Which could impair the Representative’s ability to act in the interest of the Organization; (For example a favourable report by a consultant would guarantee the grant of a future contract to the consultant)
4. Where the actions of a Representative would compromise or undermine the trust that the public places in the Organization.
Annexure II - Conflict of Interest Policy
CONFLICT OF INTEREST DISCLOSURE FORM
(Please complete this form if you believe that you may be involved in a conflict-of-interest situation or if you are unsure and seek to disclose a potential or perceived conflict of interest.)
_______________________________________________________________________
SECTION 1: PERSONAL DETAILS -TO BE FILLED BY REPRESENTATIVE
NAME: ________________________________________________________________
JOB TITLE / AREA OF RESPONSIBILITY: ___________________________________
PHONE: _________________________ EMAIL: ______________________________
__________________________________________________________________________
SECTION 2: DISCLOSURE DETAILS -TO BE FILLED BY REPRESENTATIVE
The actual, potential or perceived conflict of interest relates to: (tick all appropriate box/s) ☐ Relationship with family or friends ☐ Staff recruitment
☐ Outside work activities (paid/unpaid) ☐ Relationship with external parties
☐ Financial interest ☐ Disposal of assets
☐ Gifts/benefits ☐ Provision of external consultancy services
☐ Procurement of goods and services.
☐ Other (if you selected ‘Other’ please provide details) ______________________________
The following actual, potential or perceived conflict of interest has been identified (please insert all relevant details)
___________________________________________________________________________
The (actual, potential or perceived) conflict is expected to last: (tick appropriate box)
☐ 0–12 months ☐ >12 months or ongoing
___________________________________________________________________________
SECTION 3: TO BE COMPLETED BY THE ORGANIZATION (HR CELL)
In my opinion the details provided: (tick appropriate box)
☐ do not constitute a conflict of interest, and I authorise the employee to continue the activity (go to Section 4).
☐ do constitute an actual, potential or perceived conflict of interest (please provide a detailed action plan below).
If the situation does constitute a conflict of interest, please ensure that the following actions have been considered:
• ensure all information surrounding the conflict has been disclosed and documented
• inform likely affected persons of the conflict, seeking their views where relevant as to whether they object.
• reformulate the scope of work or restricting access to certain information
• recruit a third party to oversee part or all of the process
• recommend relinquishing the interest that is causing the conflict
• temporarily remove the person from the process or responsibilities
• monitor the person’s activities closely in relation to the conflict of interest
• take no further action because the conflict is minimal.
I have reviewed the above considerations and request that the Employee takes the following action to eliminate/manage the conflict:
______________________________________________________________________________________________________________________________________________________
I will ensure this action plan is reviewed: ☐ Within 1 month
☐ Within 3 months ☐ Within 6 months
__________________________________________________________________________
SECTION 4: REPRESENTATIVE’S DECLARATION
To the best of my knowledge and belief any actual, perceived or potential conflicts between my duties as an employee and my private and/or business interests have been fully disclosed in this form in accordance with the requirements of the INREM FOUNDATION.
I acknowledge, and agree to comply with, any approach identified in this form for removing or managing an actual, perceived or potential conflict of interest.
SIGNATURE: _________________DATE:______________
___________________________________________________________________________
SECTION 5: TO BE COMPLETED BY THE ORGANIZATION (HR CELL)
The actions described in the approach outlined in Section 3 have been put in place to effectively manage any actual, potential or perceived conflict of interest disclosed in Section 2. The approach outlined in Section 3 ensures that the INREM’s public interests and reputation is adequately protected.
NAME: ________________
SIGNATURE:__________________ DATE_________________
__________________________________________________________________________
REVIEWED & APPROVED BY
Signature____________DATE___________
Name ______________________________
Designation_________________________
Annexure III- Conflict of Interest Policy
General declaration form of Interest
In compliance of the ‘Conflict of Interest Policy’ of INREM Foundation, I am hereby furnishing the details of close relations and business and other Interests as follows:-
Name of immediate Family members and relation (include parents, children, spouse and siblings)
Name Relationship
Business or Professional Interests
Name of the organization Nature of Interest
_______________________________________________________________________
________________________________________________________________________
Any other position of Authority
Other Interests: ________________________________________________________
Declaration-
I hereby declare that all information provided above is correct to the best of my knowledge.
In case I become aware of any actual ‘Conflict of Interest’ situations as defined in the ‘INREM Conflict of Interest Policy, I shall inform the management at the earliest.
_______________________________________________
Signature, Name and Designation of the Representative
Note: This form shall be submitted by any Representative first becoming associated with INREM F. and thereafter annually.
Intellectual Property and Security
All intellectual property developed by employees during their employment INREM Foundation, including discoveries or inventions made in the performance of their duties related in any way to the business of INREM Foundation, will remain the property of INREM Foundation.
Employees may be given access to confidential information, data, business property, keys to premises or any other business-related property/information in the performance of their duties. This must be protected and used only in the interests of INREM Foundation.
Employees must not:
disclose or use any part of any confidential information outside of the performance of their duties and in the interests of INREM Foundation; or
authorise or be involved in the improper use or disclosure of confidential information;
during or after their employment without the Employer's written consent, other than as required by law.
‘Confidential information’ includes any information in any form relating to INREM Foundation donors, clients or businesses, which is not in the public domain.
Employees must act in good faith towards INREM Foundation and must prevent (or if impractical, report) the unauthorised disclosure of any confidential information. Failure to comply with this policy may result in performance improvement proceedings including dismissal, and INREM Foundation may also pursue monetary damages or other remedies.
Environmental Best Practice
Policy
INREM Foundation will comply with all local, state and national laws and regulations on:
disposing of hazardous waste, trade waste (i.e. waste added to the sewer) and waste water
safe handling, storage and transport of hazardous waste and dangerous goods
noise
land use
air pollution and carbon emissions
Procedure
INREM Foundation will set targets each year to increase energy and water efficiency, and seek opportunities for reducing and recycling waste. To do this, we will:
General
investigate ways to reduce consumption or recycle waste
publish monthly energy and water use on the staff notice board including savings made, and report on greenhouse gas emissions
give preference to maintenance and other contractors using green products
Energy
buy electrical and lighting systems rated as energy efficient
use accredited Green Power, either in part or whole
Water
buy appliances rated as water efficient
buy plumbing devices (e.g. taps) with built-in flow restrictors in kitchen and washing up areas, or add these to existing fittings
Waste
look for opportunities to improve waste management.
INREM Foundation
Declaration on Policies by Staff
I have read all the policies contained in this document and listed below.
I understand that these policies are a part of my employment contract and therefore must be read and understood to ensure that I am fully aware of my responsibilities as an employee of INREM Foundation.
(Note: Please read each of the policies listed below put your signatures below to indicate you are aware of the rules and responsibilities you have whilst employed by INREM Foundation.)
Code of Conduct Policy
Dress Code Policy
IT, Email and Internet Policy
Recruitment and Selection Policy
Induction Policy
Training and Development Policy
Probation Policy
Occupational Health and Safety Policy
Flexible Work Arrangements Policy
Leave Policy
Performance Management Policy
Performance Improvement Policy
Gross and Serious Misconduct Policy
Grievance and Complaint Policy
PSEA Policy
Conflict of interest Policy
Intellectual Property and Security Policy
Environmental Best Practice
Employee Declaration:
I have read and understand the contents of this manual along with the above policies and I agree to the terms of conditions of these documents.
Employee Name:
Employee Signature:
Date: