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HR ManagementMahesh K Prasad

Head - Human Resource

CONSTRUCTIVE DISCIPLINE

HUMAN RESOURCE DEPARTMENT

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CONSTRUCTIVE DISCIPLINE IMPLEMENTATION BY HODs / MANAGERS / HR

1. “Disciplinary Record Register” of each department will be held/Maintained by HOD / Managers.

2. Following steps to be followed while implementing Constructive discipline:a. Counseling – 1st time-Verbalb. Counseling – 2nd time-Verbalc. Issue Counseling Letter- 3rd time( In Writing)

Note: Issue “Counselling Letter” (confidence building letter). DepartmentManager will discuss the misconduct with HR Manager while issuing this letter.

3. 4th time-HODs / Managers to discuss the misconduct with HR Manager to issue “Show cause letter” to the employee who has violated the rule. 

4. After 48 hrs / two days, HR will review the explanation which was submitted by the employee. 

5. HR Dept. will issue “Warning letter” to the Staff.Cont. 2

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6.6. Managers/HODs of that particular department will be informed by HR & a copy will be Managers/HODs of that particular department will be informed by HR & a copy will be maintained in employees record file. maintained in employees record file. 

7.7. 55thth time- If particular employee still do not improve and violate rules, HR Dept./ time- If particular employee still do not improve and violate rules, HR Dept./ Managers / HODs would talk to him and explain about the seriousness of the Managers / HODs would talk to him and explain about the seriousness of the Misconduct.Misconduct.

8.8. HR will issue “Stern- warning letter” to the individual employee and a copy will be HR will issue “Stern- warning letter” to the individual employee and a copy will be maintained in employees record file.maintained in employees record file.

9.9. After the above warning letters has gone unheeded then the particular employee may After the above warning letters has gone unheeded then the particular employee may be asked to submit resignation letter and finally leave the company or be terminated.be asked to submit resignation letter and finally leave the company or be terminated.

Note: Before Termination to any employee an enquiry must be conducted by competent Note: Before Termination to any employee an enquiry must be conducted by competent authority.authority.

CONSTRUCTIVE DISCIPLINE IMPLEMENTATION BY HODs / MANAGERS / HR

RULES:RULES:

This section lists guidelines of behavior during work. However, the This section lists guidelines of behavior during work. However, the

guidelines described here are not exhaustive hence, the rules prescribed guidelines described here are not exhaustive hence, the rules prescribed

under the Industrial Employment (Standing Orders) Act, 1946 will also be under the Industrial Employment (Standing Orders) Act, 1946 will also be

applicable.applicable.

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a.a. Consistent Irregular / Late Attendance.Consistent Irregular / Late Attendance.

b.b. Consistent occurrences of leaving work area prior to closing time without permission.Consistent occurrences of leaving work area prior to closing time without permission.

c.c. Leaving work area in working hours for personal work.Leaving work area in working hours for personal work.

d.d. Remaining absent frequently.Remaining absent frequently.

e.e. Remaining absent for more than 10 days at a time without intimation / permission.Remaining absent for more than 10 days at a time without intimation / permission.

f.f. Continue to remain absent without intimation / permission after sanctioned leave is over.Continue to remain absent without intimation / permission after sanctioned leave is over.

g.g. Submitting wrong / fraudulent documents in support of leave.Submitting wrong / fraudulent documents in support of leave.

I. Examples for wrong behaviour relating to leave.

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a. Failure or refusal to punch card while coming or leaving work premises.

b. Failure or refusal to punch attendance while leaving work area in between works timings.

c. Consistent irregular / late attendance.

d. Submitting wrong / fraudulent document in support of attendance

II. Examples of wrong behaviour relating to attendance.

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III. Work

a.a. Refusal to follow / carry out lawful orders or instructions of the superior.Refusal to follow / carry out lawful orders or instructions of the superior.

b.b. Ignore orders or failure to carry out instructions. Ignore orders or failure to carry out instructions. 

c.c. Leave job incomplete or unfinished. Leave job incomplete or unfinished. 

d.d. Failure to give quantum / output / productivity as required in the job and advised Failure to give quantum / output / productivity as required in the job and advised by the superior.by the superior.

e.e. Failure to observe quality standards or requirements leading to faulty output. Failure to observe quality standards or requirements leading to faulty output. 

f.f. Indulge in waste of time while at work.Indulge in waste of time while at work.

g.g. Evidence of inefficiency in work due to personal habits / problems/ issues/ and Evidence of inefficiency in work due to personal habits / problems/ issues/ and not fulfilling company’s / job requirement or objectives. not fulfilling company’s / job requirement or objectives. 

h.h. Failure to heed advise / guidance / instruction to improve performance at work Failure to heed advise / guidance / instruction to improve performance at work or disregard attempts at improvements.or disregard attempts at improvements.

i.i. Neglecting work. Neglecting work. 

j.j. Failure or refusal to observe safety guidelines. Failure or refusal to observe safety guidelines. 

k.k. Breach of any rules / instructions in maintaining or running the Department.Breach of any rules / instructions in maintaining or running the Department.

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IV. Work Discipline

a.a. Non co-operation to others. Non co-operation to others. 

b.b. Spreading incorrect and / or harmful information / data / rumors within or outside Spreading incorrect and / or harmful information / data / rumors within or outside

the company. the company. 

c.c. Indulge in verbal / physical fights with co-workers or outside person within or Indulge in verbal / physical fights with co-workers or outside person within or

outside the work area / bad language. outside the work area / bad language. 

d.d. Conduct / Participate in activities harmful to the company / co-workers / customers Conduct / Participate in activities harmful to the company / co-workers / customers

etc. etc. 

e.e. Indulge in a job / work / activities which are in conflict with the interest of the Indulge in a job / work / activities which are in conflict with the interest of the

company within or outside office hours. company within or outside office hours. 

f.f. Undertake personal job/ work within or outside office hours without permission. Undertake personal job/ work within or outside office hours without permission. 

g.g. Willful insubordination of disobedience of any lawful / reasonable orders of Willful insubordination of disobedience of any lawful / reasonable orders of

superior. superior. 

Cont. – 2Cont. – 2

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h.h. Drunkenness / fighting or rioting, disorderly / indecent behavior while on duty.Drunkenness / fighting or rioting, disorderly / indecent behavior while on duty.

i.i. Causing willful damage to work in progress or to the property. Causing willful damage to work in progress or to the property. 

j.j. Sleeping while on duty. Sleeping while on duty. 

k.k. Malingering or slowing down work. Malingering or slowing down work. 

l.l. Threatening, abusing or assaulting co-workers, peers or seniors. Threatening, abusing or assaulting co-workers, peers or seniors. 

m.m. Preaching or inciting others to violence. Preaching or inciting others to violence. 

n.n. Non-wearing of dress and slippers. Non-wearing of dress and slippers. 

o.o. Bringing personal belongings / not keeping the same in lockers.Bringing personal belongings / not keeping the same in lockers.

IV. Work Discipline

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V. Personal / Information

a.a. Spread wrong information / rumors about the integrity and character of a Spread wrong information / rumors about the integrity and character of a

person. person. 

b.b. Get involved in criminal offence / activity or conviction in any court of law. Get involved in criminal offence / activity or conviction in any court of law. 

c.c. Refusal to accept and / or sign any official document or communication. Refusal to accept and / or sign any official document or communication. 

d.d. Provide wrong / incorrect information at the time of entry in the company. Provide wrong / incorrect information at the time of entry in the company. 

e.e. Divulge confidential data / documents / processes acquired during the course of Divulge confidential data / documents / processes acquired during the course of

work to unauthorized persons of agencies. work to unauthorized persons of agencies. 

f.f. Submit wrong / fraudulent expense claims or supportive / bills / cash memos in Submit wrong / fraudulent expense claims or supportive / bills / cash memos in

support of one’s claims. support of one’s claims. 

g.g. Indulge in theft, fraud, dishonesty, pilferage in connection with the company’s Indulge in theft, fraud, dishonesty, pilferage in connection with the company’s

co-workers / customers of personnel’s property, goods, belongings, co-workers / customers of personnel’s property, goods, belongings,

documents. documents. 

h.h. Damage or maltreat company’s / co-worker’s / customer’s / personnel’s Damage or maltreat company’s / co-worker’s / customer’s / personnel’s

property, documents, interest. property, documents, interest. 

i.i. Failure to give proper documents / evidence in support of claiming tax benefits. Failure to give proper documents / evidence in support of claiming tax benefits. 

j.j. Take / give bribes, illegal gratification, presents to get work done, accept Take / give bribes, illegal gratification, presents to get work done, accept

presents / give away from customers / personnel or other parties for personal presents / give away from customers / personnel or other parties for personal

gratification, accept gifts from subordinates.gratification, accept gifts from subordinates.

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COUNSELLING LETTER

Mr. / Ms _________________________________ Date: ________________

Employee Code No.:________________

Through: HOD / Manager

Following incident has been reported:

________________________________________________________________________

________________________________________________________________________

The above incident reflects improper behavior which can spoil the working, environment in the

Department / Company.

After discussing the implication of this incident with you and me, it has been decided to advise

you to be cautions in future and not repeat such an act – Thereby, ask you to maintain discipline

in the department.

We sincerely hope you will reciprocate this gesture.

For Comart Lithographers Ltd. HOD / ManagerCopy to: HR Manager Received By:………………

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SHOW CAUSE NOTICESHOW CAUSE NOTICE

Mr. / Ms _________________________________Mr. / Ms _________________________________ Date: ________________ Date: ________________Employee Code No.:________________Employee Code No.:________________

An incident has been reported against you as under:An incident has been reported against you as under:On_____________at_______________you____________________________________On_____________at_______________you__________________________________________________________________________________________________________________________________________________________________________________The act (s) as above alleged to have been committed by you amount to misconduct.The act (s) as above alleged to have been committed by you amount to misconduct.

Accordingly, you are hereby called upon to submit your written explanation and show cause Accordingly, you are hereby called upon to submit your written explanation and show cause

why disciplinary action should not be taken against you.why disciplinary action should not be taken against you.

Your explanation must reach the undersigned by _______________________should you fail to Your explanation must reach the undersigned by _______________________should you fail to

submit your explanation as required, the matter will be disposed of without any further submit your explanation as required, the matter will be disposed of without any further

references to you.references to you.

For Comart Lithographers Ltd.For Comart Lithographers Ltd.  Manager- HRManager- HR Received By:………………Received By:………………

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WARNING LETTER

Mr. / Ms _________________________________Mr. / Ms _________________________________ Date:Date: ____________________________

Employee Code No.:________________Employee Code No.:________________

Your explanation dated ____________ in reply to show cause notice dated ___________ as Your explanation dated ____________ in reply to show cause notice dated ___________ as found to be unsatisfactory.found to be unsatisfactory.

You are accordingly hereby warned.You are accordingly hereby warned.

You are further advised in your own interest to be cautious and not repeat such an act in future.You are further advised in your own interest to be cautious and not repeat such an act in future.

  

For Comart Lithographers Ltd.For Comart Lithographers Ltd.

  

Manager- HRManager- HR Received By:………………Received By:………………

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Mr. / Ms _________________________________ Date: ________________Employee Code No.:________________

 

Your explanation dated_______________in reply to show cause notice / letter of charge

dated_______________as found to be unsatisfactory.

 

The gravity of misconduct committed by you is such that it warrants severe punishment.

However, we are taking a lenient view this time and have decided to award you this stern

warning.

 

Should you repeat any such thing in future or commit any other misconduct we will not

hesitate to take strict disciplinary action against you.

 

For Comart Lithographers Ltd.

Manager- HR Received By:………………

STERN WARNING LETTER

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CHARGE CHARGE SHEETSHEET

Mr. / Ms _________________________________Mr. / Ms _________________________________ Date: ________________Date: ________________Employee Code No.:________________Employee Code No.:________________  It has been reported against you as under:It has been reported against you as under:On _______________ at _______________ you_________________________________ On _______________ at _______________ you_________________________________ ______________________________________________________________________________________________________________________________________________  The above act (s) on your part constitute serious misconduct’s as indicated hereunder.The above act (s) on your part constitute serious misconduct’s as indicated hereunder.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Accordingly you are hereby called upon to submit your written explanation for the above Accordingly you are hereby called upon to submit your written explanation for the above misconduct.misconduct.Your explanation must reach the undersigned by ________________ since the charge(s) Your explanation must reach the undersigned by ________________ since the charge(s) leveled against you is / are of grave and serious nature, you are hereby suspended pending leveled against you is / are of grave and serious nature, you are hereby suspended pending further proceedings.further proceedings.    For Comart Lithographers Ltd.For Comart Lithographers Ltd.

Manager- HRManager- HR Received By:……………Received By:……………

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