Department:HRMD - SITE NURSE / HRClassificationResolution

Document ID:EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAINVersion001

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:20151 | Page

REVISION HISTORY

Rev. No.Description of ChangeAuthorDateChange Ref. No.

1.0Initial releaseEdson M. Yuson7-14-15

Joseph Tan Jr.

APPROVALSDepartment:HRMD - SITE NURSE / HRClassificationResolution

Document ID:EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAINVersion001

EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

Effective Date:2015

Prepared By:HRMD - SITE NURSE / HR

Description of Change:

APPROVERS

Designation / TitleDepartmentNameSignatureDate Approved

Assistant ManagerHRMDErwin G. Agustin

Legal CouncilLEGALCrispin Garcimo

Table of ContentsEMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN 41.1 Policy4 1.2 Scope4 1.3 Roles and Responsibilities41.4 Guidelines7Incident Report/ Notice to Explain7 1.5 Incident Report/ Notice to Explain Process Flow6

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN

1.1 PolicyThe Company always aims to preserve and enhance the good image or reputation it has nurtured and enjoyed since its beginning. In this regard, all efforts must be done in keeping with the policy. Specifically, the Company expects that;

All Admin Workers must observe and practice proper norms of conduct and decorum both in and out of the site. All Admin Workers shall regard each and everyone in the Company with courtesy, honesty, fairness and cooperation.

Compliance with all Company policies and rules is the best proof that the Admin Workers understand the extent of their responsibility towards themselves, their fellow Admin Workers, and the Company in general.

Any violation of these policies and rules is subject to appropiate disciplinary action, as set out in the Code of Conduct, observing due process.

1.2 Scope All Admin Workers

1.3 Roles and The roles and responsibilities of those involved in the recruitment and placement Responsibilities are shown in the table:

Person / GroupDescription

SITE NURSE/ HR1. Investigate incident happen inside the company premises.2. Prepare Incident report3. Prepare Notice to Explain base on House Rules Manual4. Submit Incident report and Notice to Explain (NTE) to HRMD- Main c/o Assistant Manager for signatory5. Obtain duly signed Notice to Explain (NTE) from HRMD- Main c/o Assistant Manager.

Continued on the next page

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.3 Roles and Responsibilities ContinuationPerson / GroupDescription

SITE NURSE/ HR6. Serve Notice to Explain (NTE) to worker who commits house rules violation.7. Obtain receiving copy of Notice to Explain (NTE)8. Wait for workers explanation (5 days)9. Collect and compile explanation letter together with the receiving copy of NTE.10. Transmit Explanation letter to HRMD- Main c/o Assistant Manager.11. Obtain Notice of decision from HRMD- Main c/o Assistant Manager.12. Serve Notice of Decision to Worker.

ASSISTANT MANAGER1. Receive incident report and Notice to explain (NTE) from Site HR/ Nurse.2. Evaluate incident report, sign the Notice to explain (NTE).3. Transmit duly signed Notice to Explanation to Site HR/ Nurse.4. Receive explanation letter and signed Notice to explain (NTE) - Receiving copy.

5. Evaluate workers explanation letter.6. Seek approval from Legal Department for Majot offense.7. Transmit Notice of Decision to Site HR/ Nurse.

Continued on the next page

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.3 Roles and Responsibilities, Continuation

Person / GroupDescription

LEGAL COUNCELOR1. Assess and Evaluate Incident report and Workers Explanation Letter.2. Initiate disciplinary action to be sanction according to gravity and frequency of such offenses or infraction.

ADMIN WORKER1. Receive Notice to Explain (NTE) duly signed by HRMD- Main c/o Assistant Manager.2. Explain himself about the incident happened.3. Submit his explanation letter to Site HR/ Nurse.

End of Section

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.4 Guidelines 1.4.1 Incident Report/ Notice to Explain Process1.4.1.1 Investigate Incident happen inside the company premisses.1.4.1.2 Prepare Incident report. 1.4.1.3 Prepare Notice to Explain base on House Rules Manual.1.4.1.4 Submit Incident report and Notice to Explain (NTE) to HRMD- Main c/o Assistant Manager for signatory1.4.1.5 Receive incident report and Notice to explain (NTE) from Site HR/ Nurse.1.4.1.6 Evaluate incident report, sign the Notice to explain (NTE).1.4.1.7 Transmit duly signed Notice to Explanation to Site HR/ Nurse. 1.4.1.8 Obtain duly signed Notice to Explain (NTE) from HRMD- Main c/o Assistant Manager.1.4.1.9 Serve Notice to Explain (NTE) to worker who commits house rules violation.1.4.1.10 Obtain receiving copy of Notice to Explain (NTE).1.4.1.11 Wait for workers explanation (5 days).1.4.1.12 Collect and compile explanation letter together with the receiving copy of NTE.1.4.1.13 Transmit Explanation letter to HRMD- Main c/o Assistant Manager.1.4.1.14 Receive explanation letter and signed Notice to explain (NTE) - Receiving copy.1.4.1.15 Evaluate workers explanation letter.

Continued on the next page

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

1.4 Guidelines 1.4.1 Incident Report/ Notice to Explain Process, continuation

1.4.1.16 Seek approval from Legal Department for Major offense.1.4.1.17 Assess and Evaluate Incident report and Workers Explanation Letter.1.4.1.18 Initiate disciplinary action to be sanction according to gravity and frequency of such offenses or infraction.1.4.1.19 Transmit Notice of Decision to Site HR/ Nurse.1.4.1.20 Obtain Notice of decision from HRMD- Main c/o Assistant Manager. 1.4.1.21 Serve Notice of Decision to Worker. End of Section

1. EMPLOYEE RELATION- INCIDENT REPORT/ NOTICE TO EXPLAIN, continuation

Site HR/ Nurse investigate the incident happen inside the company premises.INCIDENT1.5 Incident Report/ Notice to Explain Process Flow

Wait for Workers explanation letter(Failure to explain within 5 working days, HRMD-Main will render a decision based on record on handHRMD-Main will evaluate incident report, sign NTE as approvalServe NTE to worker who commits house rules violation (secure receiving copy)Transmit signed NTE to Site HR/ NurseHRMD-Main Receive incident report/ NTE from Site HR/ NurseSubmit to HRMD - Main c/o Assistant MangerPrepare Incident Report and Notice to Explain

1.5 Incident Report/ Notice to Explain Process Flow, continuation

ENDHRMD-MainConsult / seek advice of Legal Department.Initiate disciplinary action based on the severity and frequency of such offense by the Admin Workers.Prepare and duly singed and approved Notice Of Decision (NOD).Site HR/ Nurse Transmit signed Notice to HRMD- Main c/o Assistant Manager for record purposesHRMD-Main Prepare Notice of Decision duly signedType of OffenseSubmit to HRMD - Main c/o Assistant Manager for evaluationCollect written explanation of Admin Workers and attached to NTE receiving copyENDSecure Receiving copy of Notice Of Decision (NOD) and transmit to HRMD-Main for FilingServe to Admin Worker.Endorse Notice Of Decision (NOD) to Site HR/ NurseReceived by the Assistant ManagerEvaluatePrepare Notice Of DecisionSecure duly signed Notice Of Decision (NOD)Serve to Worker who commits House Rules violationMinor OffenseTransmit to Site HR/ Nurse for receiving/signing of Admin Worker.Major OffenseWith Explanation LetterSubmit receiving copy of NTE signed by the Admin Worker to HRMD- MainWithout explanation Letter (after 5 days)

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