Employment

1.0.1 The recruitment and selection process is of paramount importance in order to recruit staff with the necessary skills and attributes to enable the DH Fertilizer Limited to fulfill its short term and long term objectives. The Employment Policy and Procedures aim to provide clear guidance to managers in relation to both the selection and appointment of staff. This policy promotes and supports good practice for those with responsibility for recruitment. This policy and procedures aim to achieve the following objectives: Recruit staff with the appropriate skills, both technical and personal, in order to meet the Companys current and future needs. To ensure that staff appointed to positions is qualified to carry out such duties. Work to a fair and effective recruitment procedure, which is consistent with employment legislation and the Companys Equal Opportunity Employment policies and practices. Develop and enhance the public image of the Company, both as an employer and as a quality provider of its products. Internal candidates or others personally known to the interview panel must be treated in exactly the same way as all other candidates.

1.0.1. Employment activity is based on Manpower Plan. Employment process is also initiated in
situations that may be termed as extra ordinary circumstances arising due to special needs. This chapter outlines all employment related policies and procedures in DH Fertilizer Limited, which include: Manpower Planning Grading Structure Terms and Conditions of Employment Recruitment and Selection Internships Probation and Confirmation Separation

1.1.

Manpower Planning 1.1.1. Introduction

1.1.1.1. 1.1.1.2. Manpower planning is an integral part of the overall organizational strategic plan a nd it is interlinked with the Vision, Mission and Business Goals of DH Fertilizer Limited. Manpower Planning procedures are adopted by the Heads of Departments to state the manpower requirements in a fiscal year to achieve the goals of the department and the organization. Manpower requirements include manpower strength, skills and timeframe for the manpower requirements by the respective departments. The Manpower Planning procedure helps the HR Department to obtain clarity on future manpower needs of the organization. It also provides details for creation of new roles and/or structural changes in a Department. The identification of requirements for each position in DH Fertilizer Limited is based on the documented RC document which is subject to review and changes from time to time by the HR Department in consultation with relevant Head of Department. The Manpower Plan serves as a guide for execution of decisions related to changes in the manpower status.

1.1.1.3. 1.1.1.4.

1.1.1.5.

1.1.1.6.

1.1.2.

Policy
Manpower Plan is developed on annual basis to achieve DH Fertilizer Limiteds strategic objectives. The placements of all permanent and contractual employees are based on the Manpower Plan which is in alignment with the Strategic Plan and Business Goals of DH Fertilizer Limited. All the manpower requirements are linked to the approved organizational structure and manpower budget. In case, the manpower requirement warrants changes in the organizational structure, proposed organization structure shall be approved by the Board Compensation Committee (BCC).

It is the policy of DH Fertilizer Limited that: 1.1.2.1. 1.1.2.2.

1.1.2.3.

1.1.3. Scope
1.1.3.1. 1.1.3.2. This policy is applicable to all permanent and contractual employees (M1-M9) at DH Fertilizer Limited. The Policies and Procedures related to Manpower Planning are applicable to all the departments of DH Fertilizer Limited and at Head Office and Plant, and are subject to change as per changes in organizational and legislative requirements.

1.1.4. Responsibilities
1.1.4.1. 1.1.4.2. It is the responsibility of the HR department to facilitate Department Heads during all activities of Manpower Planning. It is the responsibility of Department Heads to provide all the information required by HR Department and timely submit the Departmental Manpower Plan Form (Refer to Annex: HR- DHFL 001). It is the responsibility of the CEO to ensure that the Manpower Plan is configured as per the organizational strategic needs and business objectives. It is the responsibility of the HR department to monitor the execution of Manpower Plan.

1.1.4.3. 1.1.4.4.

1.1.5. Procedure
1.1.5.1. HR department provides Departmental Manpower Planning Form (Refer to Annex: HRDHFL 001) to all Departmental Heads at the start of the fiscal year. 1.1.5.2. Each Head of Department prepares a Departmental Manpower Plan along with required documents to be sent to HR department 1.1.5.3. GM HR discusses the plan with Heads of Departments and rationalizes the manpower requirements for the upcoming year as per Companys needs before presenting the plan to the CEO. 1.1.5.4. After validating the manpower requirements with the CEO, GM HR will present the Manpower Plan to the Board Compensation Committee (BCC). 1.1.5.5. After deliberation and mutual discussion the BCC may approve Manpower Plan as it is or suggest changes, if required. 1.1.5.6. If changes are recommended then HR department updates the Manpower Plan and Organizational Hierarchy as per the Boards instructions and gets it formally signed. 1.1.5.7. HR department distributes copies of approved Departmental Manpower Plan to all concerned. 1.1.5.8. During the year, if changes in already approved Manpower Plan are deemed necessary by the Head of Department, then such proposal goes through the same cycle of approval as mentioned above (from 1.1.5.1 to 1.1.5.7). 1.1.5.9. HR department keeps track of all changes in the Manpower Plan during the year and updates the related Organograms accordingly. 1.1.5.10. The HR department generates a Manpower Status Report highlighting variances between approved and filled positions as and when required.

1.2.

Grading Structure
1.2.1. Introduction Aim of this policy is to classify positions into management levels and grades for the sake of assigning appropriate levels of responsibility & rewards to each job, supporting hierarchical structure, maintaining internal equity, depicting career progression and providing a quick reference for similar groups of positions in the context of day to day operations of HR. 1.2.2. Policy It is the policy of DH Fertilizer Limited that; 1.2.2.1. 1.2.2.2. 1.2.2.3. All positions in the approved organizational structure are classified into respective grades. Only the BCC has the discretion to approve changes in the grading structure as and when required. Permanent employees are classified into following 9 grades that make up the executive staff of the company;

Level Senior Management

Grades M-9

Positions/Titles General Manager, Sr. General Manager, Assistant General Manager, Functional Head, Heads of Department, Functional Head, Assistant Department Manager Unit Head, Manager, Assistant Manager Section Incharge, Assistant Manager, Senior Executives, Sr. Engineer Engineer, Sr. Production Supervisor, Production Supervisor, Sr. Forman, Secretary Assistant Engineer, Entry Level Engineer, Production Supervisor, Office Supervisor, Foreman, Secretary Junior Foreman, Junior Production Supervisor, Junior Office Supervisor, Secretary Table -1: Executive Grades

M-8 Management M-7 M-6 Senior Professionals M-5 M-4 M-3

Professionals

M-2

M-1

1.2.3. Scope
This policy covers all permanent positions at DH Fertilizer Limited.

1.2.4. Responsibilities
It is the responsibility of the HR department to ensure compliance with grading structure and communicate approved changes in grading structure to all employees and its impact on their compensation & benefits and career progression.

1.2.5. Procedure
The procedure of allocation of jobs in the grades M1-M9 is an objective evaluation of the value contributed by an individual position to the organizational objectives. It is pertinent to note that positions that fall within same grade may originate from different departments of DH Fertilizer Limited.

1.3.

Recruitment & Selection

1.3.1. Introduction Recruitment relates to the talent acquisition process of the business for current or future needs. It is the process of proactively announcing and hunting required manpower. Selection relates to the process of choosing from available pool of applicants, the individuals who are most likely to successfully perform the job. 1.3.2. Policy It is the policy of DH Fertilizer Limited that; 1.3.2.1. 1.3.2.2. 1.3.2.3. 1.3.2.4. 1.3.2.5. 1.3.2.6. It is an Equal Opportunity Employer. Appointment to various posts in the grades (M1-M9) is made by promotion and/or direct recruitment. The criterion for selection of each vacancy is based on the pre-requisites for the job i.e. qualification, skill set, experience & knowledge. All hiring requests from Heads of Departments should be within budgetary parameters. Competent authority for appointment in Grade M-8 and above is BCC. Competent authority for appointments in Grades M1-M7 is CEO. All contractual employees are governed as per the conditions of employment in their contract such as pay, scope of work, renewal terms, etc. Hiring is strictly based on merit. Not to appoint, re-appoint or confirm the services of those candidates who were reported to be: Convicted of a criminal offence or moral turpitude. Dismissed on the grounds of significant fraudulent and disciplinary issues at their previous place of employment. 1.3.2.9. Dismissed by DH Fertilizer Limited. Recruitment of immediate family/blood relations of current employees is discouraged in case a relative of an employee is employed the individuals concerned should not directly or indirectly be supervised, controlled or influenced the work of one another and have no say in the other's performance evaluations. To eliminate any actual or potential conflict of interest all relationships should be disclosed in writing to the HR Department at the time of recruitment of the relative. A relative is defined as; spouse, child, parent, siblings, parent-in-law, brother / sister-inlaw, son / daughter-in-law, or individuals residing in the same household. In case of direct recruitment, Company gives first preference to internal candidates in case they qualify for the same. All posts for direct recruitment are widely advertised in at least two national daily newspapers. Only shortlisted, screened and eligible candidates are considered for interview.

1.3.2.7. 1.3.2.8.

1.3.2.10.

1.3.2.11. 1.3.2.12. 1.3.2.13.

1.3.2.14. Fresh graduates are required to provide two academic references. All academic degrees may be formally attested by HEC to avoid any forgery of documents. Only those degrees/certificates are accepted that are recognized by the HEC or concerned Boards or Councils. 1.3.3. Scope This policy is applicable for the Recruitment and Selection (R&S) of all employees falling in grades (M1- M9) at DH Fertilizer Limited.

1.3.4.

Responsibilities It is the responsibility of the HR Department to assess suitability of the candidates as per defined selection criteria and handle hiring processes such as preparing the job advertisements, scheduling interviews, screening applicants, making arrangements for tests/interviews, verifying education certificates, checking references and preparing Employment Offer Letters. It is the responsibility of the GM HR to ensure that R&S activities are performed in a manner which is consistent with defined policy and procedure.

1.3.4.1.

1.3.4.2. 1.3.5.

Procedure Head of Department forwards a Recruitment Request Form (Refer to Annex: HRDHFL 002) based on approved Manpower Plan. HR verifies the same to ensure that the request is within limits of approved Manpower Plan/ Bud for the respective department and commences processing of the same after approval from CEO. In cases where requisition exceeds a department's approved strength, the GM/Head of Department may seek approval from CEO through HR Department for positions up to M-7 by making an internal adjustment/transfer (from other departments) without increasing the overall approved manpower budget. Exceptions in grade M-8 and above shall be referred to Board Compensation Committee. Sourcing The sourcing process refers to the identification of candidates through the use of different sources which are as follows: i. Internal Sources

1.3.5.1. 1.3.5.2.

1.3.5.3.

1.3.5.4.

DH Fertilizer Limited promotes internal recruitment in order to provide growth opportunities to its employees and to provide avenues for job enrichment and employee satisfaction. To facilitate internal hiring, the Human Resource Department request for applications from within the Company. Applications are screened in consultation with the concerned department and list of shortlisted candidates are prepared for interview. When an internal candidate is selected to fill a vacancy, the relevant Heads of Departments agree to a date of transfer of the employee. The HR Department acts as a liaison between the departments to facilitate the departmental transition. ii. External Sources To facilitate external hiring, the Human Resource Department advertises the vacant positions in newspapers, websites, and/or job portals either by itself or through headhunters and/or consulting firms. HR/Headhunters/consulting firms collect and pre-screen all applications before selection activity. In the event that an external candidate is being considered, he/she is required to provide comprehensive personal information in the Employment Application Form (Refer to Annex: HR DHFL 003) as well as relevant references and testimonials that are required. External candidates must possess at least the minimum educational qualifications and experience, as specified in the pre-requisites of the job (Refer to Annex: HRDHFL 004). Note: Subsequent discovery that a candidate has provided false or misleading information may lead to a withdrawal of an offer of employment or if employment has already commenced (please refer Disciplinary Policy).

1.3.5.5.

Screening i. HR Department screens out the applications that are irrelevant and/or do not comply with minimum selection criteria. ii. For the all the positions (falling in M1-M3) the candidates may be subject to prescreening test administered either by DH Fertilizer Limited or through any credible external institution. Decision to conduct pre-screening test may be relaxed with the approval of CEO. Interview & Selection i. Applicants screened by the HR Department are forwarded to the concerned department for short-listing. ii. Once short-listing is complete, the HR Department shall commence the process of interview, selection, and subsequent offer for employment. Interview Committee shall be at liberty to structure interviews in accordance with the requirements of the post. iii. Eligible candidates are interviewed normally be carried out by a panel of minimum of two people, one of whom should be the representative from HR department along with the concerned line manager/ HOD. Interview questions and the structure of the interview should be consistently applied to all candidates and should be based on the person specification. In case the position requires the candidate to be evaluated by the CEO, the interview shall be set up accordingly. Unsuccessful interview candidates shall be informed through telephone or email about their non selection for a specific position. iv. Post - Interview procedures A. Appointment of candidates recommended for employment by the concerned HOD shall be approved by CEO. B. The HR Department informs the candidates about their selection who successfully clear their panel interview(s) and test. C. For all the grades where the compensation level falls outside the usually prescribed range for the corresponding grade-level, the CEO and Board Compensation Committee are consulted, respectively. D. Candidates who do not clear the interview process at final stage of the evaluation process are informed through a formal Regret Letter (Refer to Annex: HR DHFL -005) by HR Department.

1.3.5.6.

1.3.5.7.

Educational & Reference Checks i. HR Department verifies the successful candidates academic records for verification from relevant institutions. ii. A minimum of two reference check, of which one from the last employer is carried out by the HR Department and necessary feedback is documented.

1.3.5.8.

Medical & Security Clearance i. All new hires are required to go through and pass the medical assessment before they are appointed in DH Fertilizer Limited. HR Department issues instructions for a medical exam of the candidate. ii. Medical Fitness tests are conducted by an authorized Medical Examiner selected by the Company who is required to provide his feedback in form of Medical Advice for each new hire. iii. The results of the exam are discussed with the candidate by the HR Department and an undertaking obtained that the individual would not claim treatment for any pre-existing medical condition. iv. If the candidate fails to meet minimum medical assessment criteria then his offer of employment will be cancelled.

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1.3.5.9.

On Boarding i. Once the candidate successfully clears medical assessment he is required to join DH Fertilizer Limited within the agreed time period. ii. HR Department organizes and conducts orientation session (See Orientation Policy).

1.4.

Terms and Conditions of Employment

1.4.1. Introduction Aim of this policy is to provide broad guidelines for establishing different categories of employment for hiring purposes and defining procedures for approval of employment, issuance and acceptance of Employment Offer Letters. Policy It is the policy of DH Fertilizer Limited that; 1.4.2.1. 1.4.2.2. 1.4.2.3. 1.4.2.4. All the selected candidates must sign their Employment Offer Letter and Appointment Letter (Refer to Annex: HR DHFL - 006) at the time of hiring. Signing authority for the positions in M- 7 and below is General Manager HR. CEO is the signing authority for all positions in M-8 and above. All employment activities shall be regulated by the HR Policy Manual and if the terms and conditions of the employment change, the same shall be communicated to all concerned. At any given time, the Company retains its right to alter the terms and conditions of employment, including but not limited to the duties and responsibilities of an employee. Provided that any such amendment in the terms and conditions of employment shall not in any case adversely affect the pecuniary benefits of the employees. A period of approximately four weeks may be allowed to the candidate for joining. If a candidate fails to join DH Fertilizer Limited within this time period, his employment offer shall expire automatically, unless further extended with the approval of CEO. Employment offer to selected candidates is made in any of the following two categories; Employment Category Permanent Applicable Terms & Conditions Employee is employed as a Permanent Staff Member and compensation and benefits shall be governed by the respective Appointment Letter. Employee is employed as a Contractual Staff Member and compensation and benefits shall be governed by the respective Appointment Letter. Table -2 1.4.3. Scope This policy is applicable to all permanent and contractual employees (M1-M9) at DH Fertilizer Limited. 1.4.4. Responsibilities It is the responsibility of the HR Department to prepare & issue the Employment Offer/ Appointment Letter as per the approved terms and conditions and get these signed from signatory authority. Procedure HR Department prepares two copies of the Employment Offer Letters (Refer to Annex: HR DHFL - 007) and gets the letters signed from the signatory authority. HR Department sends both the copies of Employment Offer Letter to the selected candidate for acceptance. Pursuant to the acceptance of the offer by the candidate the process for medical assessment and security clearance shall be initiated. The appointment of candidate

1.4.2.

1.4.2.5.

1.4.2.6.

Contractual

1.4.5.

1.4.5.1. 1.4.5.2. 1.4.5.3.

1.4.5.4. 1.4.5.5.

shall be subject to candidate being declared medically fit and to security clearance prior to joining date. After signing the Employment Offer Letter, the selected candidate returns one copy of Employment Offer Letter to HR Department. HR Department files the signed copy in employees personal file.

1.5.

Internships 1.5.1. Introduction

The aim of this policy is to give opportunity to fresh talent to develop their skills. 1.5.2. Policy It is the policy of DH Fertilizer Limited that; The company may provide internships to fresh graduates from time to time as per policy issued by CEO. 1.5.2.2. Duration of internship period shall be from 3 to 6 months. 1.5.3. Scope This policy is applicable to all those who have recently (within two years) completed their Bachelors/Masters or are in the final year of their educational program. 1.5.4. Responsibilities It is the responsibility of the HR Department to establish healthy and regular relationship with academic institutions to attract and encourage fresh graduates to join DH Fertilizer Limited. Procedure HR Department screens the applications of the candidates based on the requirements. HR Department interviews the candidate along with the immediate Line Manager/Head of Department and finalizes the selection. Immediate Line Manager/Head of Department sets the objectives and expectations to the interns. After the successful completion of internship duration, internee submits their internship report to HR Department through concerned Head of Department. HR Department issues Internship Completion Letter (Refer to Annex: HR DHFL -008). 1.5.2.1.

1.5.5.

1.5.5.1. 1.5.5.2. 1.5.5.3. 1.5.5.4. 1.5.5.5.

1.6.

Orientation
1.6.1. Introduction Orientation is the first formal step of employee induction into DH Fertilizer Limited. It provides familiarization of the newly inducted individual to the organizational culture, values, systems, policies, procedures and employees. 1.6.2. Policy It is the policy of DH Fertilizer Limited that; Orientation program is scheduled and held for the joining employee preferably on arrival and within four week of his/her joining. 1.6.2.2. All new employees go through the comprehensive orientation program. 1.6.2.3. Probation goals are finalized during the orientation at the assigned department. 1.6.3. Scope The orientation policy is applicable to all new employees regardless of level of induction and mode of employment. 1.6.4. Responsibilities It is the responsibility of the HR Department to: i. Carry out the orientation session and introduce the new employee to the relevant departments. ii. Ensure that the orientation is carried out thoroughly and completed on time. iii. Liaise with the relevant Head of Department/immediate Line Manager, with regards to the on-job orientation so as to ensure the continuous flow of the entire process. iv. Ensure that all areas pertaining to employee orientation are covered in orientation checklist (Refer to Annex: HR DHFL -009) and orientation plan are completed as per defined goals and objectives. v. Review and evaluate the Orientation Checklist (Refer to Annex: HR DHFL -009) returned by the new hires for further improvement. 1.6.4.2. It is the responsibility of the relevant Head of Department/immediate Line Manager to: i. Coordinate with the HR Department in designing/improving orientation plan. ii. Provide feedback on the effectiveness of orientation plan to HR Department from time to time. 1.6.4.3. It is the responsibility of the new employees to: i. Attend the orientation program as per the schedule communicated to them and retain the information provided during the orientation session. ii. Complete the orientation checklist and hand it over to the HR Department. 1.6.5. Procedure DH Fertilizer Limiteds orientation program is carried out in three stages i.e. Induction, Orientation Session and Documentation. These stages are explained as under. 1.6.5.1. Induction i. The HR Department makes all arrangements to bring on board all new employees well in advance. ii. An announcement of all new inductees is made to relevant managers / departments on their first day of joining.. iii. Upon arrival at office on the date of joining, the new employee signs their Employee Joining Report and is handed over an Orientation Kit. 1.6.4.1. 1.6.2.1.

iv. Orientation Program The HR Department coordinates the employee orientation program jointly with relevant Head of Department or their assigned departmental representative. The complete orientation program consists of two stages i.e. Day-One Orientation and On-Job Orientation. i. Day-One Orientation A. This session is conducted by the HR Department to provide an overview of the various aspects related to operational philosophies, methodologies, structures and functions of DH Fertilizer Limited and its departments to the new employee. B. Joining employees are provided an Orientation Checklist (Refer to Annex: HR DHFL -009) which lists all areas covered during the complete Orientation Program and is used for reference and comments by the new employees during the Orientation Sessions and is returned to the HR Department for review and record at the end of the Orientation Program. C. During the session, new employees are informed about necessary administrative processes and documents and given an introduction of all relevant departments, introduced to the existing staff and familiarized with the facilities. D. The HR Department ensures that this session covers all related activities in a comprehensive manner to ensure clarity and promotes a professional image of the Company. ii. On-Job Orientation A. The On-Job Orientation is initiated after the completion of the Day-One Orientation and familiarizes newly hired individuals to their assigned workplace. This session is customized in content and duration by the relevant Department/division Hhead or the assigned representative in consultation with the HR Department to correspond to the specific features and requirements of the grade and level to which new employees are inducted. B. During this session the new employee is introduced and familiarized with the following areas of the Division/Department: Mission and Goals Roles and Responsibilities Policies, Procedures, Activities and Functions Hierarchy Internal and external stakeholders Documents and Reports Position specific details and responsibilities Probation Evaluation & Performance Management procedure Goal setting for probation C. The Head of Department or Line Managers would carry out the goal setting activity for the duration of probation, and for the performance year. In addition to the goals mutually set, the expectations in the form of competencies are also communicated to the employee. Post Orientation Process i. Upon successful completion of the Orientation Program the HR Department conducts a session to get feedback from new appointees. ii. The HR Department through discussion obtains an understanding of the experience and training of the new executive, in addition the information obtained during this session is used by the HR Department for further refinement of the

1.6.5.2.

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Orientation Process for future employees. iii. Immediate Line Manager holds meeting with the employees and communicates expectations in terms of performance goals and competencies which are required to be achieved and demonstrated during the probation period.

1.7.

Probation & Confirmation

1.7.1. Introduction The term Probation relates to the period of trial for a newly inducted executive within a specified period of time, the term Confirmation relates to the employees formal acceptance as a permanent employee in the organization after successful completion of the probation period. 1.7.1.2. A formal probation procedure helps to ensure that the DH Fertilizer Limited is provided with an opportunity to assess the performance and behavior of each new staff member in a fair and consistent manner. 1.7.1.3. The aim of this policy is to ensure that the employee and employer are able to evaluate each other during the initial employment period. This is done to provide a period of time for job adjustment and an opportunity for both the new executive and the Line Manager to determine whether to continue the employment relationship. 1.7.1.4. After appointment an employee is on probation for a period of 3 months. The probationary period should be regarded as an extension of the selection process and is utilized for close observation and evaluation of the executive's performance as well as the behavior in the assigned role. 1.7.2. Policy It is the policy of DH Fertilizer Limited that; 1.7.2.1. All new employees, other than the contractual staff, are required to complete the probationary period of 3 months which is further extendable for a maximum period of another 3 months. 1.7.2.2. During the probationary period, either the employee or the Company may terminate employment at 1 day notice. 1.7.2.3. In case of termination of service during probation no benefits accrue. 1.7.2.4. Upon confirmation, all benefits of employment accrue from the date of joining. 1.7.3. Scope This policy is applicable to all permanent employees (falling in M1-M9) at DH Fertilizer Limited. 1.7.4. Responsibilities It is the responsibility of the HR Department to notify names of all those employees who are approaching end of probation time to their respective Heads of Departments and issue the Confirmation Letter (Refer to Annex: HR DHFL - 011), upon successful completion of the probation. The line manager should ensure that an induction programme is in place prior to the commencement of the new employee. Standards and objectives should be set and be provided to the new employee to ensure that expectations regarding standards of work performance, conduct and attendance are clear to them on commencement of their job and that the appropriate support, training and guidance is in place. It is the responsibility of the Heads of Department to: i. Ensure that probation evaluation is carried out on time in a professional and objective manner by the employees immediate supervisor. ii. Provide his final decision on the assessment of probation evaluation on the probation evaluation form and submit it to HR Department. 1.7.4.1. 1.7.1.1.

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1.7.4.2.

1.7.4.3.

1.7.5.

Procedure Throughout the probation period an employees performance and competence should be subject to assessment by their supervisor within a supportive and developmental context. Regular and informal one-to-one meetings should be held to review performance and to ensure that new members of staff are kept informed of their progress against the required standards; to advise them of any concerns and how these can be addressed; and to ensure staff are able to raise any questions they may have about their work performance or training requirements. HR Department forwards the probation evaluation form (Refer to Annex: HR DHFL 010) along with other details of the concerned employee to the Head of Department at least 2 weeks prior to completion of probationary period.

1.7.5.1.

1.7.5.2.

1.7.5.3.

Head of Department forwards the probation evaluation form to the Line Manager of the concerned employee for his assessment and comments. The immediate Line Manager evaluates employees performance, completes the probation evaluation form (Refer to Annex: HR DHFL - 010) and forwards the form along with his comments to the Head of Department at least one week before probation period expires.

1.7.5.4.

1.7.5.5.

Head of Department reviews the feedback presented in the form along with the comments made by the Line Manager and gives recommendations for confirmation of service, extension in probation or termination of service in the Probation Evaluation Form before forwarding it to the HR Department for further processing. In the event of confirmation of service, the HR Department prepares a confirmation letter (Refer to Annex: HR DHFL - 011).

1.7.5.6.

1.7.5.7.

In case of unsuccessful completion of probation period whereby its approved by the management that employee is not likely to continue his employment, Termination Letter (Refer to Annex: HR DHFL - 012) is issued. HR Department prepares two copies of the letters one copy is given to the employee; the other copy is filed in the employee personal file for record.

1.7.5.8.

1.8.

Separation
1.8.1. Introduction The management of DH Fertilizer Limited recognizes that the employee movement is a normal process for a healthy and growing organization and recognizes that an acceptable frequency of employee movement provides the opportunity for introducing young people with fresh ideas and concepts to join the organization. There are many reasons for which an employee may choose or be required to leave employment with DH Fertilizer Limited. This policy describes the general categories of separation and outlines procedures to be followed. All types of separations require a structured process and this policy addresses the standard procedure for handling employee separation at DH Fertilizer Limited. Executive separation may occur due to number of reasons and these may include the following categories: i. Resignation ii. Job Abandonment iii. Reduction in workforce (layoff) iv. Retirement(end of contract) v. Separation due to death vi. Management Initiated Separation -. Disability, Termination of Service on Disciplinary Grounds, Non-renewal of Employment Contract, variation in workforce or re-structuring. The aim of this policy is to outline the conditions and processes in the case of the separation of an employee. This is to ensure that the employee separation process during termination is carried out in predefined manner and all legal, ethical, moral and professional requirements are fulfilled in a manner that meets the expectations of the employee and the organization. 1.8.1.1.

1.1.1.1.

1.1.1.2.

1.1.1.3.

1.1.2.

Scope
This policy is applicable to all permanent and contractual executives at DH Fertilizer Limited.

1.1.3.

Policy It is the policy of DH Fertilizer Limited that; Services of confirmed regular employees may be terminated on a 1 month's notice or on payment of remuneration for the same period in lieu thereof. Similarly, a confirmed regular employee who wishes to resign from the Company's service may leave after serving 1 month notice or pay 1 months salary in lieu thereof. The CEO may relax or waive off the notice period. The un-availed earned leave of the employee may be adjusted in lieu of the notice period. Separation of contractual employees shall be governed by terms and conditions of the contract. Services of probationers may be dispensed without notice. The management of DH Fertilizer Limited reserves the right to suspend services of an employee that is either declared unfit in a medical assessment or due to securing Below Average rating in 2 consecutive years. It also reserves the right to dismiss without notice from service, any employee that is found guilty of misconduct or any fraud as per Disciplinary Policy. An employee who has been convicted by a Court of Law for a criminal offence or an offence involving moral turpitude may be removed from service forthwith. No notice of termination of service will be necessary in such cases.

1.1.3.1.

1.1.3.2. 1.1.3.3. 1.1.3.4.

1.1.3.5. 1.1.3.6.

The retirement age at DH Fertilizer Limited is 58 years. All departing employees are interviewed at the time of separation by HR Department to identify and document the reasons of departure. 1.1.3.9. Final settlements are made within 14 days of the effective separation date, on completion of necessary procedural and legal requirements, for those employees who furnish 1 months notice or given 1 month notice. However, those employees who fail to furnish one months notice their final settlement is made on completion of necessary procedural and legal requirements. 1.1.3.10. The employees separated from employment on involuntary basis due to disciplinary action are not given their final settlements until all relevant enquiries are completed and a final decision is made. 1.1.3.11. In the event of the death of an employee all outstanding dues are paid to the next of kin. 1.1.3.12. Any outstanding dues and/or claims against an employee are recovered from the outstanding amount due to him. 1.1.4. Responsibilities 1.1.4.1. It is the responsibility of the HR Department to: i. Facilitate the leaving employee in the separation process. ii. Issue related letters and coordinate with Finance department for final settlement. iii. Schedule and conduct the exit interview. iv. Verify that clearance from all respective divisions has been obtained by the employee leaving the Company. Procedure Resignation (Voluntary Separation) I. A resignation is an oral or written statement by an employee of intent to voluntarily terminate employment with the DH Fertilizer Limited II. An employee planning to resign is expected to submit a written notice of resignation to the immediate supervisor or the Department Head specifying the last day of employment and the reason for leaving. III. If the employee resigns orally and does not submit a written resignation, then the supervisor shall prepare a memorandum, including the last day of work and reason for resignation, to the Department Head IV. In either case, the supervisor shall immediately notify the HR Department of the resignation. V. For an employee to resign from the DH Fertilizer limited in good standing, the resignation notice must be given 1 month prior to the last day of work. VI. Exceptions to this requirement may be granted at the discretion of the CEO based on unusual or extenuating circumstances. VII. Once the resignation is provided, the HR Department, at its discretion and with or without the approval of the employee, may make the effective date of the resignation earlier than the date provided by the employee, if the HR Department determines it is in the best interest of the DH Fertilizer Limited. VIII. Once the resignation is accepted by competent authority, HR Department initiates the employee separation process and conducts the exit interview referring to the Exit Interview Form (Refer to Annex: HR DHFL - 013) with the separating employee to document his feedback. IX. HR Department initiates the clearance for the separating employee through Clearance and Final Settlement Form (Refer to Annex: HR DHFL - 014)

1.1.3.7. 1.1.3.8.

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1.1.5.

1.1.5.1.

X.

XI.

XII.

Once the process on Clearance & Final Settlement Form (Refer to Annex: HR DHFL - 014) is completed. The concerned employee shall sign the Clearance & Final Settlement Form upon receiving the outstanding dues. The Clearance and Final Settlement Form, the Exit Interview Form (, and a copy of the Letter of Experience Refer to Annex: HR DHFL - 015) are placed in the employees file. A resignation in lieu of termination of employment indicates that the employee did not resign in good standing and, therefore, the employee is prohibited from future employment with the DH Fertilizer Limited.

1.1.5.2.

Involuntary Separation i. Management Initiated Separation A. The Management may initiate separation of employee as per policy mentioned above. B. Before finalizing the decision the CEO also consults with the concerned Head of Department. C. The decision is communicated to the concerned employee in writing after which HR Department will initiate clearance and final settlement procedure as described above. ii. Separation due to Disability A. Employees who are disabled or suffering from chronic illness and are neither able to work in their current position, nor in any other position in the organization, are retired due to disability. B. The procedure for retirement due to disability is initiated by the relevant Head of Department, and is referred to the HR Department for action. The HR Department seeks professional opinion of the approved doctor/hospital/panel of doctors, before taking necessary approvals from the CEO. C. The HR Department facilitates such employees in completing the Clearance and Final Settlement Form and in getting clearance from all concerned Heads of Department. Separation Due to Retirement Upon reaching the age of retirement the HR Department assists and facilitates retiring employee in the completion of the separation process as specified in procedure of Employee Initiated Separation.

1.1.5.3.