- Purpose and Categories of Personnel
1.1 Purpose The purpose of the Personnel Policy is to set down the policies, conditions, rights and obligations of AFCT employees subject to their performing of the duties and responsibilities in their respective job descriptions.
From the time of hiring, each employee will have access to this policy, so that he/she can adhere to it with full knowledge and information.
The policies described below may at any time be subject to modification if the Board of Members of AFCT deems it necessary. In such cases, employees will be fully informed of the changes made.
1.2 Categories of Personnel
All personnel working for AFCT are classified into following types
Employees designate salaried individuals, are given AFCT assignments, either part-time or full-time, and are paid on monthly basis. They will have the responsibility towards the day to day functioning and/or in any one of more AFCT prospective projects of the organization.
All the employees of the organization are classified into categories. These categories are as follows:
- Management Category: a. Managing Trustee
- Founder trustee
- Professional Category: a. Program Officer b. Researcher c. Finance Officer
- Communication Officer e. Frontline Officers
- Support Category: a. Administrative Assistant b. Office Boy
2 Consultants Consultants are professional experts hired by AFCT on short-term Basis only for the completion of specific tasks and assignments related to AFCT or one or more of its projects. Separate and limited contracts, defining their job description, timeline, deliverables, reporting procedures and payment details will be issued to consultants. They will be paid on daily/monthly/weekly basis depending upon the nature of their assignment. They will not be considered as full-time or part-time employees of the organization.
- Volunteers and Personnel Recruitment
Volunteers are individuals who work at AFCT out of their own choice or have been deputed at AFCT by other organizations. They will be assigned tasks from time to time as deemed necessary by AFCT. AFCT will have a limited contract (specified time) with volunteers and will not provide any compensation except under special conditions. They will not be considered as full-time or part-time employees of the organization.
2.2 Personnel Recruitment
AFCT believes in equal employment opportunity to each individual, regardless of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant condition. This policy applies to recruitment and advertising; hiring and job assignment; promotion, demotion and transfer; termination; rates of pay and benefits; selection for training.
2.3 Personnel Files The Organization maintains personal files for each employee. Personnel File are maintained for each employee of AFCT Organization. These personnel files contain confidential documents And are managed and maintained by Human Resources staff
2.3.1 Personal Records: AFCT maintains personal records of all Employees. During appointment of the employee the photo copies of Qualifications and experience are collected along with their joining Report and they will be kept in their files.
2.3.2 Notice of Vacant or New Position
It is the responsibility of the Trustees to fill vacant positions as well as new regular positions and new temporary positions of a duration exceeding more than six months. They must make sure that the positions can be filled under the organizational budget.
For all new positions, a job description shall be established and include the following elements:
- Position summary
- Description of duties and responsibilities
- Conditions of work
- Competency level
Notice of a new or vacant position must be approved by Trustee’s before it is released publicly.
Recruitment for a new or vacant position can be opened to internal and external competition. For external recruitment, positions in the professional category can be advertised publicly through mass media/social media.
2.3.3 Interview and selection
As a general rule, a selection committee comprising of, at least two members from the trustee’s/ executive members shall be assembled for filling all positions.
The committee will go through the applications received, retaining those that show the best qualifications. It will evaluate each candidate’s application with the help of an evaluation form created beforehand, containing well-defined criteria.
A list of the candidates chosen to be interviewed will be shortlisted by the Selection Committee.
After the enlistment of the selected candidates, with the approval of the trustee’s appointment letters shall be provided.
- Appointment Letter and Staff Orientation at the AFCT
3.1 Appointment Letter
Any personnel employed with AFCT will be issued an appointment letter prior to his/her employment by AFCT. The appointment letter will officially announce his/her position within the organization, the place of assignment and the effective date of employment. The appointment letter will carry annexes, specifying the employee’s job description, terms of reference, salary, benefits and other relevant terms of employment.
3.2 Probationary Period
A probation period of three months shall apply to all new employees from the date of hire. Exceptionally, the probation period may be extended to six months. In case, if a new employee fails to perform in accordance to expectations of AFCT, he/she will be given a notice, terminating the contract at the end of the probationary period.
3.3 Staff orientation
All new employees will get an orientation about the organization’s mission and strategies, its structure and the staff within it, the policies and conditions of employment, the internal rules and regulations, etc.
AFCT believes in attracting and retaining a qualified and effective workforce through a system of payment that is both appealing and fair. All employees of AFCT are entitled to a basic salary, depending upon their skills, qualification and experience. The basic salary will be mentioned in the appointment letter.
3.4.1 Salary Increment
Salary increment will be based upon an employee’s position and performance. Increment will be provided to employees on annual basis after their performance evaluation. Salary increment is calculated on the basis of basic salary of the staff.
1) Festive gifts:
All employees shall receive festive gifts like crackers, sweets etc., according to the decision of board of trustees’
- Compensation against Accident of the staff during Service
In the event that the staff succumbs to an accident while working for AFCT, i.e. during the office hours or during field trips, he/she is entitled to receive compensation amounting to a maximum of two-month salary of the individual to cover the medical expenses.
All confirmed staffs of AFCT will be provided with basic insurance policy as decided by the board of trustees.
5 Working Days and Hours
5.1 Working Days
AFCT will follow a 6 days a week working schedule from Monday to Saturday. Sundays are considered as non-working day.
5.2 Office Hours
The office shall open from 09.30 am in the morning till 05.30 in the evening. All employees are expected to complete 8 working hours daily. There will be one hour lunch-break.
- Travel Rules & Regulations at AFCT
6.1 Travel Staff members may be asked to travel away from their usual workplaces on authorized missions. The policy on payment of travel allowances adopted AFCT applies to all employees regardless of job category or status. It also applies to the consultants, when mentioned in their agreement.
After reimbursable expenses are made, the person making an expense claim shall use the appropriate forms available.
The expenses will not be reimbursed if proper justifying documents (original receipts) are not attached except for per diem.
All employees and volunteers are entitled to claim expenses incurred for accommodation for official trips outside Coimbatore. Maximum claims for accommodation shall not exceed Rs 300 Claim for accommodation will be reimbursed upon submission of bills/receipts.
6.3 Mode of Transport
AFCT will pay only surface transport as far as possible, i.e. bus. If any individual is using personal vehicle for AFCT related work, they can be reimbursed the actual fuel cost based upon the mileage. Some maintenance will also be awarded if required. However, the private transport must be shared by more than one AFCT member or employee.
7 Leave and Holidays
All employees are entitled to the following leave with pay.
(1) Annual & Sick Leave
All employees of AFCT are entitled to 15 working days off as paid leave per year. Employees are entitled to take sick leave with pay per calendar year. Sick leave is accumulated at the rate of 1 day for every full month worked
Employees have to present a medical certificate to substantiate claims for sick leave with pay for absences exceeding two successive days. Final decision will be taken by the board of trustee’s (i.e. approval of leave)
(1) An employee who is unable to come to the office is required to notify the office of the reason for his/her absence to the respective higher superior authority.
(2) Unauthorized absences are grounds for disciplinary action. The following procedures shall apply:
- An employee that has been absent for two consecutive working days without notice or explanation shall be personally sought of by the board of trustees. He/she shall be asked to put in writing the reason(s) for his/her absence. ii. If, after seven consecutive days of absence, the employee continues to fail to give any explanation of the cause of his/her absence, the employee will be considered to have resigned from his/her position. iii. In cases where the employee cannot give any satisfactory answer to the cause of his/her absences, in the judgment of the board of trustees, the employee may be subjected to disciplinary action.
- Staff Movement
8.1 Assignments and Transfers
According to project needs, any employee can be transferred temporarily or permanently to any location where AFCT conducts its activities. The transfer may be the result of a promotion, a change in role due to service requirements or other reasons.
A permanent transfer to a new place of work that includes a new job mandate shall result in a contract renewal. In addition, the employee concerned shall be notified in couple of weeks in advance of his/her change in situation.
8.2 Interim positions and promotions
An employee may be called on to temporarily perform a job in a higher category. That does not automatically give him the right to the salary and benefits of this position. However, after a reasonable amount of time, AFCT shall reclassify the employee in the category of the new job or return him/her to his/her former duties.
An employee who receives a promotion can be required to complete a trial period in the new position. If the trial period is successfully concluded, the employee will be reclassified in the new job category and at a salary scale level higher than his former position. If the trial period is not satisfactorily completed, the employee will be reinstated in a position at the same level as his former position.
9 Employee Termination Rules in AFCTs
9.1 Prohibition on Outside Employment and/or Engagement Full-time regular employees of AFCT are not allowed to undertake outside employment.
9.2 Termination of Employment
Conditions for Termination
Employees shall lose their jobs under any of the following conditions:
9.2.1 Voluntary Resignation
- Personnel wishing to resign from post may do so by giving a resignation letter to the Executive Director stating the reasons for resignation and effective date of the same. One month of prior notice is required for such resignations. ii. The date in which the resignation letter is received at the AFCT office is considered the date on which notice of resignation is given. Failure to provide sufficient notice may be ground for forfeiture of all accrued employee benefits.
9.2.3 Redundancy of the Position
Depending on the nature and volume of its operation, AFCT may declare certain positions redundant. Persons occupying those positions will therefore be forced to be separated from AFCT with proper notice. While doing so, AFCT will give at least 2 months notice in advance.
9.2.4 Procedures for Termination and/or Disciplinary Action
- AFCT will ask the employee for a written explanation on the offense deemed committed by the employee concerned, identifying the charges against him/her and the particulars of the facts relied upon to support it. ii. The employee is given 3 working days to submit his/her explanations. iii. Based on the written explanations submitted by the employee concerned and the strength of evidence presented, AFCT may choose to decide on the charges or pursue further investigation of the case. iv. AFCT can, shall it feel necessary to, suspend the employee in question from duty during the period of investigation subject to the following conditions: a. should the employee be in a position to tamper with the evidence against him/her. b. should the employee’s continuing presence in the organization be deemed inimical to the interest of the organization.
10 Conflict Management Policies in AFCTs
10.1 Conflict Management
10.1.1 Conflict Resolution
Whenever a dispute arises among the AFCT staff, it shall be resolved in a constructive manner, i.e. the solutions shall lead to positive changes. Employees who feel unfairly treated or who have complaints about a situation or about working conditions should notify the board of trustee’s immediately.
10.1.2 Staff Behavior
AFCT expects its employees to adopt attitudes and behavior that maintain the good image of the organization. AFCT employees shall display an exemplary level of professionalism and integrity.
Furthermore, besides the usual rules every good employee needs to follow (respect, courtesy, punctuality), there are particular procedures of conduct for members of the organization which must be observed.
(1) Political Activities
Since AFCT is a non-political organization, employees shall not participate in activities of a purely political nature on work premises or during working hours. It is also prohibited to use the organization’s materials for these purposes.
(2) Discrimination and Harassment
Under the principles established by AFCT, no employee, man or woman, has the right to put pressure on another, make intimate advances, give preferential treatment or show sexual favoritism at work.
(3) Conflict of Interest
To avoid putting themselves in a conflict of interest with the objectives and operations pursued by AFCT, employees shall respect the following guidelines:
- It is prohibited to use AFCT property for illegal or unauthorized purposes.
- It is prohibited for any AFCT employee having confidential information to disclose it without express authorization beforehand.
- Employees cannot at any time accept a job from another employer if this job interferes with their work schedule and their duties and responsibilities.
- Employees shall avoid putting themselves in situations where they may gain profit or derive direct or indirect interest by influencing a contract award.
- Employees cannot solicit or accept tips, gifts, favors or other forms of gratuities for services rendered or required to be rendered in performing their duties within the organization.
11 Settling Grievance Policy in AFCTs
11.1 Grievances If an employee feels unfairly treated by circumstances that infringe on his/her rights or change his/her employment conditions, he/she should discuss the situation with his/her immediate supervisor. If, after the matter has been discussed and corrective measures taken, an employee feels it has not been satisfactorily settled, he/she can submit a grievance to the Executive Director, who will discuss and provide appropriate solution. All grievances shall be handled internally because there is no recourse to external mediation or arbitration.
11.2 Performance Evaluation and Skill Training
11.2.1 Performance Evaluation System
The performance evaluation system is a means by which AFCT can increase its efficiency and that of its employees. The purpose of the system is for the organization to fulfill its mission by attaining its objectives and for employees to grow and feel fulfilled through proactive performance supervision.
The system enables, among other things, the harmonizing of individual employee objectives with those of the organization, the measuring of employee potential and
work performance and the support of employee improvement by working with them on their development needs.
The annual performance evaluation seeks specifically to:
- promote communication between employees and their supervisors; • clarify expectations concerning objectives and performance; • improve employee performance through on-going monitoring and feedback; • assess and reward individual performance; • allow employees to express their career aspirations.
The performance evaluation focuses on the individual employee in relation to the tasks and responsibilities assigned to him. It is not necessarily a comparison of one employee’s performance with that of another. Thus, the employee’s work performance is to be assessed in relation to absolute procedures, that is, according to the evaluator’s performance criteria and not according to relative procedures.
The performance evaluation also allows AFCT to assess the quality of human resources in their department or organization, note important information concerning expectations and needs and clarify decisions concerning transfers or work assignments.
12 Performance Evaluation System Policy for AFCTs
12.1 Elements of the Performance Evaluation System
A performance evaluation system is composed of three main stages that generally take place over a period of a year:
(1) Performance planning
The performance planning stage enables employees to come to an agreement on what is to be accomplished during the year and how it will be carried out. The following procedures and tools are used to facilitate this stage:
- a) Job description or list of duties
Each employee must have an up-to-date job description defining the purpose of the work and the responsibilities involved.
- b) Setting of objectives
For each key responsibility associated with a position, at least one objective should be established for a particular period. The objectives should be clear and quantifiable, and the assessment criteria should be mentioned.
- c) Individual action plan
The individual action plan is a planning tool used to specify the AFCT to be taken to achieve the objectives set beforehand. The action plan should be prepared jointly with the immediate supervisor. It may also involve new initiatives facilitating improved productivity or personal capacity development.
(2) Performance Monitoring and Management
Staff performance and productivity should be managed on an on-going basis throughout the year.
The following elements, among others, are involved:
- a) On-going Supervision
This means taking the time to observe, examine sources of difficulty and seek solutions.
- b) Regular Communication
This involves regular exchanges so that employees can receive feedback about their performance and receive the necessary supervision.
- c) Periodic Evaluation
This involves formal, scheduled meetings between an employee and supervisor to discuss activities carried out, end results and the adjustment of the action plan and objectives, if necessary. A minimum of one meeting every six months is suggested to ensure satisfactory results.
13 Policy for Annual Performance Evaluation at AFCT’S (inclusive of projects)
13.1 Annual Performance Evaluation The annual performance evaluation is the analysis, based on documentation from previous stages of the process, of an employee’s work record. The evaluation addresses two fundamental questions. The first relates to the past and involves verifying what was accomplished qualitatively and quantitatively during the year. The second relates to the future and consists of identifying means to be considered to ensure the employee continues to grow and develop.
The performance evaluation form should include all the sections needed for the evaluation. This includes a section relating to performance evaluation in relation to the objectives established at the outset and in relation to the responsibilities of the position, a section that specifies or targets what is needed for the employee’s development and finally a section allowing the employee and the evaluator to express their comments and affix their respective signatures. The form should also include a performance level classification and a definition of each of these levels.
The annual performance evaluation does not have any financial impact on salaries. It is first and foremost a tool to evaluate the employee’s performance and take remedial action if necessary.
13.2 Skill Training and Professional Development
Depending on available funds, AFCT should foster the professional development of its employees in order to be as effective as possible in its activities. The training programs chosen should address the actual needs identified and expressed during performance evaluation sessions.
As part of the staff and organizational development activities, AFCT may at times decide to send a designated staff person for trainings and/or further studies both abroad as well as at local level. AFCT will bear the full/partial costs of the trainings/studies for this. However, the designated staff sponsored for the trainings/studies is required to sign a bond with AFCT that requires him/her to complete the full tenure of working with the organization.
14 FINANCE POLICIES
14.1 Fund Receipt 14.1.1 Sources of Funds AFCT receives funds from the following sources: i. Project fund. ii. Membership fees. iii. Income from short term professional services and consultancy Assignments undertaken by AFCT. iv. Grants Donations received from philanthropic organizations and individuals. v. Grants received from Government
14.1.2 AFCT Core Fund The following are identified as AFCT’s core programme: A. AFCT’s administrative expenses (Office rent, utilities, administrative officer, peon). Any programme coming to AFCT must allocate some funds to support this core programme.
14.1.3 Signatories to Cheque Books The Managing trustee and Founder trustee will be signatory to AFCT’s cheques. Money can be released by the signatures of two signatories.
14.1.4 Types of Accounts The following three types of accounts will be maintained by AFCT:
(i) Central Account All income accrued to AFCT will be deposited in the Central Account. The Managing Trustee, and Founder Trustee are authorized to operate the bank account. Two signatures of these officials will be required for fund disbursement.
(ii) Savings Account AFCT will keep fixed deposit savings account for its trust fund.
(iii) Petty Cash Fund A petty cash fund is kept to cover payments not exceeding Rs.5000. The Accountant/Office Administrator will handle this account and is to be liquidated every two weeks. The Managing Trustee and/or Founder Trustee will ensure proper handling of petty cash fund through surprise checks from time to time.
(iv)FCRA Account All the foreign contribution will be deposited in this account. The Managing Trustee and Founder Trustees are authorized to operate the bank account. Separate program wise accounts are maintained.
14.2. Fund Disbursement All payments be made either by cheque or cash.
14.2.1 Payment by Cheque Crossed cheques will be issued for all the payments
(i) Payment for Purchases Payment against purchases exceeding 1000 shall be made by Cheque or through Online payment.
(ii) Payment for Services Rendered a. Payments for Staff Salaries i . Payment Calendar Staff salaries are paid within seven days following the completion of the month. Single bank statement and single cheque will be sent to the bank with the name and account numbers of staff members for depositing their salary in their respective accounts or if any individual are not having bank account they will be issued individual cheques.
- Staff payroll Staff payroll (salary sheet) is prepared by the Accountant as the basis of payment. The staff payroll contains information on the employees’ basic salary for the month, allowances if any, deductions and net salary payable. The staff payroll is checked by the Founder Trustee and approved for payment by the Managing Trustee.
iii. Advance Pay Advance payment will not be given to the AFCT’s employees. For travel purposes, AFCT employees shall be given cash advances for expenses covered on official trips. Request for cash advances is prepared by the personnel concerned, recommended by the Founder Trustee or Project Director and is approved by the Managing Trustee. All cash advances for travel are to be liquidated within a week following the completion of the trip.
- Tax Deduction at Source
AFCT will deduct tax at source where applicable as per Government rules.
- Professional Tax deduction Registered with Government for the deduction of professional tax. Renewing registration every year. Professional Tax deducted from the staff and paying to commercial tax department.
- Payment for Contractual Services Payment for contractual services is done through cheque or through Online payment disbursements. The schedule of payment depends on the Terms of Reference (TOR) agreed upon by the personnel concerned and AFCT. Payments are covered by a Request for Payment Form prepared by the accountant and approved by the Managing Trustee.
14.2.2 Procedures for Fund Disbursements
- All requests for payments are to be made using the appropriate forms.
- Requests for payments are to be properly substantiated with bills/receipts and essential documents.
- Requests for payments are prepared by accountant and submitted to the Managing Trustee for checking and approval.
14.3. Book Keeping and Recording 14.3.1 Book Keeping The recording system of AFCT’s financial transactions allows to monitor bank balances, status of funds receipts and expenditures, and a comparative statement of budget vs. actual expenditure on a regular basis. AFCT will maintain records of fixed assets, petty cash disbursements, supplies, inventory, the use and maintenance of office equipment.
14.3.2 Accounting The following sets of financial reports will be prepared by AFCT:
- Quarterly financial reports will be prepared for review by each individual project manager of AFCT’s specific projects as well as of its core activities. This quarterly report will be reviewed by the Board of AFCT. Financial reports to donors will be submitted as prescribed in the agreement between donors and AFCT.
- Annual Balance Sheet and Statement of Income and Expenditures will prepared for each financial year.
- Separate Annual balance sheet and statement of Income and Expenditures will be prepared for the foreign contributions.
14.4. Auditing Books of Accounts of AFCT shall be audited annually by an independent auditor appointed by the Board of Trustees. AFCT may hire internal auditor in order to streamline its accounting systems and procedures
14.5. Formation of Committees The following committees are constituted for different programme Activities as per the need of the programme and to be approved by the board of Trustees. i. Programme Committee ii. Financial Committee iii. Purchase Committee
15 COMMUNICATION POLICIES
15.1. Purpose The purpose of this policy is to control and reduce the communication cost in an effective way. Telephones are the most convenient and fastest mode of communication but for long distance communication, they are expensive. There are other modes for fast communication such as courier, fax or e-mail. And out of these, e-mail is fast and more affordable. AFCT prefers to use e-mail for out of station correspondence to reduce the communication costs. Telephones can be used for local calls and in emergency for national & international long distance calls. Internet service at the office can be used to download and send email and to conduct work-related research.
15.2. Guidelines AFCT provides the following guidelines to its staff to control telephone use. a. Telephone users are requested to keep their conversations short in order to keep the cost down and to keep the lines open for other people in and outside the office that need to use the telephone.
- In general, employees should avoid using phones for non-official calls and are encouraged to use ISD facilities available outside the office. However, the non-official calls will be billed to employees at prevailing rates. To keep track of such calls, a record sheet is provided to each employee working in the office in order to make it easier to remember to record the long distance calls (ISD). All long distance calls should be recorded on this sheet along with all required information and submit to the finance division each month.
- In order to minimize communication costs as much as possible, email should be used rather than fax or direct long distance calls.
- Copies of all in-coming and out-going official communications (fax, letters sent or received) should be filed.
- Efforts should also be made to keep fax messages short and to send long documents by fax only in urgent cases.
- Regarding international phone calls, the need for the official call should be discussed verbally with the Managing Trustee , unless exceptional circumstances make this impractical.
16 COMPUTER POLICIES
16.1. Purpose AFCT seeks to effectively manage the computer system for guiding the use, maintenance and security of the computer equipment. Employees are responsible for ensuring that the procedures and policies suggested here are followed.
16.2. Use Using computer equipment requires particular care because of its fragility and high cost. Access to the equipment should thus be strictly reserved to AFCT employees only. Those employees who are unable to handle commonly-used software will be given an orientation by the senior staff on request. At least one AFCT employee will be trained in handling minor maintenance of computers and accessories at the office.
16.3. Security a. In order to safeguard the computers against viruses, the external drives (CDs/DVDs/floppies/pen drives) that are at AFCT office are only to be used. In the same way, no external drive from any source other than from sealed packets shall be used in the computers, unless it is first scanned with a latest anti-virus software.
- In order to safeguard computers from viruses, antivirus software has been installed in the computers. The virus list for this program should be updated on a regular basis. It is the duty of the employee who has been assigned a computer to update the virus list on her / his computer.
- There should be at least two backups of all important documents. One copy should be on the hard disk of the computer assigned to the concerned employee and a second copy on a CD/DVD kept in the office.
- The computers of the AFCT should normally be used by its employees. Consultants and volunteers should seek prior permission of AFCT employee before using his/her computer in the office
16.4. Saving documents in the Computers In order to streamline the procedure to save documents in the computers and to make it easier for people to find documents and make back-ups of important documents, each employee should have a c:/my documents directory in his/her computer. This directory should be broken down into sub-directories to facilitate retrieval of important documents. Each employee will include a copy of all their important documents to be backed up on a directory entitled backup.
16.5. Back-ups of Documents In order to safeguard important documents and other work done by the staff, the back-up directory of the employee shall be backed up on CD/DVD once every month and the CD/DVD stored by the employee.
17 PROCUREMENT POLICIES
17.1. Purpose The purchase of goods and services is necessary for the smooth operation of the organization. The aim of the internal control system for the supplying of goods and services is to ensure orders are handled by individuals having skills in evaluating what purchases are required from suppliers offering the best deals, to ensure purchases made do not exceed the budget provided and to ensure purchased goods and services conform with the quantity and price specified in the order.
17.2. Methodology AFCT shall follow certain methods in purchasing goods, equipment and services required for the needs of the organization or its projects. Use of competitive bidding shall be a priority practice. The first criterion in choosing a supplier shall be the lowest bid. However, if a supplier does not provide the required level of service or an adequate guarantee, then other criteria shall also be considered. AFCT shall specify in the purchase file the reasons the lowest bid was not chosen. For purchases of single item up to Rs: 10000/-, Quotation is not required. For the purchase of more than one item up to Rs20000/- quotation is not required For the Purchase of item above Rs: 20000/- to 5 00000/- Three quotation are required. The purchase file shall contain all the documents pertaining to each transaction, i.e. the purchase requisition, quotations, contact information of suppliers purchase contracts or orders, invoices, delivery slips and any other pertinent documents.
17.3. Purchases Employees making purchases as part of the project activity or organizational work shall follow these mechanisms:
- Requisition form
The employee requesting a purchase fills this form, has it approved by the Managing Trustee and sends it to finance division.
- Order form
The finance division issues the order form, after it is signed by the Managing Trustee . The concerned employee or the finance division will make the purchase successful on the basis of the order form.
- Delivery slip
After the purchase has been made, a delivery slip will be issued by the finance division for the supplier, who will sign it and give it back to the finance division.
18 INTERNETS AND EMAIL POLICY
Choice mail, email, and Internet usage assigned to an employee’s computer or telephone extensions are solely for the purpose of conducting Organization activities. Some job responsibilities at the organization require access to the Internet and the use of software in addition to the Microsoft Office suite of products. Only people appropriately authorized, by organization may use the Internet or access additional software.
18.1 Internet Usage Internet use is authorized to conduct organization activities only. Internet use brings the possibility of breaches to the security of confidential organizational information. Internet use also creates the possibility of contamination to the system via viruses or spyware. Spyware allows unauthorized people, outside the Company, potential access to Company passwords and other confidential information. Removing such programs from the organization network requires IT staff to invest time and attention that is better devoted to progress. For this reason, and to assure the use of work lime appropriately for work, we ask staff members to limit Internet use. Additionally, under no circumstances may organization computers or other electronic equipment be used to obtain, view, or reach any pornographic, or otherwise immoral, unethical or nun-business – related Internet sites. Doing so can lead to disciplinary action up to and including termination of employment.
18.2 E mail usage at Organization
Only the official email iDs authorized by the Board of Trustees (e.g. firstname.lastname@example.org) should be used for all official communications. Email is also to be used for organization activity only. Organization confidential information must not be shared outside of the organization, without authorization, at any time. You are also not lo conduct personal activities using the organization computer or email.
Keeping this in mind, the employees consider forwarding non-business emails to associates, family or friends. Non-activity related emails waste organization time and attention.
18.3 Emails That Discriminate
Any emails that discriminate against employees by virtue of any protected classification including race, gender, nationality, religion, and so forth, will be dealt with according to the harassment policy. These emails are prohibited at the organization. Sending or forwarding non-activity emails will result in disciplinary action that may lead to employment termination.
18.4 Organization owns employees Email
Keep in mind that the organization owns any communication sent via email or that is stored on organization equipment. Management and other authorized staff of the organization have the right lo access any material in email or on computer at any time. The employees do not consider electronic communication, storage or access to be private if it is created or stored at work.
All teachers are expected to know and follow the outlined code of conduct for their profession.
- Commitment to the Profession Conduct yourself in a reasonable manner in the development of Government policies affecting education. Do nothing in your private or public pursuits which will bring your profession to disrepute. Keep in confidence, information that had been obtained in the course of professional service, unless disclosure serves professional purposes or is required by law. Offer advice and give helpful criticism as the need arises. In this matter you have a special responsibility to teachers in training and junior colleagues. Open confrontation of whatever nature must be avoided. You should neither allow other employment to impair the effectiveness of your professional service, nor permit commercial exploitation of your professional position. Keep all records accurate and up to date. The meeting of deadlines must be given priority, and thoroughness in the preparation of required documents is crucial. Professional growth is absolutely necessary and must be given priority. Devote full working time to your vocation; teaching effort and time on task are essential for success.
- Commitment to Colleagues Treat you colleagues as professional equals, regardless of their status. Treat your colleagues with courtesy at all times. If you are a Head, behave in such a manner that you earn respect. Win tit by upholding integrity, dignity, decorum and efficiency at all levels. If you are a Deputy or Senior Master/Mistress, hold the balance between the Head and the other members of staff evenly poised. Respect the functional superiority of those set in authority over you. In correcting a subordinate, do not make the intent known to others, unless it is necessary.
Be impartial in your decision with members of staff. Cliques and fractions among members of staff will not be tolerated. Do not discriminate on grounds of race, colour, creed, or national origin, nor interfere with the free participation of colleagues in the affairs of their association (s). Do not deliberately distort evaluation of colleagues.
- Attendance, Leave and Absence Be regular and punctual. Attendance should be faithfully recorded. Teacher should report for duty at least fifteen minutes before the session begins. Prior approval in writing should be obtained before proceeding on leave. In case of illness or emergency, inform the Head without undue delay. Report you resumption of duty promptly.
- Commitment to Students
In fulfilling your obligation to students –
Place high value on and demonstrate to students commitment for excellence in work, manners and achievement. Encourage students to practice respect for other and to be thoughtful and helpful at all times, especially in relation to the aged and the handicapped. Encourage students to exercise discipline. Help students to develop a sense of responsibility, self reliance and independence. Encourage students to show respect for all forms of duly constituted authority. Demonstrate patriotism and appreciation of freedom with responsibility. Help students to differentiate right from wrong and justice from injustice. Encourage students to show respect and appreciation for personal and public property. Assist students to exercise tolerance as they strive for understanding of other’s ideas and beliefs.
Strive for consistency, firmness and understanding in disciplinary dealings with pupils. Insist a feeling of pride in self, school and community. Help students to understand and appreciate that the development of acceptable attitudes and standards is more important than blind obedience to rules. Strive to develop mutual courtesy and respect between teachers and pupils. Dealing justly with each student and treat each with courtesy and consideration. Work towards developing and promoting good human relations and qualities. Do not encourage undue familiarity with students. Do nothing by precept or example likely to corrupt student. Stimulate the spirit of enquiry, the acquisition of knowledge and understanding and the thoughtful formulation of worthy goals. Respect the confidentiality of information about a student or his home and with hold it, unless its release serves a professional purpose benefits the student, or is required by law. Undertake to constantly pursue the improvement of learning facilities and opportunities. Make responsible efforts to protect students from conditions harmful to health and safety. Do not discriminate on grounds of ability, race, colour or creed.
- Commitment to the Community
The Teaching vocation occupies a position of public trust. Education is effective when school and community co-operate in a constructive manner.
Adhere to any responsible pattern of behaviour accepted by the community for professional persons. Perform the duties of citizenship, and participate in community activities with due consideration. Discuss controversial issues from an objective point of view; keep your class free from partisan opinions. Respect the community in which you are employed and be loyal to the school system, community and nation.
Work to improve education in the community and to strengthen the community’s moral, spiritual and intellectual life. Encourage the community to participate in the life of the school. Co-operate with approved agencies concerned with student Welfare. Conduct professional business through recognized educational and professional channels. Do nothing in your teaching, calculated to install contempt or disobedience to the laws of the land.
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