CODE OF CONDUCT ETHICS, POLICIES & REGULATIONS
𝐂𝐇𝐄𝐍𝐍𝐀𝐈 𝐒𝐒𝐒𝐒 𝐄𝐐𝐔𝐈𝐏𝐄𝐌𝐍𝐓 𝐏𝐑𝐈𝐕𝐀𝐓𝐄 𝐋𝐈𝐌𝐈𝐓𝐄𝐃
On behalf of CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED we welcome you to C4S We seek this opportunity to collaborate closely work with you as you embark on journey with us. We hope that as an employee of C4S you will optimize many opportunities presented to you in order to enhance your professional profile as well as broaden your horizons.
Our Quality Policy
In C4S we are committed to achieve and sustain excellence in service and retain customer through continual improvements.
Our Safety Policy
C4S strongly believes that safety of the employees and the public is of paramount importance and declares that the safety will takeprecedence over the expediency, every effort will be made to involve all Managers, Supervisors, and employees in the development and implementation of safety procedures and towards this, systems and procedure will be developed besides implying knowledge on the need to adherence to safety practices. It believes In the value of human life and strive hard to have a safe environment and activities.
Our Environmental Policy
We, CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED are committed to comply with applicable legal requirements and proactively work towards continual improvement by adapting Environmental Management System in our outlets by focusing on resource conservation and waste reduction through planned Objectives and Targets, Improved work habits and by creating awareness among employees as well as by communicating Environmental policies to interested parties including public.
If you have any queries regarding your work responsibilities or if you require any further information about C4S please be free to approach us for clarification.
We certainly look forward to forging a long term and fruitful working relationship with you and we are confident that you will find your experience with C4S a challenging and rewarding one.
Chennai SSSS Equipments Pvt Ltd
1. Company –Mission & VisionStatement.
3. Ethical Code ofConduct
4. Confidentiality ofinformation
6. Health, Safety &Environment.
7. Protection ofAsset.
8. Amendment to theCode.
9. Placement of theCode.
10. Enforcement of Code ofConduct.
11. Consequence ofnon-compliance.
12. Company dresscode.
13. Regulations for drivers & Vehiclemaintenance.
16. Company Housekeepingprocedure.
18. Conflict ofinterest.
19. Better work ethicspromotion.
20. Clean desk policy.
21. Entry and Exit policy
23. Leave Policy.
24. Travel Policy
26. General safety.
27. Fire safety.
1. COMPANY VISION AND MISSION STATEMENT VISION
BE THE BEST SERVICE PROVIDER IN THE INDUSTRY WITH A COMMITMENT TO PROVIDE INNOVATIVE SOLUTIONS AND IMPROVE QUALITY OF LIFE OF OUR EMPLOYEES, CUSTOMERS AND STAKEHOLDDERS
PROVIDE UNMATCHED SUPPORT TO OUR CUSTOMERS IN CONSTRUCTION EQUIPMENT INDUSTRY THROUGH OUR VALUED EMPLOYEES TO ENHANCE CUSTOMER SATISFACTION AND TO ACHIEVE SUSTAINABLE GROWTH
We promote a customer driven corporate culture by providing the best quality and impeccable service with value centered on our customers.
We refuse to be complacent, embrace every opportunity for greater challenge and we are confident in achieving our goals through unwavering passion and ingenious thinking.
We create synergy through a sense of togetherness that is fostered by mutual communication and co-operation within the company and with our businesspartners
We believe the future of our organisation lies in the hearts and capabilities of individual members and will help them develop their potential by creating a corporate culture that respects talent.
3. ETHICAL CODE OFCONDUCT
In C4S, we will:
• Always put our customersfirst
• Empower and develop people
• Encourage open and transparentcommunication
• Build teamwork and partnership with trust and respect
• Align and guide people towards timely achievement of organizationalgoals
• Develop a ‘do it right the first time’attitude
• Be committed to the environment and tosociety
Equal Opportunity Employees
1. We provide equal opportunities to all our employees and eligible applicants for employment in the company. We do not unfairly discriminate on any ground including race, caste, religion, colour, ancestry, marital status, gender, sexual orientation, age, nationality, ethnic origin, disability or any other category protected by applicable laws.
2. When recruiting, developing and promoting our employees, our decisions will be based solely on performance, merit, competence andpotential.
3. We shall have fair, transparent and clear employee policies which promote diversity and equality, in accordance with applicable laws and other provisions of this Code. These policies shall provide clear terms of employment, training, development and performancemanagement
Dignity and respect
4. Our leaders shall be responsible for creating a conducive work environment built on tolerance, understanding, mutual cooperation and respect for individualprivacy.
5. Everyone in our work environment must be treated with dignity and respect. We do not tolerate any form of harassment: sexual, physical, verbal orpsychological.
6. We have clear and fair disciplinary procedures, which necessarily include an employee’s right to be heard.
7. We respect our employees’ right to privacy. We have no concern with their conduct outside our work environment, unless such conduct impairs their work performance, creates conflicts of interest or adversely affects our reputation or businessinterests.
8. We will promote our understanding of internationally recognized human rights, and will respect and not infringe on the human rights of all those involved in our business activities and we do not employ children at ourworkplaces.
9. We do not use forced labour in any form at our workplaces. We do not confiscate personal documents of our employees, or force them to make any payment to us or to anyone else in order to secure employment with us, or to work withus.
10. Every employee of the company shall preserve the human rights of every individual and the community, and shall strive to honourcommitments.
Bribery and corruption
11. Our employees and those representing us, including agents and intermediaries, shall not, directly or indirectly, offer or receive any illegal or improper payments or comparable benefits that are intended or perceived to obtain undue favours for the conduct of ourbusiness.
Gifts and hospitality
12. Business gifts and hospitality are sometimes used in the normal course of business activities. However, if offers of gifts or hospitality (including entertainment or travel) are frequent or of substantial value, they may create the perception of, or an actual conflict of interest or an ‘illicit payment’. Therefore, gifts and hospitality givenor
received should be modest in value and appropriate and in compliance with our company gifts and hospitality policy.
Freedom of association
13. We recognise that employees may be interested in joining associations or involving themselves in civic or public affairs in their personal capacities, provided such activities do not create an actual or potential conflict with the interests of our company. Our employees must notify for any such activity as per the ‘Conflicts of Interest’ clause of this Code and in accordance with applicable company policies andlaws.
Working outside employment with us
14. Taking employment, accepting a position of responsibility or running businesses outside employment with our company, in your own time, with orwithout remuneration, could interfere with your ability to work effectively at our company or create conflicts of interest and hence it is notallowed.
Integrity of information and assets
15. Our employees shall not make any wilful omissions or material misrepresentation that would compromise the integrity of our records, internal or external communications and reports, including the financialstatements.
16. Our employees and directors shall seek proper authorisation prior to disclosing company or business- related information, and such disclosures shall be made in accordance with our company’s media and communication policy. This includes disclosures through any forum or media, including socialmedia.
17. Our employees shall ensure the integrity of personal data or information provided by them to our company. We shall safeguard the privacy of all such data or information given to us in accordance with applicable company policies orlaw.
18. Our employees shall respect and protect all confidential information and intellectual property of ourcompany.
19. Our employees shall safeguard the confidentiality of all third party intellectual property and data. Our employees shall not misuse any intellectual property and data that comes into their possession and shall not share it with anyone, except in accordance with applicable company policies orlaw.
20. Our employees shall promptly report the loss, theft or destruction of any confidential information or intellectual property and data of our company or that of any thirdparty.
21. Our employees shall use all company assets, tangible and intangible, including computer and communication equipment efficiently and effectively for the purpose forwhichtheyareprovided,andinordertoconductourbusiness.Suchassetsshall
not be misused. We shall establish processes to minimise the risk of fraud, and misappropriation or misuse of our assets.
22. We shall comply with all applicable anti-money laundering, anti-fraud and anticorruption laws and we shall establish processes to check for and prevent any breach of such laws. The company, in the course of its business activities, shall exercise due caution and care to avert any relationship or involvement with organized crime, improper commercial transaction or moneylaundering.
Prohibited drugs and substances
23. Use of prohibited drugs and substances create genuine safety and other risks at our workplaces. We do not tolerate prohibited drugs and substances being possessed, consumed or distributed at our workplaces, or used in the courseof company duties.
24. The employees shall always note that rules change with the times, and act with good common sense under the principles of ‘basics andethics’.
Health & Safety
25. Prioritizing health and safety above all else. We will strive to ensure the safety of employees and the workplace. In addition, we will promote the physical and mental health of employees and theirfamilies.
Products and services
1. We are committed to supplying products and services of world-class quality that meet all applicable standards. Our goods and services shall be aimed at zero product defects, so that the customers can use them with an assurance of security. In case of any complaint or defect, we shall quickly and sincerely resolve them and take all efforts to prevent its recurrence. We shall secure superior functions, performance and reliability of our products, services and systems that ensure product safety and avoid productliabilities
2. The products and services we offer shall comply with applicable laws, including product packaging, labelling and after-sales serviceobligations.
3. We shall market our products and services on their own merits and not make unfair or misleading statements about the products and services of our competitors. We shall not engage in sales activities which places unreasonable pressure on our customers or forces them to any transactions with our company or itspromoter companies. We shall observe the laws and regulations with respect to our advertising and publicityactivities.
4. We support the development and operation of competitive open markets and the liberalisation of trade and investment in each market in which weoperate.
5. We shall not enter into any activity constituting anti-competitive behaviour such as abuse of market dominance, collusion, participation in cartels or inappropriate exchange of information withcompetitors.
6. We will collect competitive information only in the normal course of business and obtain the same through legally permitted sources andmeans.
Dealings with customers
7. Our dealings with our customers shall be professional, fair andtransparent.
8. We respect our customers’ right to privacy in relation to their personal data. We shall safeguard our customers’ personal data, in accordance with applicablelaw.
OUR COMMUNITIES AND ENVIRONMENT
1. We are committed to good Corporate Citizenship, and shall actively assist in the improvement of the quality of life of the people in the communities in which we operate.
2. We will engage with the community and other stakeholders to minimise any adverse impact that our business operations may have on the local community and the environment.
3. We will encourage our workforce to volunteer on projects that benefit the communities in which we operate, provided the principles of this Code, where applicable, and in particular the ‘Conflicts of Interest’ clause, arefollowed.
4. We will promote two way communications with society and proactively listen to its opinions and perceptions about the company, both positive and negative, and respond to themsincerely.
5. In the sale of our products and services, we will strive for economic, social and environmental sustainability and comply with all applicable laws andregulations.
6. We will seek to prevent the wasteful use of natural resources and are committed to improving the environment, particularly with regard to the emission of greenhouse gases, consumption of water and energy, and the management of waste and hazardous materials. We will endeavour to offset the effect of climate change in our activities.
7. We will make concerted efforts throughout the Company to secure employee safety and business continuity in case of disasters and threats such as earthquakes, tsunamis and floods, cyberattacks, and terrorism.
OUR VALUE CHAIN PARTNERS
1. We shall select our suppliers and service providers appropriately and fairly.In addition to considering the quality, reliability, delivery dates and prices of materials, as well as management stability and technological development strengths of the suppliers, we will also give due consideration to their fulfilment of social responsibility including fair and highly transparent information disclosure, observance of laws and social norms, respect of human rights, elimination of unfair discrimination concerning employment and workplaces, elimination of child labour and forced labour, environmental protection activities, social contribution activities, creation of pleasant workplaces and sharing of awareness about social responsibility with business partners.
2. Our suppliers and service providers shall represent our company only with duly authorized written permission from our company. They are expected to abide by the Code in their interactions with, and on behalf of us, including respecting the confidentiality of information shared withthem.
3. We shall ensure that any gifts or hospitality received from, or given to, our suppliers or service providers comply with our company’s gifts and hospitalitypolicy.
4. We respect our obligations on the use of third party intellectual property anddata.
5. We shall strive to build good partnerships with our suppliers while sourcing any goods, services or technologies and shall maintain and improve our long termrelationships with mutual understanding andtrust.
6. We shall not accept any personal benefits from suppliers concerning procurement transactions.
7. We shall deal impartially and fairly with our suppliers.
8. We shall enter into clear and lawful contracts with our suppliers, in a rational and transparent manner, after examining the individual terms and conditions, keeping in mind our costs and risks associatedtherewith.
OUR FINANCIAL STAKEHOLDERS
1. We are committed to enhancing shareholder value and complying with laws and regulations that govern shareholderrights.
2. We shall inform our financial stakeholders about relevant aspects of our business in a fair, accurate and timely manner and shall disclose such informationin accordance with applicable law andagreements.
3. We shall keep accurate records of our activities and shall adhere to disclosure standards in accordance with applicable law and industrystandards.
1. We shall act in accordance with the constitution and governance systems in which we operate. We do not seek to influence the outcome of public elections, nor undermine or alter any system of government. We do not support any specific political party or candidate for political office. Our conduct must preclude any activity that could be interpreted as mutual dependence/favor with any political body or person, and we do not offer or give any company funds or property or other resources as donations to any specific political party, candidate orcampaign.
2. Any financial contribution considered by our Board of Directors in order to strengthen democratic forces through a clean electoral process shall be extended only through the Progressive Electoral Trust in India, or by a similar transparent, duly- authorised, non-discriminatory and non-discretionary vehicle outsideIndia.
3. We engage with the government and regulators in a constructive manner in order to promote good governance. We conduct our interactions with them in a manner consistent with ourCode.
4. We do not impede, obstruct or improperly influence the conclusions of, or affect the integrity or availability of data or documents for any government reviewor investigation.
5. We will establish sound relations with government and local administration and observe ethical regulations concerning publicservants.
1. We encourage our employees, customers, suppliers and other stakeholders to raise concerns or make disclosures when they become aware of any actualor potential violation of our Code, policies orlaw.
2. We also encourage the reporting of any event (actual or potential) of misconduct that is not reflective of our values andprinciples.
3. Avenues available for raising concerns or queries or reporting cases couldinclude:
• Immediate line manager or the Human Resources department of our company
4. We do not tolerate any form of retaliation against anyone reporting legitimate concerns. Anyone involved in targeting such a person will be subject to disciplinary action.Ifyoususpectthatyouorsomeoneyouknowhasbeensubjectedto
retaliation for raising a concern or for reporting a case, we encourage you to promptly contact your line manager, the Human Resources department, the MD/CEO.
RESPONSIBILITY OF TOP MANAGEMENT
1. Our top management will personally take the lead in striving for business operations with corporate ethics and compliance as the main axis, in accordance with the provisions of this Code of Conduct. We shall also encourage all our supply chain partners and stakeholders to strive towards thesame.
2. When violations are observed, our top management will personally devise corrective measures towards preventing any recurrence of such violations. The management will also implement strict measures against illegal acts and violations of the Code, including measures on it, and ensure swift and accurate disclosure of such measures.
3. We shall provide adequate forums and opportunities to our employees and stakeholders to raise queries relating to any suspected or perceived violations, and devise corrective actions and dispense with anypredicaments.
1. This Code is more than a set of prescriptive guidelines issued solely for the purpose of formal compliance. It represents our collective commitment to our value system and to our core principles. Every person employed by us, directly or indirectly, should expect to be held accountable for his/her behaviour. Should such behaviour violate this Code, they may be subject to action according to their employment terms and relevant companypolicies.
2. When followed in letter and in spirit, this Code is ‘lived’ by our employees as well as those who work with us. It represents our shared responsibility to all our stakeholders, and our mutual commitment to eachother.
3 This Code of Conduct does not provide a full, comprehensive and complete explanation of all the rules that employees are bound to follow. Employees have a continuing obligation to familiarize themselves with all applicable laws, company policies, procedures and work rules.
4. CONFIDENTIALITY OFINFORMATION
Any information concerning the company’s business, its customers, suppliers, etc.to which the employees have access or which is in possession by the employee, must be considered privileged and should be held in confidence at all times, and should not be disclosed to any person, unless authorized by themanagement.
Every employee shall, in his business conduct, comply with all applicable laws, rules and regulations, both in letter and in spirit, in all the territories in which he/she operates. If the ethical and professional standards are below that of the code, then the standards of the code shall prevail.
6. HEALTH, SAFETY ANDENVIRONMENT
The company and the employees shall strive to provide a safe and healthy working environment and comply, in the conduct of its business affairs, with all regulations regarding the preservation of the environment of the territory it operates in. The employee shall be committed to prevent the wasteful use of natural / electrical resources and minimize any hazardous impact of the development, production, use and disposal of any of its products and services on the ecologicalenvironment.
The workspaces and working and production methods have been designed and implemented in such a way that workers can work andmove about safely. Workers are familiar with the hazards and risks related to the raw materials used in the work and the substances produced in the work processes, and they have been trained how to control them. The machines and tools used in the work suit their purpose. When planning and scaling the work, the employees’ physical and mental preconditions are taken intoaccount.
7. PROTECTION OF ASSETS
The employee shall not misuse, for personal gain or otherwise, the assets such as equipment and machinery, systems, facilities, materials, resources as well as intangible assets such as proprietary information, relationships with customers and suppliers, etc., and shall employ them for the purpose of conducting the business for which they are dulyauthorized.
8. AMENDMENTS TO THE CODE
The provisions of this code can be amended and modified by the management of the company from time to time and all suchamendments
and modifications shall take effect from the date stated therein. All employees shall be duly informed of such amendments and modifications.
9. PLACEMENTS OF THECODE
This code of conduct and any amendments there to shall be posted by mail to all employees and a hard copy given to every employee of the company
10. ENFORCEMENTS OF CODE OFCONDUCT
Each employee shall be accountable for fully complying with this code.
11. CONSEQUENCES OF NON-COMPLIANCE OF THISCODE
In case of breach of this code by the employee, the same shall be considered by the management for initiating appropriate action, as deemed necessary.
12. COMPANY DRESSCODE
a) FOR EMPLOYEES Office
Shirt Colour – Light blue / White with company logo
Trouser Colour – Any formal colour preferably dark navy blue /black/grey. Identity card –
Shoes – Black leather or other formals. Shirt to be tucked inside the trouser.
Field service and Workshop
Over-all Safety Shoes
Respective companies uniform with logo, shirt tucked inside, and safety shoes with company identity card.
Proper working uniforms with company identity card, safety shoes, helmet, safety belt, goggles.
d) VENDORS / AGENCIES /SUPPLIERS
All to be formally dressed with shoes. Entry with slippers and sarongs (lungi) strictly prohibited.
e) COMPANY CONTRACTDRIVERS
Uniform or formal clean light-coloured dress with shoes and well-trimmed.
Company business card will be provided based on the nature of job allocated.
Newly joined employees to wear white shirt and black trousers.
13. REGULATION FOR DRIVERS &VEHICLEMAINTENANCE
1) Professional drivers with minimum 3 years ofexperience.
2) Hike in salary, overtime for drivers, festival bonus will be decided and agreed mutually with contractor based on minimum wagesact.
a) MAINTENANCE OFVEHICLES
1) Dedicated vehicles will be allotted for all drivers. Changes will be intimated by HR department as and when required. Driver on mutual cooperation with HR department will drive vehicles allotted respectively.
2) Service of vehicles will be done on periodic basis and strictly based on the manufacturer manual (Servicebook).
3) It is the responsibility of drivers to liaison with HR department for vehicle service. History of vehicles should be kept by drivers on service and other major repairs made in the vehicle for readyreference.
4) Based on any problem viz., accident, major defect act. Such vehicles will be sent after getting appointment from servicestation.
5) It is driver’s responsibility that vehicles are kept clean and tidyalways.
6) If vehicles found dirty and kept without washing, necessary action will be taken on drivers by HR.Dept.
7) Fuels should be filled in the vehicles as and when required with prior information and approval from HRDept.
8) Puncture to be patched up immediately if foundso.
9) It is responsibility of driver to check insurance validity of vehicle and inform to HR Department on timelybasis.
10) It is the collective responsibility of all the drivers to keep the company vehicle in good condition at alltimes.
11) Drivers should intimate HR department immediately if any accident or break downoccurs.
12) Any accidental repair will be governed by the insurance rules and regulation.
b) ESSENTIAL’S INVEHICLE
1) All vehicles should have a FIRST AID KIT, tool kits, Fire Extinguisher, Break down service phone number and official mobile number of the person in-charge for company transportmovement.
2) Government papers viz., Registration certificate of vehicle, Insurance policy, Road tax. Fuel sheet, Tripsheet
3) Note book mentioning history ofvehicle
4) Drivers to keep track of above and to report of anydeficiency.
c) BEHAVIOUR OFDRIVERS
1) Gambling, resting after liquor consumption will not be permitted inside the restroom. If found by HR Dept. or reported, necessary action will be taken ondrivers.
2) Gutkhas, Paan, Cigarette etc. are not permitted inside office premises and in restroom provided.
3) Drivers if informed should attend to the visitor in polite manner and waiting time of visitor in portico should be less than 3 minutes from callplaced to driver’s mobilenumber.
14. SCRAP DISPOSALPROCESS
In order to maintain high level of cleanliness, we request you to ensure that the scrap or waste of any nature generated at the premises be properly disposed in the scrap yard area provided.
Hence a systematic disposal of scrap from the premises to the designated area is expected. All plastic scrap is accountable and excisable. Therefore, before sending the material to the designated area ensurefollowing.
1) The material to be disposed should be photographed.
2) Frequency of disposal can be decided by the departmentconcerned.
3) Material to be weighed and entry (Qty/Grade) made in scrapregister.
4) Approval from the concerned line supervisor, manager and HR to be obtained. (Photo& weightincluded)
5) Other general scrap should also be disposed of in the same manner as abovestated.
6) Prior Information and an approval copy to be submitted toHR-dept.
7) HR department will arrange for the speedy disposal of the material andreceipt ofpayment.
1) Supply of stationaries will be given on special request from their respective Head of theDepartment
2) Issue of calculator will be based on the requirement of the employee which excludes accountsdepartment.
3) Apart from our regular monthly purchase, no special items will be entertained.
4) The employees are requested to keep their Stationaries belongings safely and withcare.
5) Stationaries will be supplied based on availability and distributing equally to department based on theirurgency.
16. COMPANY HOUSE KEEPING PROCEDURE
1) All persons to be briefed and educated about the ways and means of using the cleaning equipment andmaterials.
2) Deployment of person’s location and work schedule to be noted on dailybasis.
3) Housekeeping to report to the HR department every day by 16.30 Hrs to get the signature of workdone.
4) The deployed persons to be at their work site at all times except during lunch and tea break.
5) If the supervisor fails to get the signature on a particular daythe company reserves the right to takeactions
6) All cleaning work to start by 8.15 hrs after a briefing of 15minutes
Wet moping the gangway, regular cleaning of toilets and removing trash bins, wiping mirror tiles and basin dry. Through cleaning of office equipment, reception area, VIP room, main entrance glass door, briefing quality room and productionroom.
b) UTILITY &OUTERAREA
To clean the entire area with broom any garbage and picking up moving pieces of paper, plastics, etc
All scrap & garbage to be segregated and disposed of only at the scrap designated area in a proper way.
First aid and firefighting training to be given.
To check whether all contractor’s employees have PF registration numbers.
To check and monitor entry and exit timings of all company and staff vehicles.
To accompany and check scrap vehicle for weight measurement. Report on list of contractors/employees working on Sundays & holidays.
To ensure all visitors vehicle are parked outside the campus after drop Prior Permission/information form HR dept. required for VIP vehicle parking inside the campus.
Security person posted at factory to give due respect to company’s management at all times.
To check proper filling of entry gate pass and collection before exit. To insist vendors to fill work permit before start of any work in factory.
18. CONFLICT OFINTEREST
Employees should steer clear of any situation, which involves or may involve a conflict between their personal interest and the interest of the company.
Employees should avoid any situation relationship, influence, or activity that might impair, or even appear to impair, their ability to make objective and fair decisions when performing their job. Employees dealing with customers, suppliers, contractors, competitors or any person doing or seeking to do business with the company are to act in the best interest of the company and exclude of all consideration direct or indirect to their personal preference or advantage.
Employees are obliged to place CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED interest in any business transactions ahead of any direct or indirect personal interest or personal gain to the individual employee or to the employee’s spouse, family member, friend, or otherindividual.
An employee should not have an outside employment or be involved in an outside activity which is in direct/ indirect conflict with the official duties of the employee.
Employees are also prohibited from using their position/title/authority associated with their office or coerces or induces a benefit for themselves or others.
Any declaration by an employee which has any of the above and therefore causes conflict of interest shall be deemed as an act of misconduct and he/she may face disciplinaryaction.
19. PROMOTE BETTER WORKETHICS
Employees are expected to maintain business secrecy and confidentially by ensuring that inside information policy is implemented. For instance, employees should not share with others any information that theymay come to acquire during the process of close door discussions with other employees/outsiders.
b) Favouritism in theworkplace
1) All departmental/Business Heads must treat each and every employee in their departmentequally.
2) The underlying principles is that each one of us, regardless of our position within CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED ,are expected to work to create an environment where people are valued as individuals and treated with respect, dignity, fairness and equality, thus leaving no room for displays offavouritism.
c) Avoid IntellectualDishonesty
1) Employees should perform their actions with sincere diligence and honesty. They should strive to attain high levels of intellectual integrity and honesty. Employees should strive to be true to themselves while performing their duties. An example of intellectual dishonesty would be when an employee decides to present an inaccurate picture of his work/performance to his superiors even he is consciously aware of the inaccuracy. Such behaviour should beavoided.
2) Intellectual integrity fosters leadership qualities in employees. Managers should strive to instil, encourage, and appreciate intellectual integrity in theircolleagues.
d) Gossiping atWork
1) There is no place for malicious rumours and gossip, both of which attack the spirit of the individual and attempt to divide intogroups.
2) At CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED workplace, employees should not gossip. It is natural that we communicate with other employees, but our office/premises is no place forrumours/gossip.
3) Exaggeration/sending and instigating, half-truths, malicious rumours through electronic media must beavoided.
4) CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED ethical workplace is based on trust, honesty andteamwork.
e) Other relatedstandards
1) To tidy up work areas.
2) To organize all files, papers anddocuments.
3) To punch in the Time-Log attendance system each time and employee leaves/returns tooffice.
4) Refrain from using office assets and properties for personalwork.
5) Maintain company property and assets with appropriatecare.
f) Other office behaviouralstandards
1) Refrain from blaming others for missed commitments, bad decisions or poor results.
2) Allowing the boss/colleagues to fail by withholding information or by not pointing outrisks.
3) Avoid discussions related to politics and religion inside thecompany
4) Personal grudge between employees should not be reflected in the normal function and decision making in thecompany.
5) Withholding/purposely delaying information required by another department/colleagues.
6) To keep away from all matters related to groupism in thecompany
20. CLEAN DESK POLICY
The place where you stand depends on the place where you sit. Therefore, keep your place neat and clean always.
Do not keep any storage device like USB / CD in unsafeplace.
Whether Personal drawer and cabinet arelocked.
Are computer &computer & another electrical gadget switched off whileleaving.
Do not keep any Documents or Files on the desk after work hours (Except book,Catalogues).
Print only if necessary. Do not waste paper orstationery
Ensure to take the relevant printouts given from the photocopier machine withoutfail.
Always use paper shredder to destroy vital unuseddocuments.
Do not keep or paste any important company info on the workstation panel.
Please switch of your location Fan & lights before leavingoffice.
Do not keep fruits, snacks, beverages on the work table / Drawers overnight.
Please arrange your work stations well and keep your chair in order beforeleaving.
Turn off your office equipment when not in use. A computer that runs 24hours a day, for instance, uses-more power than an energy-efficient refrigerator.
If your computers must be on left on, turn off the monitor; this device alone uses more than half the system’senergy.
Setting computers, monitors, and copiers to use sleep-mode when not in use helps cut energy costs by approximately40%.
Screen savers save computers screens, not energy. Start-up and shutdowns do not use any extra energy, nor are they hard on your computer components. In fact, shutting computers down when you have finished using them actually reduces system wear – and savesenergy.
21. ENTRY AND EXIT POLICY
a. Entry or RecruitmentProcess
After offer letter follow up with candidate foracceptance
Receive signed acceptance letter with joiningdate
Ensure candidate joining on agreed date with all joiningformalities
Ensure all required tools handedover
First Steps – Handling the Resignation
As soon as you know your employee is planning to leave, you should spring into action. Here’s what to do.
• Ensure you have a formal resignation letter or provide a termination form for the employee to fill in.
• Let the team know about the resignation. The workplace grapevine will take over if you don’t. This can lead to all sorts of weird rumours going around, with the reason for the employee quitting being anything from the company going bankrupt to the end of the world approaching. This, of course, can cause panic and be damaging to employeemorale.
• Let support teams know about the resignation. For example, HR will need to prepare final documentation, and there will be extra work for payroll clerks. The IT department will also need to make access changes, and you should inform them in advance.
• If the employee is in a very senior position, it may be wise to inform certain outside parties. For example, shareholders may feel insecure if personnel changes take them bysurprise.
Prepare Final Documentation
To ensure a smooth departure, set the work that is necessary to compile final documentation in motion. This might include:
• Non-disclosure agreements: these are best signed during onboarding, but should be reviewed with the employee during the offboardingprocess.
• Benefits documents and tax documents take time to prepare. Ideally, your outgoing employee should receive these on or before the last day ofwork.
• Final payroll must also be compiled and reviewed with the employee to avoid any last-minute paymentdisputes.
• Prepare a testimonial. Don’t wait for your employee to ask for his or her testimonial. Have it ready as part of the exit documentation you will handover.
Plan and Initiate the Work Handover Process
A new employee will be taking over the duties of the old one. Minimize disruption by being prepared. If you transfer duties to an existing employee, your task will be the easiest. If there is a chance of a new employee starting after the departure of the old one, you will need to plan even morecarefully.
• Prepare a list of files, documents, and other information that the employee must hand over beforeleaving.
• Determine and agree on the projects the outgoing employee must finalize. Set due dates and followup.
Conduct an Exit Interview
The exit interview is very important. You wanthonest responses from theemployee who is leaving, so it is best to allocate the task to a manager who the outgoing employee will trust. Although hearing criticism may be difficult; it is important that there should be no repercussions for the negative feedback given. Instead, exit interview feedback presents an opportunity to improve employee retention infuture.
• Ask for feedback, specifically, determine the real reasons why the employee is leaving.
• Convey findings to the managementteam.
• Decide whether any changes should be made, and followup.
Prepare for the Farewell
Farewells should be positive occasions, and they should certainly not go unmarked. Remember that the farewell also shows employees who are remaining with you that your company cares about its employees – even when they are leaving.
• Choose a farewellgift.
• Circulate a greeting card for co-workers to add their messages and goodwishes.
• Have a farewell tea with goodies forall.
• Don’t forget to say yourthankyous.
Recover Company Equipment and Assets
Farewells are emotional times, and it’s all too easy to forget to hand over something important. Prepare a checklist and allocate a responsible person or people to recover items like:
• Company creditcards
You are entitled to require reimbursement for any lost items, so be sure the employee knows in advance what is expected and what the implications are should they fail to return any items.
Store Employee Information and Open Channels for Further Communication
Allies will always be better than enemies, so encourage your outgoing employee to stay in touch. You must also ensure that your records are finalized and filed away for future reference if needed.
• Confirm contactdetails.
• If you have one, encourage your outgoing employee to join an alumnusnetwork.
• Finalize employee records and store themsafely.
Tidy up and Prepare for a Fresh Start
Once your ex-employee has departed, it’s time to ensure you’re ready for a fresh start.
• Remove employee access to workplace ITsystems.
• Change passwords and other accesscodes.
• Redirect emails and calls.
• Update the company’sorganogram.
• Prepare the workstation by tidying away any remaining clutter.
Offboarding is a Team Effort
Unless you’re running a very, very small business, offboarding will be a team effort. Various employees and departments will contribute to the process, and it must be well-coordinated and efficient.
The exact steps you will follow will depend, to a certain extent, on the post that the employee is vacating. However, this basic step-by-step process should cover most eventualities and need only be adapted rather than redesigned when employees leave.
22. GRADING POLICY
Attached as Annexure 1
All employees shall report for duty as per their shift schedule in operation
On entry in to the company premises they will punch their own attendance in the attendance recording machine located in specified area
Any employee who do not punch their attendance at the time of entry will be treated asabsence
If the employee has failed to record his attendance the employee should submit attendance regularisationform within 2 working days from the date of missed attendance to HRdepartment
It is expected that employees plan their leave in advance and do not take unplanned leave without anyemergencies.
All field employees must register their attendance to Branch Managers every day before resumingwork
All field employees must report by end of the day to their respective head on closing theirwork
Field employees must register their attendance in the company appprovided.
24. LEAVE POLICY
To provide awareness and guideline for employees about their leave eligibility and lay down procedure to avail the same.
The Leave policy is applicable to only confirmed employees of the company. The Leave policy and procedure is not applicable to apprentices covered by the Apprenticeship Act of 1961 and casualor contract labourers.
POLICY & PROCEDURE
All Confirmed employees (does not include Apprentices, Employees on probation and trainees) are eligible for leave.
Employee should plan their leave prior to availing. This will enable the concerned department to plan their activity smoothly.
Employee applying for leave should obtain prior approval/sanction from HOD /HR of the concerned department to which he or she is attached in the prescribed form.
Only in case of utmost emergency leave can be taken at short notice with information through electronic media. (WhatsApp, Mail) After approval one has to submit the leave form the HR Department.
Continued absence of an employee for 10 days without any approval from the management will be liable for termination without any settlement.
After any long festival holidays, employees on vacation to their native places should arrive and report to duty on time on the first working day.
Leave will be credited to all employees in the month of January every year.
HR Department will maintain the record ofleave.
The eligibility and entitlement of leave for confirmed employees details are asfollows:
LEAVE BENEFITS CASUAL LEAVE CL:
Application for Casual Leave should be made in the leave application and submitted at least 1 day in advance and the approval of thedepartmental head or should be obtained immediately after reporting for duty.
Casual Leave – Eligible for All ConfirmedStaff
Casual Leave shall not be allowed for more than 2 days at atime.
Maximum – 6 days in ayear
SICK LEAVE SL:
After the sickness leave, employee should submit the leave application on the nextday.
If the sick leave applied for more than 3 days, employees should get medical certificate given by a registered medical practitioner. The medical certificate indicates the nature of illness, the period for which the leave isrequired.
Medical Leave – Eligible for All ConfirmedStaff
Maximum – 30days
Employee should plan their PL, 15 days in advance and prior approval is required. PL for less than a day or for fraction of a day is notpermissible.
PL is eligible for all confirmed employees only and first PL can be availed only after the completion one year from the confirmationdate.
Yearly 3 times PL onlyallowed.
Maximum – 20 days in ayear
PL can not be combined with any other holidays including weeklyoff
C-OFF (COMPENSATORY OFF):
Compensatory off is to be taken within one month with prior sanction from the departmenthead.
LEAVE WITHOUT PAY (LWP)
Leave without pay may be granted to an employee on special circumstances at the discretion ofManagement.
For very special reasons considered adequately by the Competent Authority.
LWP will be granted for self – sickness when the employee is hospitalized under post hospitalizationconvalescence.
No basic pay, DA or any other allowances will beadmissible.
Unauthorized absence without any valid sanction of LWP or any other leave will not get any pay or allowances for the period until it is regularized as leave of the kind due or asLWP.
ENCASHMENT OF LEAVE
No encashment of any type of leaveallowed
NATIONAL & FESTIVAL HOLIDAYS
The 4 National Holidays are 26thJanuary, 1st May, 15th Augustand 2ndOctober.
The National and Festival holidays for each calendar year will be restricted to 10 days. Head of HR will be responsible for communicating the National and Festival holidays to allconcerned.
Any amendment of the above said rule shall be authorized bythe management.
• Weekly Statement has to be submitted for each week. Positively on every Monday for the previousweek.
• As described in the statement note; use one row for one leap of the travel (which means travel from office to site is one leap, again travel from site to another site or office is another leap) A day can have as many leap and you can use as many row.
• Original Bills are necessary ifapplicable.
• Food Allowance is allowed if time spent outside of the office more than 3 hours and more than 15KM radius from theoffice.
• Food Allowance slab is Rs50/- for Breakfast, Rs100/- for lunch and Rs100/- for Dinner.
• As you are aware Travel allowance to be calculated as Rs3/- perKM.
• If own car is used by Managers (with prior approval only) Rs 5/- per KM can be claimed against fuel and maintenanceexpenses.
• The Statement has to be verified and signed by your department managers at the branch levels prior sending to you respectiveHOD.
• Please don’t claim outstation travel like training or other area site jobs in weekly claimform.
• Your statements shall be verified at different levels at HO and payment shall be processed for every 2weeks.
Outstation Travel Expense Claim form:
• Please use one claim form for each outstationtrip.
• This has to be used for attending training and other areajobs.
• In case of training the training report has to attached with the claim form, claim form without report will not bepaid.
• In case of Outstation site job a copy of field service report has to be attached with the claim form, claim form without report will not bepaid.
• Also for all outstation site job or training pre-approval mail from the HOD to be sent to the respective person. This approval mail has to be attached with the claim form.
• Please use attached forms forclaim
“Safety of Employees overrides all the Targets” CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED to You from Us
SAFETY POLICY STATEMENT
Safety is non-negotiable At CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED we believe that sustainable success can be reached only through people. No other asset in the company is as important as the people that contribute with their work to our culture and our business results. Therefore, we devote all the necessary energy and attention to protect employees, contractors and any other people involved with the company along the value chain, including suppliers, customers and the public compliance We integrate Safety and Health in the management of our business in such a way that all activities are considered with a perspective of prevention of all types of accidents and protection of the people at work. To advance a strong safety culture that effectively prevents accidents; we provide safety and health education advice to managers and employees daily.
Our Occupational Safety and Health management is based on the concept of continuous improvement. We improve constantly our performance by designing and adapting processes, work practices and systems in the direction of better and greater emphasis on safety.
LEADERSHIP AND PARTICIPATION
CHENNAI SSSS EQUIPMENTS PRIVATE LIMITED feels that employee involvement is indispensable to establish and maintain safety and health in the workplace. Respect of safety principles, standards and procedures area condition of employment. Our employees are empowered to: – challenge any unsafe acts they see or perceive; –put a task on hold if they judge that safety is not adequate, until a competent person takes appropriate risk control measures. Employees are responsible for working in a safe manner to prevent injury to themselves, fellow workers and other persons. They are asked to become actively involved in programmes to improve health and safety performance in the workplace.
27. GENERAL SAFETY RULES
1) Every employee is responsible for the safety of the company and its assets and also observe and comply with all safety rules, procedures and practices as set forth by the company. He / She is also responsible to make familiar with any other provision covering any job to which he is assigned.
2) Every employee should consider it as a part of his duties to take an active part in all safety work and should insist on the observance of safe practices by fellowworkers.
3) Any injury/any situation likely to affect the safety of any employee must be promptly reported to the immediatesupervisor.
4) It is your responsibility to understand the safety rules and safe operating procedures. If you are unsure about the safe operation or process of a job, request assistance from yoursupervisor.
5) Do not disturb or interfere with other technicians when they are performing theirjob.
6) The use of intoxicants or Narcotics while on duty or reporting for duty under their influence isforbidden.
7) Wear clothes that are suitable forwork.
8) Neckties, rings, watches, buckles and loose or ragged clothing create a hazard when operating the machines or moving equipment or machinery.
9) Keep your work area clean and orderly, neatly arrange equipment and material. Do not allow parts, metal, wires, plastic scrap or other material to accumulate on the shop floors or in work area. Place used cups, cans, bottles, paper, scraps etc., in the proper trashbins.
10) Never by-pass, bloc, damage or otherwise make inoperative any type of safety device and itsaccessories.
11) Do not remove, displace damage or misuse any safety/fire devices or appliances provided for the purpose of personnel or property protection.
12) Be familiar with the locations and operation of fire extinguishers.In case of a fire, sound an alarm and, if possible, get help to extinguish the fire. Report all fires yoursupervisor.
13) Never smoke near compressed oxygen and gas cylinders,painting operations, flammable storage rooms, battery recharging stations or at any locations that contain a combustible or explosive atmosphere or condition.
14) Flammable liquids such as Paint, Thinner, Solvents and gasoline must be stored in approved safety cans andlocations.
15) Keep all exits or walkways free of obstructions for emergency escape. Never stack material or product which obstructs safetyequipment, gangways, ladders, steps, electric boxesetc.
16) Keep walkaways free of obstructions for emergency escape. Never stack material or product which obstructs safety equipment, gangways, ladders, steps, electric boxesetc.
17) Never use an air hose for cleaning or dusting yourself off. Never point an air hose at anyone. The use of compressed air for cleaning live electrical equipment and lines isprohibited.
18) Only electricians or authorized personnel area permitted to perform electrical work. Do not use electrical cable, weld leads, extension cords etc. unless they are properly grounded andinsulated.
19) Do not use electrical equipment while standing on damp or wetsurfaces or when your hands arewet.
20) Body earthing and local isolation switch is mandatory for all welding machines. Give job earthing nearer to thejob.
21) All equipment must be locked out prior to any repairs or maintenance. Never attempt to open the switch or operate any equipment that is under repair. Lockouts may only be removed by authorized personnel. Verify the safety of all personnel before energizing or operating any equipment.
22) Observe all caution and danger signs. Be alert and pay attention to horns, alarms or verbal commands. Be sure to follow the requirements on Material Safety Data Sheets(MSDS).
23) Never remove a tag labelled “caution”,” danger”, etc., without authorization.
24) Never oil, remove guards or attempt to repair machinery while it is in motion. Do not climb on machinery while oiling or greasing. Repairs of machinery must only be made by authorized personnel or manufacturer’srepresentatives.
25) Always follow manufacturer’s recommendations for allequipment’s.
26) Properly barricade floor opening, open manholes, machine foundations etc. If the lighting is poor, install red warninglights.
27) Use full body safety belt and helmet for an overhead job of more than 2m or scaffolding duly approved andinspected.
28) If using a scaffold, it must be a steel scaffold (Wooden scaffoldis prohibited)and erected safely and contain a fully planked and secured floor. Handrail (100cm high),mid rail and toe boards (10cm high) must be used. Use a ladder or other proper means for gaining access to the work areas. Secure scaffolds to prevent tipping.The mobile scaffold should have height to base ratio of 4:1 from all sides. It should have lockable wheels. Work platform should have a lockable door which could be opened onlyinwardly.
29) If oil, grease, paint or any other slippery substance is spilled or discovered on the floor, wipe it up immediately to prevent afall.
30) Only authorized drivers should drive the vehicle inside the premises. Unauthorized driving is punishableoffense.
31) Wear seat belts/helmets when driving a company vehicle, or your own vehicle.
32) The speed limit inside the factory and shop floor is 10 KMPH. The speed limit in service road is20KMPH.
33) Never touch the pedestal fans while it is running. Always do the adjustments after the fan comes to a completehalt.
34) Mobile phones are strictly prohibited in the fire hazardarea
For effective fire prevention and firefighting, we must know the conditions for formation of fires.
b. Solids, such as wood, paper orplastic.
c. Liquids, such as flammable liquid orgrease.
d. Gases, such as liquefied petroleum gas (LPG) or coalgas.
e. Sources of heat energy (transmission through conduction, convection or radiation) Heat energy can be produced as a result of overload of electric current or improper contact of thecircuit.
f. Improper heat dissipation of electricalappliances.
g. Improper treatment of ignition sources, such as cigarette butts or weldingsparks.
h. Electrostatic sparks.
i. Working underground (e.g.: UGsump)
j. Electrical work
k. Working in confinedspace