8. POLICY ON CONFIRMATION OF SERVICE
Department Name-Human Resources / Document: Repository
INTERNAL USE ONLY / Policy No: 08/ HR/2017
Last Reviewed: / Release Date:
Version: 1.1 / Status: Active
Owner: Human Resources / Custodian: HR Operations

1. Objective

  • To set clarity on minimum work performance standards for new employees.
  • To provide appropriate work environment to meet the standards required for continued employment.

2. Applicability

This policy is applicable to employees of British Orient Infotel Private Limited (BOIPL)and its Group Companies, hereafter referred to as “BOIPL” or “Company”.

3. Policy

All employees will be on Probation for a period of three months from the date of their joining, unless otherwise specified in the Appointment letter

Confirmation will be based on the below criteria’s:

  • Achievement of Minimum Key Result Area (KRA)
  • Discipline
  • His/her adherence to the Organization culture values.

There will be monthly reviews conducted for the employee by the respective team leaders. At the end of the probation period the employee will be considered for confirmation based on the Review Report of the immediate supervisor and the respective Department Manager.

4. Confirmation Process

  • The Team leader to explain the new joiner about the Probation KRA on the date of joining.
  • The employee to complete the Probation KRA Sheet online or paper.
  • The monthly reviews are done by the concerned Team Leaders as per the prescribed format given in the policy.
  • After the third month review, if he/she meets the expected level, he/she would be confirmed by the manager.
  • In case of Non-performance, the probation period would be extended for one month and employees would be put in PIPbased on the recommendation from the Department Manager.
  • The review happens after the extended one month and if he/she meets the expected level, he/she would be confirmed in the service.
  • In case of non-performance even post extension, separation process will be initiated.

5. Confirmation Letter Issuance

HR to issue the conformation letter within two weeks of confirmation from the Manager through online or paper.

Confirmation Process Flowchart:

CONFIRMATION FORM

Date: ______

Employee Details:

Name of Employee / Employee Number
Department / Supervisor Name
Date of Joining / Date of confirmation

Performance Assessment:

KRA / Achievement / Employee Comment / Manager Comment / Agreed Rating
Attendance
Productivity
Quality
Behavioural Attributes
Additional Comment

Final agreed Rating:

Recommendation to HR on Confirmation: Yes NO

(Please Tick the relevant)

Assessmentdefinitions:

Rating / Description / Attributes
5 / Far Exceeds Expectations / Employee significantly & consistently exceeds performance standards and targets. Performance at this level would be recognized by peers, immediate supervisor, other departments, and upper management. Individual is always proactive and initiates improvements/changes and through their performance has materially enhanced effectiveness of own team and/or the larger group.
4 / Exceeds Expectations / Employee meets and often exceeds the performance standards and targets. Peers and immediate supervisor would generally recognize performance at this level on a daily basis. Performance is characterized by notable skill, initiative, and eagerness to improve. This individual’s performance exceeds most other employees in the same position.
3 / Meets Expectations / Employee consistently meets the performance standards and targets. The individual has achieved and completed all goals. The individual performing at this level is considered reliable and skilled by coworkers and immediate supervisor. Overall performance averages to a respectable level.
2 / Close to Expectation / Employee meets the minimum standards and targets but not consistently. Performance often falls short and improvement is needed and expected. Employee falls short on service delivery, timelines, and communication often and requires follow-up from the supervisor.
1 / Needs Improvement / Employee fails to meet the performance standards and targets consistently. Major performance deficiencies noted.

Signature Signature

Team LeaderProject Manager

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