human resources policies manual ml06-hrp-ka policies.pdf · 8. attendees must be punctual. keeping...

HR Policies

Issue 1 / Rev. 1 August 2013 ML06-HRP-KA HR Policies Manual Page 1 of 163 Company confidential trade secret and proprietary information of Khatib & Alami (UAE, Qatar, Oman, Bahrain)

Human Resources Policies Manual ML06-HRP-KA

Issue/Rev. Date Status Prepared by Reviewed by Authorized by

1/0 August 2013 Under review SS, JB HAF

HR Policies


Table of Contents

Introductory Statement.................................................................................................................... 5

100. Communication Policies ......................................................................................................... 6

101. Communication Etiquette ................................................................................................... 6

102. Noise Disturbance ............................................................................................................. 13

103. Public Media Communication .......................................................................................... 14

200. Employment Benefits Policies .............................................................................................. 15

201. Health Insurance ............................................................................................................... 15

202. Incentives Program ........................................................................................................... 17

203. Life Insurance ................................................................................................................... 18

204. Mobile Phones .................................................................................................................. 19

205. Parking .............................................................................................................................. 20

206. Transportation ................................................................................................................... 21

300 Employee Conduct Policies ................................................................................................... 22

301. Business Ethics and Conduct ............................................................................................ 22

302. Business Gifts and Entertainment ..................................................................................... 23

303. Conflict of Interest ............................................................................................................ 24

304. Dress Code ........................................................................................................................ 25

305. Employee Conduct and Work Rules ................................................................................. 26

306. Employee Relations .......................................................................................................... 28

307. Maintenance of Work Area ............................................................................................... 30

308. Personal Appearance ......................................................................................................... 31

309. Progressive Discipline ...................................................................................................... 33

310. Problem Solving................................................................................................................ 36

311. Workplace Etiquette .......................................................................................................... 38

400. Employment Policies ............................................................................................................ 39

401. Business Continuity Planning ........................................................................................... 39

402. Job Descriptions ................................................................................................................ 40

403. New Employee Induction ................................................................................................. 41

404. Outside Employment ........................................................................................................ 42

405. Performance Evaluations .................................................................................................. 43

406. Permanent Work Relocation ............................................................................................. 45

407. Personnel Records ............................................................................................................. 46

408. Probationary Period .......................................................................................................... 47

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409. Salary Increments and Promotions ................................................................................... 48

410. Training and Development ............................................................................................... 49

500. IT Policies ............................................................................................................................. 52

501. Data Ownership ................................................................................................................ 52

502. E-mail System ................................................................................................................... 54

503. Electronic Document Management System ...................................................................... 56

504. IT Help Desk ..................................................................................................................... 58

505. Internet Services................................................................................................................ 59

506. Intranet Services................................................................................................................ 62

507. Inventory and Equipment .................................................................................................. 65

508. Laptop Protection .............................................................................................................. 66

509. Password Policy ................................................................................................................ 68

510. Patch Management and Updates ....................................................................................... 70

511. Software Standards and Usage .......................................................................................... 72

512. Telephone System ............................................................................................................. 74

600. Leave Types .......................................................................................................................... 76

601. Annual Leave .................................................................................................................... 76

602. Compassionate Leave ....................................................................................................... 79

603 Hajj Leave .......................................................................................................................... 81

604. Maternity Leave ................................................................................................................ 82

605. Personal Time Off ............................................................................................................. 84

606. Public Holidays ................................................................................................................. 85

607. Sick Leave ......................................................................................................................... 86

608 Unpaid Leave ..................................................................................................................... 88

700. Payroll Policies ..................................................................................................................... 89

701. Salary Advance ................................................................................................................. 89

702. End of Service Indemnity Withdrawal ............................................................................. 90

702. Bank Accounts .................................................................................................................. 91

703. Overtime ........................................................................................................................... 92

704. Salary Certificates ............................................................................................................. 94

705. Salary Transfer Letter ....................................................................................................... 95

706. Salary Administration ....................................................................................................... 96

800. Recruitment Policies ............................................................................................................. 98

801. Recruitment & Selection ................................................................................................... 98

802. Employment Contract and Offer Letter .......................................................................... 101

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803. Non-Disclosure ............................................................................................................... 102

804. Non-Compete .................................................................................................................. 104

805. Employment of Relatives and Friends ............................................................................ 105

900. Separation Policies .............................................................................................................. 106

901. Death ............................................................................................................................... 106

902. Dismissal ......................................................................................................................... 108

903. Resignation ..................................................................................................................... 110

904. Retirement ....................................................................................................................... 112

905. Return of Company Property .......................................................................................... 113

906. End of Service Dues........................................................................................................ 114

1000. Visa Processing Policies ................................................................................................... 120

1001. Employment Visa.......................................................................................................... 120

1002. Family Status ................................................................................................................ 123

1003. Official Visit Visa ......................................................................................................... 128

1004. Labor Card / Passport Handling .................................................................................... 129

1005. Personal Visit Visa ........................................................................................................ 130

1100. Work Conditions ............................................................................................................... 131

1101. Attendance and Punctuality .......................................................................................... 131

1102. Business Travel Expenses ............................................................................................. 134

1103. Expense Reimbursement ............................................................................................... 138

1104. Office Working Hours .................................................................................................. 140

1200. Work Environment Policies .............................................................................................. 142

1201. Building Security and Access ....................................................................................... 142

1202. Company Vehicle Accident .......................................................................................... 143

1203. Emergency Guidelines .................................................................................................. 146

1204. Employee Suggestion Program ..................................................................................... 148

1205. Grievance and Conflict Resolution ............................................................................... 150

1206. Safety ............................................................................................................................ 152

1207. Smoking ........................................................................................................................ 153

1208. Use of Company Property ............................................................................................. 154

1209. Use of Company Vehicle .............................................................................................. 157

1210. Visitors in the Workplace ............................................................................................. 161

1211. Workplace Monitoring .................................................................................................. 162

HR Policies


Introductory Statement

The main objective of the policies in this handbook is to provide a work environment that is transparent

and conducive to both personal and professional growth. This handbook is designed to acquaint

employees with Khatib & Alami CEC and provide them with information about working conditions, work

environment, employment benefits, available leave types, and other policies related to the daily aspects

of employment. It describes employees’ responsibilities towards the Company and the Company’s

responsibilities towards the employees.

Applicability

Unless otherwise mentioned or stated, all the policies in this handbook are applicable to all employees in

Khatib and Alami CEC in the following locations: United Arab Emirates, Oman, Bahrain, and Qatar.

Responsibilities

Each employee shall read, understand, and comply with all provisions of the handbook.

All Supervisors, Managers and other employees who have a supervisory role shall enforce the policies in

this handbook within their teams, sections, or departments and shall be responsible to take or

recommend action to be taken in the event of non-compliance by any of their employees.

The Human Resources Department shall provide information, guidance, counseling and recommendations

to employees at all levels about the application, implementation and enforcing of all policies in this

handbook. The HR Department is responsible to constantly monitor the appropriate application of the

policies across the Company, conduct necessary market research activities to adapt best practices and

ensure that the policies are up to date.

No employee handbook can anticipate every circumstance or question about policies. As Khatib & Alami

CEC continues to grow, the need may arise and Khatib & Alami reserves the right to revise, supplement,

or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole

and absolute discretion. The Human Resources Department shall communicate such changes to all

employees and provide access to updated versions of the revised policies.

HR Policies


100. Communication Policies

101. Communication Etiquette Purpose

Khatib and Alami believes that using proper communication methods and channels is a major contributor in achieving high levels of professionalism. Policy Statement Employees shall adhere to all communication guidelines set by Khatib and Alami and must uphold the highest level of professionalism and etiquette. Policy Guidelines

Khatib and Alami standards of professionalism must be maintained in the following areas: Meeting Etiquette

The underlying principles of the below mentioned meeting etiquette pointers are good manners, courtesy

and consideration. Adhering to these principles greatly reduces the risk of offense and misunderstanding.

1. All meetings must have a purpose and only contributors should be invited.

2. Meetings involving many employees should be organized with the permission of the Section

Manager.

3. Business etiquette demand that the person calling the meeting (henceforth ‘The

Chairperson') shall be the most senior or the one with the most direct or urgent interest in

the topic at hand.

4. The Chairperson shall decide the time, place and agenda. These details should be confirmed

with everyone to make sure all are in agreement and no inconvenience is caused.

5. The Chairperson must make the purpose of the meeting clear to the attendees, how long it

will last and what is expected of them, i.e. particular information or preparation of

documents. Failure to relay the proper information is bad business etiquette and may cause

embarrassment.

6. Attendees must prepare well for the meeting as their contribution may be integral to the

proceedings.

7. Any statistics, reports or other information which will be presented at the meeting must be

distributed at least three (3) days prior to the meeting.

8. Attendees must be punctual. Keeping people waiting is poor etiquette as it abuses everyone’s

time.

9. It is a good meeting etiquette to acknowledge any introductions or opening remarks made by

the Chairperson and/or other participants, prior to making a presentation.

10. Speakers must be brief and to the point and must ensure that the content of their

communication is relevant to the discussion.

11. The Chairperson must always be addressed unless it is clear that others are not doing so.

12. Using a language other than English is considered impolite and must be avoided, especially in

the presence of others who do not speak that language.

13. Phones must be set to vibrate mode. Employees who must attend to a call should excuse

themselves and answer their phone in a private corner.

14. The contents of a meeting should be considered confidential and should not be divulged to

others.

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15. The meeting organizers must agree on whether the meeting needs to include food and take

into consideration the dietary requirements of the attendees.

16. The Chairperson shall strive to ensure the meeting stays within a set framework or agenda

so that it is kept as short and effective as possible.

17. It is poor business etiquette to interrupt someone while they are speaking.

18. Circular disagreements must be kept to a minimum.

19. Unresolved issues must be logged in the Issues Tracker.

20. The Chairperson shall pre-appoint someone to record the meeting minutes; documenting

major decisions or action points. This can later be distributed to the attendees for reference.

21. Meeting minutes must be communicated to all attendees including the ones who were not

present.

Email Etiquette

Structure and Layout

� Reading on-screen is more difficult than reading from paper, thus structure and lay out are

very important for e-mail messages.

� Paragraphs should be short, with blank lines between each paragraph.

� Points should be numbered or marked separately.

Email Language

� E-mails are considered public information and can be displayed to other readers. Therefore,

extreme caution must be exercised when deciding on e-mail content.

� Confidential and/or private discussions should be limited to meetings or phone conversations.

� Comments or remarks of a defamatory, sexist, offensive or racially discriminating nature

should never be used, even if they are meant to be a joke. Such remarks in an email could

cost the Company its public image and money.

E-mail Grammar

� E-mails should contain proper spelling, grammar & punctuation.

� E-mails with no full stops or commas are difficult to read and can sometimes change the

meaning of the text. Spell Check should be used on all outgoing e-mails.

� Improper spelling, grammar and punctuation gives a bad impression of the Company.

CAPITAL LETTERS

� WRITING IN CAPITALS SHOWS ANGER AND PRESENTS THE AUTHOR AS SHOUTING. This

can be highly annoying and might trigger an unwanted response in the form of a flame mail.

Therefore, always refrain from sending e-mails in capitals.

Abbreviations and Emoticons

� Abbreviations such as BTW (by the way) and LOL (laugh out loud), and emoticons, such as

the smiley : - ) shall not be used in business e-mails as it is inappropriate.

Email Content

� E-mails must always be addressed to a specific recipient or group of recipients.

� Active voice of the verb must be used where possible. For instance, 'We will process your

order today', sounds better than 'Your order will be processed today'. The first sounds more

personal, whereas the latter, especially when used frequently, sounds unnecessarily formal.

HR Policies


� Long sentences should be avoided. Sentences must be kept to a maximum of 15-20 words.

� E-mails are meant to be a quick medium and should be concise, brief, and to the point. Long

e-mails will most likely not be read or fully understood.

� Long e-mails with several points should be replaced with a meeting request or a phone call.

E-mails can be used after the meeting for follow ups.

Formatting

� Viewing formatting other than the Khatib and Alami standard template might not be

possible.

� Khatib and Alami standard colors must always be used in all e-mail communications.

Meaningful Subject

� Subject line must be used in all e-mail communication.

� The subject must be meaningful to the recipient and the sender. For instance, when sending

an email to a company requesting information about a product, it is better to mention the

actual name of the product, e.g. ‘Product ‘A’ information' than to just say 'product

information' or the company's name in the subject.

� The words ‘URGENT’ and ‘IMPORTANT’ shall be avoided in the subject, unless the message is

really, really urgent or important.

Cc: Field

� The Cc: field shall be used sparingly and only when the recipient in the Cc: field knows why

they are receiving a copy of the message.

� Using the Cc: field can be confusing since the recipients might not know who is supposed to

act on the message.

� Individuals shall not be included in the Cc: field unless there is a particular reason for them

to see the e-mail message.

E-mail Templates

� E-mails shall have the author’s signatory name and Khatib and Alami ID and logo at the

bottom. For the latest Khatib and Alami ID and logo to be used in the e-mail, please refer to

the Company’s intranet.

� Frequently requested information or repeatedly used responses, such as directions to the

office shall be saved as a template and used when required.

Attachments

� Large attachments could harm the efficiency of Khatib and Alami communication network.

� Where possible, attachments should be replaced with links to the file saved on the server.

� Large attachments that are more than 1MB should be compressed.

� Attachments shall only be sent when they are productive and are expected to add value to

the recipient.

� Attached files must be in ‘ready to print’ format.

� Attachments containing confidential information should be converted to PDF format and

password protected.

HR Policies


Overusing High Priority Option

� E-mails that are flagged as high priority will come across as slightly aggressive and will catch

the immediate attention of the reader.

� Overusing the high priority option will lose its function at times when it is actually required.

Replying Swiftly

� E-mails should be classified as the following:

- Urgent e-mails should be replied to within four business hours

- Normal e-mails should be replied to within two business days

- Trivial e-mails could be replied to within three to four business days

� Complicated e-mails should be replied to immediately for clarification, or, they should be

replaced with a meeting or a phone call to ensure accurate and timely communication of

important information.

Reply to All

� “Reply to All” should only be used if the message must be seen by each person who received

the original message.

The Message Thread

� When replying to an e-mail, the original mail must be included in the reply.

Disclaimer

� Disclaimers help protect Khatib and Alami from liability and should be included in all internal

and external mails.

Read Receipt

� Requesting delivery and read receipts should be avoided as this could annoy the recipient

before they even read the message.

� The read receipt function may not work at all times as the recipient could have blocked that

function. Therefore, employees are advised to request the recipient to inform them once the

e-mail is received.

Copying Messages

� Messages or attachments that belong to another user should not be copied or used without

permission of the originator.

Virus Hoaxes and Chain Letters

� Virus hoaxes and chain letters should not be forwarded as they use valuable bandwidth and

sometimes virus hoaxes contain viruses.

� E-mail messages warning of a new unstoppable virus that will immediately delete everything

from the computer are most probably a hoax.

� E-mails that promise incredible riches or request help for a charitable cause are most likely

chain letters. It is impossible to find out whether a chain letter is real or not, therefore, the

best place for it is the recycle bin.

Spam

� Spam e-mails should be deleted.

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� Replying to Spam or un-subscribing from Spam confirms that the e-mail address is 'live' and

generates more Spam.

Auto-response

� Before employees go on leave, they must set up an e-mail auto response which includes the

employees’ outage duration and their reliever’s contact.

Deleting E-mails

� The ‘Deleted Items’ folder must be emptied once a week to avoid using up memory space.

Organizing E-mails

� Inbox folder must only contain pending e-mails that still need to be addressed.

� Other e-mails that have been acted upon must be filed in appropriate folders for future

reference or deleted.

� It is proper e-mail etiquette not to keep e-mails in the Inbox folder for more than thirty (30)

days.

Personal Use

� Khatib and Alami e-mail shall not be used for personal communication.

Public Area Business Conversations

1. Important business matters must not be discussed in public areas. Rather, they should be

discussed in a secluded place, or at a time when confidentiality can be protected.

2. Employees must keep their voices at respectable levels. When there is too much

background noise, a quieter location should be identified where the business conversation

can be continued.

3. When employees find that the conversation is becoming, or will be, emotional with tough

tones, they must find a more private setting for the conversation.

4. When selecting a public location for a business meeting, other people should be far enough

away that they are not forced to listen to the conversation and risk disclosure of confidential

information.

5. Negotiations in public areas should be avoided.

6. During the meeting, it is the responsibility of every employee to ensure that their material or

notes are not left unattended and/or left behind after the meeting is over to avoid

information leakage.

Breaking Bad News

1. Bad news is any information that could have a negative impact on the receiver or create a

sad or disturbed emotional reaction. This could include news about the death of a close

relative or coworker, dismissal decision, etc.

2. Bad news must not be communicated in public areas. Rather, it should be communicated in

a secluded place, or at a time when confidentiality can be protected.

3. The person communicating the bad news should remain sensitive to any impact it may

have on the employee.

Phone Etiquette

HR Policies


1. Whether answering the phone or making phone calls, proper phone etiquette must be used to

maintain a high level of professionalism.

2. Proper phone etiquette gives callers a favorable impression of the employee, the department,

and the Company.

3. Proper phone etiquette is reciprocated with respectable treatment by others, whereby they will

go out of their way to provide assistance.

4. Longwinded phone conversations should be avoided and replaced with face-to-face meetings.

5. Phones should not be used to break bad news to anyone; for example, firing an employee.

6. Ring tones and/or volume levels should never be adjusted as the default setting is fixed as per

the Company standard.

7. Speakerphone in a work area shall never be used to converse as it is a distraction for others.

8. Loud phone conversations must be held in private locations and meeting rooms.

9. Before a call is answered, other conversations or activities such as eating, chewing gum, typing,

etc. should be discontinued as they can be heard by the calling party.

10. Employees must always remember the Golden Rule when it comes to phone etiquette: “Be

pleasant on the phone so that other people will do the same with you.”

11. Employees must use phrases such as "Thank you" and "Please" in order to display a professional

atmosphere and positive public image.

Voice Mail Etiquette

� Voice mail greetings, where applicable and relevant, should be created to identify yourself,

explain that you are away from your desk, and state that the caller should leave a message and

you will return their call when you can.

� When out of town or on vacation, you should leave a voice mail greeting that states you are

away for an extended amount of time and direct the caller to leave a message or call another

number for one of your counterparts as appropriate.

� Voice mail messages should be responded to within a reasonable time of retrieving the voice

message. Follow-up sets the professional tone of our company is regarded as an important

company issue.

Mobile Phone Etiquette

� Mobile phones must never be used while driving a vehicle as doing so is dangerous and illegal.

� When extremely important phone calls must be attended, the driver must pull over on the side of

the road in a safe zone, to avoid using the mobile phone while driving.

� When using a mobile phone in a public location, enough distance must be maintained to keep

the conversation private.

� Mobile ring tone should be set to vibrate mode when in office.

Answering Khatib and Alami Phone Calls

� Phone calls should be answered promptly, preferably before the third ring.

� Smiling while answering the phone sets a pleasant tone to the conversation. Similarly, speaking

clearly and distinctly makes the caller more comfortable and sets a professional tone to the

conversation.

� The hold button should be used when leaving the line so that the caller does not accidentally

hear conversations being held nearby.

HR Policies


� When speaking to a caller, it is important to remember that this may be the first and only

contact the caller may have with the Company. Therefore, every effort shall be made to

maintain a positive first impression.

Issue / Revision Date Prepared By Reviewed By Authorized By

Original Issue July 2013 SS HAF

HR Policies


102. Noise Disturbance Purpose

Through this policy, Khatib and Alami wants to ensure that the noise level in work areas is at its lowest.

It wants to maintain an atmosphere and environment conducive to the highest and most efficient use of

the work area and time.

Policy Statement

Employees must refrain from producing noise that is disruptive to others and not conducive to achieving

Company objectives.

Policy Guidelines

Khatib and Alami expects employees to monitor the level of noise which they produce and/or which is

emitted from their work spaces. This includes personal noise as well as noise produced when using

equipment such as radio, speakerphones and others.

Excessive noise which interferes with the normal activities of others or the normal functioning of Khatib

and Alami business shall not be permitted.

Activities such as chewing food loudly and clipping nails shall not be carried out at work stations.

Regardless of whether or not a complaint comes from other employees, when noise levels are excessive

the result would be appropriate disciplinary action. Some of the obvious situations such as mentioned

below should be considered to control noise:

� music should be listened to using headphones, not speakers

� when sharing a work space with another employee, communication should be soft and soft

touches should be used when typing

� coworkers’ concentration should be respected

� when employees are deeply involved in typing, reading or thinking, it is ill-advised to interrupt

them; returning at a better time or sending an e-mail is a better option

� using speakerphones keeps hands free, but disturbs coworkers in the immediate area; using a

headset is a better option

� discussions should never occur between two employees that are ten-feet apart as this may

distract others in the vicinity

� mobile phone ring tone must be kept on vibrate mode and desk phone ring tone must not be

tampered with

� gatherings around the work areas should be avoided as they may generate noise that is

disturbing to others



HR Policies


103. Public Media Communication

Purpose

Through this policy, Khatib and Alami wants to ensure that a proper control is placed on all

communication to the outside world. Internal Khatib and Alami information is considered confidential and

must not be shared with anyone outside the Company.

Policy Statement

Employees are not allowed to make public statements and/or represent the Company in any way or form

and must limit themselves from representing the Company publicly unless otherwise authorized by Khatib

and Alami.

Policy Guidelines

Employees are prohibited from granting radio, television, newspaper, magazine interviews, or using

public speaking engagements, or making any type of statement to the public media to publicize or

represent Khatib and Alami, its projects and services, or their individual Khatib and Alami business

enterprises except with the express, prior written approval of Khatib and Alami.

Employees must practice utmost diligence to avoid the impression that they are acting as an agent for

Khatib and Alami.

Employees who are authorized to represent the Company shall practice utmost due diligence by not

presenting any personal opinion and only communicating content that is pre-approved by Khatib and

Alami.

Employees must avoid opportunities where their actions may lead to embarrassment for the Company as

well as themselves.

Employees must avoid sharing their sentiments publicly and/or to a public media about work, work place

and/or their colleagues.

Employees must abide by the above communication guidelines while being on duty, off duty and even

after the end of their service with Khatib and Alami.



HR Policies


200. Employment Benefits Policies

201. Health Insurance Purpose

Through this policy, Khatib and Alami wants to ensure that all eligible employees are covered by a comprehensive health insurance scheme. Policy Statement Eligible employees may participate in the health insurance plan subject to all terms and conditions of the agreement between Khatib and Alami and the insurance carrier. Policy Guidelines

All regular full-time employees are eligible to participate in the health insurance plan, from the day they join Khatib and Alami. Khatib & Alami CEC health insurance plan provides employees and their dependents access to medical insurance benefits. Employees with Abu Dhabi Sponsored Work Permits Khatib and Alami shall cover the expenses of including the employee’s spouse and dependents in the health insurance plan. Employees with Dubai and Sharjah Sponsored Work Permits

Employees shall bare the cost of including their spouse and dependants. Male dependents may be included in the health insurance plan as long as they are below the age of 18 years and / or are currently studying at an educational institution in the country. Female dependents may be included in the health insurance plan as long as they are unmarried and their residence visa is sponsored by their father. Employees can enroll their dependents in the health insurance plan only at the time of renewing the policy. Refer to Medical Insurance Dependants Addition Request Form. The Human Resources Department is responsible for the following:

� Communicating to all employees the related coverage schemes of the insurance plan and any changes thereof.

� Handling all medical claims and submitting them to the insurance company � Acting as a reference point for all insurance related information and complaints between the

employee and the health insurance provider. � Administering all aspects of the medical insurance policy. � Communicating to the Area General Manager issues related to the level of service provided by

the insurance company representatives. � Report to the Area General Manager cases of insurance fraud on the part of the employee. � Researching annually, the health insurance providers with the most cost effective benefits and

negotiating maximum benefits and convenient networks for minimum cost. The Employee is responsible for the following:

� Report to the Human Resources Department any serious illness or accident requiring the treatment of the employee within UAE or overseas.

� Professional, ethical and honest conduct and use of the health insurance benefit.

HR Policies


Forms

� Medical Insurance Dependants Addition Request Form



HR Policies


202. Incentives Program Purpose

In support of Khatib and Alami stated mission to provide professional engineering consultancy and

supervision services, Khatib and Alami is pleased to offer an Incentive Program.

The purpose of the Incentive Program is to:

1. Demonstrate the Company's commitment to its mission.

2. Foster the development of a pay-for-performance culture.

3. Recognize and reward employees for exemplary service to the Company and its Clients.

Policy Statement

The Incentive Program is based upon the concept that incentives are another way to reward and

recognize employees for providing superior customer service. We value achieving customer service

performance objectives and recognize the significant role that the employee plays in their

accomplishment.

Policy Guidelines

To be eligible to receive incentive pay, the employee’s Supervisor or Section Manager must complete an

Incentive Program Application Form, nominating an employee for incentive pay. The respective

employee’s Department Manager, the Human Resources Manager and the Area General Manager must

also approve the form.

Successful nominees will demonstrate one or more of the following:

� Positive impact on client satisfaction.

� Substantial improvement to an existing process.

� Measurable increase in revenues.

� Measurable reduction in expenses.

� Performance that is above and beyond the expectations outlined in the job description.

The amount and form of incentive pay will be determined by Management on a case-by-case basis, upon

successful completion of the project.

To be eligible for incentive pay employee must be a current, active employee at the time payment is

made.

The Incentive Program may be modified or withdrawn at any time. Incentive pay is awarded entirely at

the discretion of management and is not intended to be a binding contract between employees and the

Company. Questions about the Incentive Plan should be directed to the employee's supervisor or the

Human Resources Manager.



HR Policies


203. Life Insurance Purpose

Through this policy, Khatib and Alami wants to offer its employees and their beneficiaries financial protection in the unfortunate event of the employee’s death. Policy Statement

Khatib and Alami provides a basic life insurance plan to its employees. Policy Guidelines

All employees are eligible to participate in the life insurance plan from their day of joining. Participation in the life insurance plan is subject to all terms and conditions of the agreement between Khatib and Alami and the insurance carrier. Beneficiaries must be specified by the employee using the Group Life Insurance Beneficiary Form. The Human Resources Department can be contacted to for more information about the basic life insurance plan. Forms

� Group Life Insurance Beneficiary Form



HR Policies


204. Mobile Phones Purpose

Khatib and Alami wants to ensure a smooth working environment by providing all necessary tools required by the employees to perform their jobs as efficiently and conveniently as possible. Policy Statement

Khatib and Alami will purchase mobile phones for eligible employees. Employees who choose to purchase their own phones shall be reimbursed according to a pre-approved budget. Policy Guidelines Khatib and Alami provides mobile telephones with email and internet services to eligible employees as a business tool. They are provided to assist employees in communicating with Khatib and Alami employees, clients, associates, and others with whom they may conduct business. Employees will be given the option to renew their phones every three (3) years. All legitimate business call charges will be covered by Khatib and Alami, up to a limit according to the level of the employee, as approved by the Area General Manager and maintained by the Human Resources Department. Employees may have access to a mobile phone while in their cars and should remember that their primary responsibility is driving safely and obeying the rules of the road. Employees are prohibited from using mobile phones to conduct business while driving and should safely use hand free device or to pull off the road and come to a complete stop before dialing or talking on the phone. As a representative of Khatib and Alami, mobile phone users are reminded that the regular business etiquette employed when speaking from office phones or in meetings applies to conversations conducted over a mobile phone.



HR Policies


205. Parking Purpose

This policy clarifies the eligibility of employees to receive a designated parking space. Policy Guidelines

Employees who are at and above the level of Section Manager or equivalent shall be eligible to receive a designated parking space, according to availability. Alternatively, eligible employees may receive a parking permit for the area around the office building. Employees should contact the Human Resources Manager to clarify their eligibility and availability of designated parking spaces.



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206. Transportation Purpose

Khatib and Alami wants to ensure that transportation facilities are available to employees.

Policy Statement

Khatib and Alami shall provide transportation benefits to its employees and/or reimbursement for

business related travel.

Policy Guidelines

The following transportation facilities are made available to employees based on their position and grade

in the Company:

� conveyance allowance (may include petrol card)

� company vehicle, parking and petrol

� transportation service

� parking allowance

Employees shall receive conveyance allowance as part of their package unless they are provided with

Company vehicle, petrol and parking facilities.

Employees permanently relocating to a new work location may be eligible for allowance adjustment.

Refer to Permanent Work Relocation Policy.

Employees may choose to use Khatib and Alami Transportation Service if it is available at their location.



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300 Employee Conduct Policies

301. Business Ethics and Conduct

Purpose

This policy aims to outline and define the standards of ethics and business conduct that are expected

from Khatib and Alami and each employee of Khatib and Alami.

Policy Statement

The successful business operation and reputation of Khatib & Alami CEC is built upon the principles of fair

dealing and ethical conduct of our employees. Our reputation for integrity and excellence requires careful

observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard

for the highest standards of conduct and personal integrity.

Policy Guidelines

1. The continued success of Khatib & Alami is dependent upon our customers' trust and we are

dedicated to preserving that trust. Employees owe a duty to Khatib & Alami and its customers to

act in a way that will merit the continued trust and confidence of the public.

2. Khatib & Alami will comply with all applicable laws and regulations and expects its managers and

employees to conduct business in accordance with the letter, spirit, and intent of all relevant laws

and to refrain from any illegal, dishonest, or unethical conduct.

3. In general, the use of good judgment, based on high ethical principles, will guide you with

respect to lines of acceptable conduct. If a situation arises where it is difficult to determine the

proper course of action, the matter should be discussed openly with the Direct Supervisor and, if

necessary, with the Human Resources Manager for advice and consultation.

4. Compliance with this policy of business ethics and conduct is the responsibility of every Khatib &

Alami employee. Disregarding or failing to comply with this standard of business ethics and

conduct could lead to disciplinary action, up to and including termination of employment.



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302. Business Gifts and Entertainment Purpose

The giving of business gifts (lunch or dinner invitations, and/or gift items) is a customary way to

strengthen business relationships and, with some restrictions, is a lawful business practice.

Khatib and Alami wants to ensure that such practices have the right constraints in place so as to avoid

any kind of ethical and/or legal violation intentionally or non-intentionally.

Policy Statement

Employees must not accept from or give gifts to Clients, Contractors, Suppliers, and other service

providers, that could be viewed as over generous from/to Clients.

Khatib and Alami employees shall not give or receive a gift to or from their Direct Supervisor, Department

Manager, Clients, Contractors, or Suppliers, which violates the regulations, agreements or reasonable

customs of the marketplace.

Policy Guidelines

1. Employees shall ensure that any business gift is nominal in cost, quantity and frequency and that

the gift can withstand public scrutiny without damaging Khatib and Alami’s reputation.

2. When deciding on the appropriateness of giving or receiving a business gift, employees must

consider how the gift compares in value to the usual gift-giving practices, the suitability of the

gift given the employee’s position at Khatib and Alami, the impact of the gift on building positive

business relations with the recipient, and how the gift might look to an outsider.

3. Employees planning to give or accept a business gift of more than a nominal value must inform

their Direct Supervisor.

4. Employees must seek approval from their Direct Supervisor before giving, receiving business gifts

or providing entertainment to or from their Clients, Contractors, Suppliers.

5. Employees must never give or receive money or cash vouchers as a business gift.



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303. Conflict of Interest

Policy

Khatib and Alami recognizes a shared responsibility to ensure all employees conduct themselves in an

unbiased manner to serve the goals of the Company. It is thus the responsibility of Khatib and Alami and

employees to guard against conflicts of interest which might compromise the integrity and objectivity of

the Company.

Policy Statement

Employees and others acting on Khatib and Alami’s behalf must be free from conflicts of interest that

could adversely influence their judgment, objectivity or loyalty to the Company in conducting Khatib and

Alami business activities and assignments.

Policy Guidelines

1. Direct supervisor approval must be sought for outside activities, financial interests or

relationships that may pose a real or potential conflict of interest. Approval is subject to ongoing

review, so employees must periodically update their direct supervisor on their involvement. All

potential conflict of interest raised by such activities must be disclosed promptly to the direct

supervisor prior to any undertaking.

2. The following must be avoided at all times during and after employee’s separation from the

company:

� Personal relationships with other Khatib and Alami employees where parties in the

relationship may receive or give unfair advantage or preferential treatment because of the

relationship.

� Actions or relationships that might conflict or appear to conflict with the employees’ job

responsibilities or the interests of Khatib and Alami. Even the appearance of a conflict of

interest can damage an important company interest.

� Accepting a gift that does not meet the standards of the Khatib and Alami Business Gifts

and Entertainment Policy.

� Having a direct or indirect financial interest in or a financial relationship with Khatib and

Alami competitors, distributors, suppliers or customers.

� Taking part in any Khatib and Alami business decision involving a company that employs

the employee’s spouse or family member.

� Having a second or subsequent job to Khatib and Alami employment especially if the other

employer is a direct or indirect competitor, distributor, supplier or customer of Khatib and

Alami.

� Having a consulting relationship with outside individuals and/or companies that could affect

the employees’ ability to satisfactorily perform Khatib and Alami assignments.

� A romantic relationship between Khatib and Alami employees.

� Using confidential Khatib and Alami information for personal gain or advantage of another.

� Receiving personal discounts or other benefits from distributors, suppliers, service

providers or customers that are not available to other Khatib and Alami employees.



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304. Dress Code Purpose

This policy aims to clarify the purpose, guidelines and other aspects of having a specific dress code for

employees of certain departments.

Policy Statement

Khatib and Alami has prescribed certain standards of dress and appearance for its employees of certain

departments to signify their identity and to promote the purpose related to each of these departments,

which will also play a vital role in professionally executing their responsibilities.

Policy Guidelines

1. Employees with dress code requirement must abide by the dress code standards established by

Khatib and Alami at all times during working hours.

2. Khatib and Alami has determined a specific uniform for Drivers and Office Boys.

3. Drivers and Office Boys shall receive two (2) sets of uniform every year and must always report

to work in their uniforms.

4. Employees are responsible to maintain their uniform in excellent and clean condition. Reporting

to work in a dirty or messy uniform shall not be tolerated.

5. For any issues regarding uniforms, employees must approach their Section Manager.

6. Cleaning and/or laundry costs shall be borne by the employees.

7. Employees separating from the Company or transferring to another department must return the

uniform to their Section Manager.

8. Employees not complying with this policy shall be subjected to disciplinary action up to and

including dismissal.

Dress Codes

Position Uniform

Office Boys White Shirts, Black Trousers

Drivers Blue shirts, Navy Blue Trousers



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305. Employee Conduct and Work Rules

Purpose

This policy outlines certain rules and regulations regarding employee behavior that are necessary to

ensure orderly and efficient operations and provide the best possible work environment while maintaining

a positive and professional Company image outside of the regular working hours.

Policy Statement

Employees must conduct their affairs and behave in a manner conducive to efficient operations.

Employees must accept personal responsibility for maintaining high standards of conduct and job

performance, including observance of all Khatib and Alami policies & procedures.

Policy Guidelines

Employees are responsible to maintain a positive Company image during and after official business hours

and to avoid exhibiting behavior, making any comments, remarks, or written statements that are

damaging to the image and reputation of Khatib and Alami. This includes using forums such as blogs,

chat rooms, websites, social networks, including but not limited to Facebook, twitter, etc. to make such

damaging statements that may reflect poorly on the Company and on the employee as a representative

of the Company.

It is the responsibility of every Supervisor, Section Manager and Department Manager to monitor, control

and implement this policy and to take immediate action or recommend a disciplinary action against any

violation.

Behavior that the Company expects employees to demonstrate:

� all aspects of Code of Conduct

� reporting to work punctually as scheduled

� notifying the Section Manager in advance when the employee will be absent or is unable to

report for work on time

� complying with all safety regulations

� smoking only in designated areas

� maintaining work areas’ cleanliness and orderliness

� treating clients, suppliers, Superiors and fellow employees in a courteous manner

� refraining from behavior or conduct deemed offensive, undesirable and which could be

subjected to disciplinary action

� performing assigned tasks efficiently and in accordance with established quality standards

It is not possible to list all the forms of behaviour that are considered unacceptable in the workplace. The

following are examples of infractions of rules of conduct that may result in disciplinary action, up to and

including termination of employment.

� Theft or inappropriate removal, possession of Company property

� Use of profanity or abusive language

� Excessive absenteeism or any absence without notice

� Unauthorized absence from work station during the workday

� Unauthorized use of telephones, mail system, or other Company-owned equipment

� Unauthorized disclosure of business "secrets" or confidential information

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� Violation of HR policies

� Falsifying or altering official reports or records such as forms, medical reports, time records,

expense accounts, etc

� Unsatisfactory performance

� Improper attire or inappropriate personal appearance

� Being convicted of crime that diminishes an employee’s ability to perform the basic duties

It is the responsibility of every employee to adhere to this policy.

Khatib and Alami shall have the right to raise criminal charges against employees for all offences deemed

serious, such as dishonesty, fraud, sexual harassment, etc.



HR Policies


306. Employee Relations Purpose

Khatib and Alami wants to encourage and promote a healthy and professional relationship between the

employees, their direct Supervisors and Managers. It also wants to ensure that the rights of all the

parties are protected.

Policy Statement

When employees deal openly and directly with their Supervisors, the work environment can be excellent,

communications can be clear, and attitudes can be positive. This policy defines the rights and

professional standards of behavior that must be demonstrated in the daily interactions between

employees at all levels and positions of the Company.

Policy Guidelines

Employees, direct Supervisors and Managers must honor and respect each other’s rights and deal with

each other in a fair and esteemed manner by following guidelines as dictated by this policy.

Rights

Supervisors’ Rights

In the interest of Khatib and Alami, the Supervisor is authorized to make certain decisions of a

managerial and/or administrative character, including but not limited to:

� Participate in the recruitment or promotion process and recommend disciplinary action against

employees due to non-performance or lack of compliance with Company policies and procedures.

� Determine the policies, standards, procedures, and methods by which Khatib and Alami

operations under their respective responsibilities are to be conducted.

� Take whatever actions may be necessary to carry out the mission of Khatib and Alami in

emergency situations.

Employees’ Rights

Employees have the following rights which they may exercise in accordance with the UAE Laws and

Khatib and Alami policies to:

� Fair dealings with respect to pay and other benefits as agreed upon in the employment contract.

� Resign from their position by following proper guidelines and requirements defined by the

employment contract, Khatib and Alami policies and UAE Laws.

� Challenge any disciplinary action taken against them. The written complaint must be logged

within a reasonable timeframe. Otherwise, the decision shall be considered final.

� Participate in all decision making processes in their respective department, depending on their

job profile.

� Give suggestions to improve efficiency and effectiveness of the operations in their respective

department, or generally throughout the Company.

� Be free from interference, intimidation, restraint, coercion, discrimination because of race, color,

religion, nationality, origin, sex, age, or physical or mental disability, or reprisal on the part of

their Superior or other employees with respect to their job responsibilities as well as personal

matters.

� A safe working environment, free from all forms of harassment.

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Behavior

Supervisor’s Behavior

� Supervisors must treat their employees fairly in an unbiased manner.

� Supervisors must respect and honor the integrity of all employees.

� Supervisors must never abuse the power of authority bestowed on them.

� Supervisors shall never yell at, abuse or treat any employee in a disrespectful manner.

� Supervisors must hold their arguments in a civil manner and keep them behind closed doors.

� Supervisors shall always share equal credit with their employees for all accomplishments they

may have been involved in.

� Supervisors shall treat all directly reporting employees as adult individuals and must work with a

spirit to instill and bestow knowledge.

� Supervisors shall always be impartial in all professional dealings.

Employees’ Behavior

� Employees shall always treat their Supervisors as well as other employees with respect and shall

never undermine their credibility.

� Employees must respect and follow the instructions of their Supervisors in all official matters. Any

disagreements must always be addressed in a polite and professional manner without losing

sense of integrity.

� Employees must always uphold the mission of the company.

� Employees shall always take sole responsibility for their job profile and must work together with

their team members.

� Employees must hold their arguments in a civil manner and keep them behind closed doors.

� Employees must never yell at, abuse or treat other employees in a disrespectful manner.

Responsibilities

Supervisor’s Responsibilities

� Supervisors and Managers must always be aware of their supervisory / managerial

responsibilities and of the policies and procedures of the Company.

� Supervisors and Managers must always ensure that their employees understand their

responsibilities and the objectives they are expected to meet.

� Supervisors and Managers must provide a working environment in which their employees are

free to express their concerns and grievances in a reasonable manner with the expectation that

these problems and grievances will be resolved fairly

� Supervisors and Managers must maintain an open line of communication between them and

their employees, providing guidance, counseling, praise and constructive criticism.

Employee’s Responsibilities

� Employees must always work to the best of their abilities in the interest of Khatib and Alami.

� Employees must always strive to develop their abilities to increase their capacity of handling

additional more complex responsibilities.

� Employees must comply with Khatib and Alami policies and procedures.

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307. Maintenance of Work Area Purpose

Khatib and Alami believes in a clean and organized work place which is essential for achieving high

standards of efficiency and quality of life at work for each employee. It is crucial that employees take

personal interest and accountability for maintaining their work area clean and organized.

Policy Statement Employees must take initiative to ensure their work space is maintained to the highest level of cleanliness

and organization

Policy Guidelines

1. Designated areas must be kept clean to contribute to a hygienic working environment.

2. The area underneath the desk should always be clean and uncluttered to accommodate the

user’s legs and allow for stretching. No documents and other related office materials such as box

files, books, catalogues should be kept on the floor. This creates a risk of damage due to flooding

as well as a safety risk due to possible tripping over the files.

3. Official documents must be filed in a correct and systematic manner to ensure that work is

carried out in a well-organized manner.

4. Scrap of papers thrown on the ground must be picked up and recycled to ensure that the

designated areas are well maintained. This invigorates the office image and promotes a pleasant

environment for employees and visitors.

5. Sensitive information that is of confidential nature must be systematically disposed of using

shredders.

6. Hardware (including desktop, keyboard, mouse, telephone instrument) must be properly placed

and maintained. Wires must always be untangled to avoid any accidents.

7. Used tea or coffee mugs must immediately be removed from the work area.

8. For the health and comfort of all, basic standards of hygiene and cleanliness must be followed.

9. Work area must be tidied such that no un-filed paper and/or unorganized stationery remain on

the desk surface before an employee leaves for the day.

Office Area Etiquette

1. Other employees’ work stations are considered as private space and must be respected. Items

shall not be borrowed; drawers or cabinets shall not be opened without permission.

2. Permission must be sought before using another employee’s PC or laptop and settings shall not

be changed without the owner’s knowledge. E-mails and files on another employee’s PC are

considered confidential and shall be off limits.

3. Decoration of workstations shall be permitted, but items such as pictures that could be offensive

to others shall be avoided. The HR Manager shall be consulted for advice on permissible

decoration items.

4. Music shall be played on headphones.

5. Work stations that are shared between employees must be cleaned by the employees at the end

of their work shift and shared material shall be stored in a manner that coworkers are able to

find them easily.

6. It is the responsibility of every user to reload paper in the printer / copier when necessary. Huge

print jobs must be reserved for off hours or hours when the usage is low.

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308. Personal Appearance Purpose

Dress, grooming, and standards of personal cleanliness contribute to the morale of all employees and affect the business image that Khatib and Alami presents to customers and visitors. This policy aims to outline the expectations that Khatib and Alami has of its employees to maintain a presentable and professional personal appearance at all times during official business hours. Policy Statement

During business hours, when representing Khatib and Alami, or when attending company sponsored

events, employees shall present a modest, professional, clean, neat, and appropriate appearance, that is

in accordance with the position and work related responsibilities. Employees’ appearance shall promote a

positive working environment and limit distractions caused by outrageous, provocative, or inappropriate

attire.

Policy Guidelines

Taking care of personal appearance shall not be limited to employees whose position responsibilities

include meeting with external customers or visitors. Dressing professionally creates a general atmosphere

of professionalism and encourages everyone to promote a positive and serious working environment.

The following guidelines shall be taken into consideration.

1. Employees should be clean and neat in their personal dress and grooming. This includes

maintaining acceptable levels of hygiene. Offensive body odor and poor personal hygiene is not

professionally acceptable.

2. Employees must not wear suggestive attire, jeans, athletic clothing, shorts, T-shirts, novelty

buttons, hats, and similar items of casual attire that do not present a businesslike appearance.

3. For women, acceptable business attire includes: trousers, skirts, blouse or button down shirts

and suits, head scarf and abaya.

4. For men, acceptable business attire includes: trousers, shirts, suits, tie, shirts with collar, and

dishdasha.

5. Shoes must be worn at all times. Open Toe Shoes such as slippers or sandals are not allowed.

6. Sleeveless, strapless and / or revealing clothing is not acceptable.

7. Hairstyles should be clean and neat, avoiding extreme styles. Men's hair should be trimmed

above the collar, leaving the ears uncovered. Men's sideburns should not extend below the

earlobe or onto the cheek. If worn, mustaches and beards must be neatly trimmed. Earrings for

men are unacceptable.

8. Unnaturally colored hair and extreme hairstyles, such as spiked hair and shaved heads, do not

present an appropriate professional appearance.

9. Excessive make up, jewelry and strong perfumes/colognes are not allowed. If worn, make up

should remain light.

10. Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not

professionally appropriate and must not be worn during business hours.

11. Multiple ear piercings (more than one ring in each ear) are not professionally appropriate and

must not be worn during business hours.

12. Body piercings with visible jewelry or jewelry that can be seen through or under clothing must

not be worn during business hours.

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13. Visible excessive tattoos and similar body art are not professionally appropriate.

14. Chewing gum is prohibited.

15. Thursdays are designated casual days at Khatib and Alami, so employees may choose to dress

down. On casual Thursdays, employees are still expected to present a neat appearance and are

not permitted to wear ripped or disheveled clothing, athletic wear, collarless shirts or similarly

inappropriate clothing. Employees who expect to meet with Clients on that day must still dress up

in business attire.

16. If the job requires uniform, proper departmental guidelines should be followed.

17. If your supervisor feels your personal appearance is inappropriate, you may be asked to leave

the workplace until you are properly dressed or groomed. Under such circumstance, you will not

be compensated for the time away from work. Consult your supervisor if you have questions as

to what constitutes appropriate appearance.

18. Failure to follow the guidance and directives of the direct supervisor, and/or repeated violations

of this policy shall subject the employees to disciplinary action up to, and including, dismissal.



HR Policies


309. Progressive Discipline Purpose

The purpose of this policy is to state Khatib and Alami’s position on administering equitable and

consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one

that does not have to be enforced and comes from good leadership and fair supervision at all

employment levels.

Policy Statement

Khatib and Alami’s own best interest lies in ensuring fair treatment of all employees and in making certain

that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action

is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the

future.

Policy Guidelines

In dealing with deficiencies in conduct and work performance, Khatib and Alami strives to be fair and

consistent in its treatment of employees. Many factors are taken into consideration if it becomes

necessary to discipline an employee, including but not limited to the following:

� employee’s past record

� nature and seriousness of the offense

� total impact of such offense on the employee’s department and on the Company

� mitigating or aggravating circumstances.

The purpose of disciplinary measures is corrective; to encourage employees to improve their conduct or

performance so that they may continue their employment with Khatib and Alami. However, Khatib and

Alami expects all employees to behave in a mature and responsible manner and to perform their jobs

conscientiously, without the need of disciplinary action.

Direct Supervisor / Section Manager’s Responsibilities

In most cases, the employee’s direct supervisor or Section Manager is the first to be aware of the

employee’s misconduct or poor work performance and must take the following action:

1. Investigate the incident using care and sensitivity to the employee’s situation and the

consequences on the Company of the employee’s behaviour.

2. Ensure that all the facts have been obtained to make a decision.

3. Consult with the Department Manager and the Human Resources Manager before recommending

disciplinary action.

4. If any of the below mentioned progressive discipline steps are taken, then the Section Manager

must keep the Department Manager and the Human Resources Manager informed. The HR

Manager shall maintain all employees’ disciplinary records and documentation related to any

relevant investigations that were carried out. All dismissal cases shall have proper documentation

maintained in the employee’s file as adequate supporting of the decision to dismiss.

Corrective disciplinary measures shall not apply in the event of any offense that Khatib and Alami

determines to warrant immediate termination of employment or in other circumstances when the

Company determines that corrective measures would be ineffective or otherwise inappropriate. Refer

Article 120 of UAE Labour Law No. 8 Year 1980.

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Progressive discipline means that, with respect to most disciplinary problems, the steps mentioned below

will normally be followed. Depending on the severity of the problem and the number of occurrences,

there may be circumstances when one or more steps are bypassed.

1. Counselling Session

� If this is the employee’s first offence and it is considered to be of minor significance, the

Section Manager may call for a counselling session with the employee to explain the

mistake committed and the expectations of the Company according to the policies of the

Department and the Company.

2. Verbal Warning

� If the employee repeats the same offence a second time, or if it is the first occurrence of

a slightly more significant offense, then the Section Manager shall call for a verbal

warning.

3. First Written Warning

� If the employee repeats the same offence a third time, or if it is the first occurrence of a

serious offense (but not serious enough to warrant dismissal), then the Section Manager

shall recommend that the employee be given a written warning.

� The written warning shall be prepared by the HR Manager, signed by the HR Manager

and the Department Manager, and issued by the Department Manager in the presence of

the HR Manager.

� The employee shall acknowledge receipt of the warning letter by signing it and keeping

the original version.

� A copy of the signed written warning letter shall be kept in the employee’s HR files.

4. Second & Final Written Warning

� If the employee repeats the same offence a forth time, or displays no signs of

improvement in performance, then the Section Manager shall recommend that the

employee be given a second written warning.

� The same procedure shall be followed as when the first written warning was issued.

� The employee must be informed that this is the final warning and any subsequent

offences shall be subjected to termination of employment.

� At the discretion of the Department Manager, the HR Manager may advise that the

employee be placed on Disciplinary Probation of a period up to three (3) months.

� At this stage in the disciplinary process, the Human Resources Manager shall inform the

Area General Manager of the severity of the situation and the existence of a possibility

that the employee may be suspended or dismissed.

� No suspension or dismissal actions shall be taken without prior approval from the Area

General Manager.

5. Suspension of Employment

� If the employee commits a fifth recurrence of the same offence even after receiving the

final written warning, or if the offence is of a serious nature such that dismissal may be a

possibility, then the employee shall be suspended from work immediately. The period

during his suspension shall be unpaid.

� Suspension decision must be communicated in writing, signed by the Depa

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