C H S J
(Centre for Health and Social Justice)
H 3C – First Floor H – Block Saket – New Delhi 110017




RULES AND REGULATIONS (Effective from April 1, 2007)



Office policies provide guidelines to organization's existing members and help the new members to understand the work culture of the organisation. These office policies are being formed bearing in mind certain mutually agreed values/ principles. The intention is that these values/principles will help in regulating the behavior of its members and will reflect in organization's work culture.
The Values/Principles
  • Equity and equality
  • Justice
  • Transparency
  • Accountability
  • Participation
  • Democracy
  • Sensitivity towards marginalized groups
  • Quality consciousness in work
  • Continuous process of learning and capacity building
  • Economy and environmental sustainability
The office policies will be binding upon the regular staff members of CHSJ including probationers and interns (wherever applicable) who may be working in any office of CHSJ. The consultants of CHSJ shall be bound by the terms and conditions as mentioned in their contract.
SECTION I
GENERAL
1.Governing Board (GB): There are seven members in the GB at present. The GB is the statutory body managing CHSJ according to the Articles of Association of the Trust. It frames policies and arbitrates any major problem of CHSJ. All employees of CHSJ in all aspects of its work are accountable and answerable to the GB. The GB is represented in the operations of the organisation through the Director.
2.Applicability: The Rules and Regulations (hereafter called the Rules) are applicable only to those having status of staff/employee, unless otherwise specifically stated in the Rules. For all purposes, the Rules contained in various sections below will be read together.
3.Office Timing: Working hours of CHSJ are from 10.00 a.m. to 5.30 p.m. from Monday to Saturday. Normally the flexibility of timing will be allowed only to the program staff on getting permission from the supervisor and/or the Director.
4.Appointments: All appointments at CHSJ are on contract for a specific period and therefore, temporary. The appointment letters issued to the employees are, thus, contracts for temporary appointments. All appointments shall be made in the name of CHSJ under the signature of the Director. No letter of appointment/contract issued otherwise will be valid or binding on CHSJ.
5.Working Hours: Total working hours in CHSJ is of 7:30 hours Monday through Saturday, (10.00 am to 5.30 pm) with a 45 minutes lunch break (1.00-1-45 p.m.). No support function will be provided beyond these working hours. However CHSJ would mention, Monday to Friday, as its working days so that the administration can fulfill outside transactions and other work (which needs a visit out of office), on Saturdays.
6.Flexi hours: With an objective of improving productivity the concept of flexi hours is being introduced. During flexi hours, office work can be done from home. This benefit can be availed by program staff of CHSJ (other than back up and support staff) provided operations, interaction and coordination among staff members remain unaffected.
7.Recruitment and Placement on Category and Scale: Normally, a Selection Committee appointed by the GB or Director interviews and recruits new staff. The selection committee will give appropriate weightage to the following four aspects of the candidates: (1) Educational Qualification. (2) Added Educational Qualification. (3) Experience in specific tasks/skills needed for the concerned jobs. (4) Motivation and suitability. The weightage given to each aspect will depend upon the nature of work for which the recruitment is being made. It will also decide the placement of the selected candidate on the category and salary scale.
SECTION II
LEAVE
Staff members including probationers shall be entitled to 60 fixed holidays and 60 flexible leave days in a year. Any leave taken over and above these 60 leaves will be counted as leave without pay. Leave shall be calculated as per the calendar year from January to December. Leave can neither be accumulated nor encashed.
1.Office closure day: There will be a total of 60 office closure day in a year on which the office shall remain closed and no office support shall be provided. These 60 days shall be calculated in the following manner
1)    All Sundays ( There are 52 Sundays in a year)
2)    National Holidays- Republic Day (26th January), Independence Day (15th August), Gandhi Jyanti          (2nd October))
3)    Id-Ul-Fitr, Diwali, Guru Nanak Birthday and Christmas (25th December)
4)    May Day (1st May)
If a staff member is required to work on any of these office closure day, he/she may take a compensatory ( see condition below).

2.

Flexible Leave: All staff members of the organization shall be entitled to 60 flexible leave days in a year, out of which maximum 20 can be taken as Emergency Leave. The other kind of leave shall be Planned Leave. Emergency leave/s can be taken on short notice. All flexible leaves could be taken as Planned Leave. Female staff members shall be entitled to 7 days of emergency leave (in addition to 60 flexible leave days) for menstrual problems. The reason for taking any Emergency Leave shall be communicated to the supervising staff member. The Planned Leave shall be approved by the supervising officer and shall be communicated in advance by the staff members in the following manner:
S/NDays of LeaveApply in advance
     1    Up to 3 days leave    at least 2 days in advance
     2    More than 3 but not more than 7 days leave    at least 1 week in advance
     3    More than 7 but not more than 15 days leave    at least 1 month in advance
     4    More than 15 but not more than 30 days leave    at least 2 months in advance
     5    More than 30 but not more than 60 days leave    at least 3 months in advance

Before availing any flexible leave (other than emergency leaves), Leave form should be filled and submitted to the administration.

3.

Eligibility for flexible leaves: For a person who has not completed a years work, eligibility for flexibility shall be counted as follows Total number of Leave days entitled= (N+1)x5; where N is the number of completed months (N cannot be greater than 11). In case a person has completed a years work in CHSJ then the Leave that can be applied for at any point in time will be (N + 1) x 5 + 10, but the total cannot be more than 60.

4.

Compensatory Leave (CoL): When requested by the organisation to work on the non-working days at the office, the employees can avail of equal number of CoL within FOURTEEN DAYS of such work. Combination of any other leave with Compensatory leave is strictly not allowed. When the employee goes outstation on a field visit, the employees can avail one day of CoL provided the visit is more than 3 days. CoL can't be granted if the employees of CHSJ come on Holidays for their own pending work not on official call.

5.

Leave without pay- A staff member may take leave without pay in special circumstances. These leave days shall be communicated to and approved by supervising officer. If a staff member avails more than 90 days (three months) of leave without pay, she/he may asked to resign, or have her appointment terminated. However, she/he will have the right to apply for the position once again. She/he might not be offered the same position. The appointment shall be made on the basis of position available at CHSJ.

6.

Maternity leave: A female staff member is entitled to three months leave on full pay in case of maternity, (including still birth). This leave may be taken at any point beginning from the seventh month of pregnancy. The same benefits will be available to the female staff adopting a child. A female staff member will also be entitled to leave of 10 days in case of abortion

7.

Paternity leave: Male staff members are entitled to 30 days of paternity leave, however if such male staff members do not utilise such leave for purpose of fulfilling paternal duties, it will comprise a breach of office rules.
SECTION III
SALARY SCALE, PROMOTION, AND CAPACITY BUILDING
1.Categories : Six staff categories are envisaged. The names of the different categories and their pay scales are given below.

2.

Salary structure

Administrative / Programme Assistant – Rs 3,000 – 6,000
Administrative / Programme Associate Rs 5,000 – 10,000
Administrative / Programme Officer: – Rs 9,000 – 17,500
Adminstrative / Programme Manager: Rs 15,000 – 25,000

All employees will get following allowances on basic salary:
Dearness Allowances – 40% of Basic Salary
House rent Allowance – 50% of Basic Salary
Conveyance Allowances – 10% of Basic Salary

Salary at appointment shall be based upon experience, qualification, skill level, and can be fixed at any point within the relevant pay scale.
At this point in time all staff members shall be treated as full time consultants for the purpose of Income Tax and T.D.S. @10.3% shall be deducted from their salaries.

Job description will be developed for each category of staff.

3.

Increment policy
All staff members will be entitled to a raise normally after completion of a minimum of one year of service in the organization. In exceptional cases this period may be relaxed to six months. Increment policies are dependent on the funding status of the organization. Staff members shall be given any one of the following
  • Increment to cover inflation- up to 10% of the salary
  • Increment for excellent performance - up to 25% of the salary

4.

Performance Appraisal (PA)
Performance Appraisal of all staff members shall be conducted once a year with a view to assess the performance and the needs for capacity building. On the basis of PA, increment shall be decided. In case of poor performance by a staff member, no raise shall be given and the process of performance appraisal shall be repeated after a gap of 3 months. In case of no improvement it may become the basis of his/her service coming to an end.

5.

Promotion
Staff members are expected to increase their capacities during their tenure in the organization that will enable them perform at higher levels of competency. Increased level of competence and responsibility will entitle a staff member for promotion. Promotion of staff members will be decided jointly by the Director, in consultation with the supervising team member. Staff members may also apply for new positions announced by the organization at a higher staff category.

6.

Capacity Building
All staff members will be provided with opportunities for capacity building for increasing their knowledge and skills to fulfill their current responsibilities. This may be in the form of in-house learning/training activities, external training events, exposure tours and mentoring. Refusal to participate in capacity building opportunities will be considered a breach of office regulations.

7.

Consultancies
Staff members may take personal consultancies under the following conditions:
  • The consultancy work will as far as possible further the goal and objectives of the organisation
  • The consultancy shall in no case be in violation of the core values/principles of the organization.
  • Consultancy work for a maximum of 30 days in a year may be undertaken within the flexible leave period.
  • The individual needs to inform what consultancies he/she has undertaken as it will count towards performance appraisal.

8.

Staff Welfare Fund
The organization shall endeavour to set up a staff welfare fund. This fund will be contributory in nature with staff members also contributing regularly to the fund. The staff members shall be entitled take personal advance on a very nominal rate of interest from this fund. The rules and regulations for the establishment and management of this fund shall be done by staff members. Welfare Fund will be run by staff. (The welfare fund can be formed after the institution is well established).

9.

Personal advance for staff Staff members can take a personal advance from office in case of personal emergencies, however provision of such emergencies shall not be construed as a right. Advance can be taken up to one month's salary. An application for advance has to be made to the Director and the terms of settlement shall be discussed during release of money. It could be based on monthly installment or one time settlement. The monthly settlement shall be deducted from the salary. When advance is given to the staff the administration should make sure that no other advance is due on her/his name. Advance must be settled by the end of financial year.

10.

Resignation/termination of contract

Services of a staff member/probationer/intern may come to a completion in one of the following cases

1. Ending of the contract period
2. Resignation
3. Organization asking the person to leave
  • On account of non performance or
  • On account of willful violation of organization's rules or
  • On account of an act which constitutes a violation of the core values/principles.
The organizations may ask a staff member to leave on the above mentioned grounds by giving advance notice in writing, or by payment of pay in lieu of notice as noted in the terms of appointment. The reason/s of termination shall be communicated to the member. Where the services of a staff member are terminated, the salary shall be paid subject to settling of all outstanding accounts of the staff member. Everyone shall have a right to be heard if the organization wants him/her to leave. All staff members will be entitled to experience certificate for the period of time they have worked in the organization.

11.

Clearance at the time of leaving CHSJ: When an employee is leaving employment she/he must clear all outstanding dues - from the library, from the supervisor and from the administration. Final dues and work certificate will be withheld in case of negative report from any of the department.

12.

Outside interests
In the interests of strengthening the capacity of CHSJ staff, they are encourage to be part of diverse institutions. Staff members may serve as trustees, governing body members or on the board of directors of other organizations but need to inform governing body in writing about this.
SECTION IV
ADMINISTRATIVE ARRANGEMENTS
1. Travel
a)Local transport: While on official work, reimbursement for local travel to and from the office will be made on submitting a travel voucher. All staff should use auto rickshaw for local transportation. For official purpose use of personal car will be, reimbursed @ Rs. 5/- per kilometer. Use of personal two wheeler for official purposes, will be reimbursed @ Rs. 2.5/- per kilometer Taxis may be used in exceptional cases for local long distance travel, or for local travel at night. The staff member shall be provided auto fare to reach office or designated place of duty if he/she is expected to reach there before 8 a.m. The staff member shall be provided auto fare to reach home if he/she is expected to leave office after 8 p.m., and taxi fare if she/ he has to leave office after 10 pm

b)

Domestic travel: All staff members may travel by train (3AC). Air travel may be permissible in the exceptional cases. Costs incurred by staff members during the course of official travel will be reimbursed. Travel related expenses (hotel*, meals*, phone calls, faxes, local transport) incurred by staff members will be reimbursed. Reimbursement claims must be substantiated with receipts and must be submitted within a week of the completion of the trip.

  • For local travel during outstation trip, auto or shared taxi shall be used. Taxis may be used in exceptional circumstances and after consultation with the supervisor.
  • The administration shall be given necessary details to book the tickets at least 2 weeks earlier or as soon as possible.

*The hotel and food expenditure will be reimbursed by the following rules:
S/N Hotel Expenses during travel
1   Metropolitan cities like Delhi, Mumbai,
  Kolkata, Hyderabad, Chennai, Bangalore
Rs.1500/day
2   Other cities and district towns Rs.750/day
3   Other Towns/Villages Rs 500/day
 
 
Daily Expenses during travel
    B'fast   Lunch   Dinner   Others 
  Daily expenses50100150100400

  • Hotel or Food claims shall only be reimbursed in case of outstation trips.
  • If the accommodation and food are arranged or reimbursed by the host/coordinating organization then these will not be reimbursed. However the amount due for other expenses can be claimed.
  • Expenses, except food claims, will be reimbursed only after submission of bills. Bills should be submitted within a week of the completion of the trip.
  • Exceptional cases can be considered without bills.

c)

International travel: The Director must approve all international travel for office purpose. Staff members traveling internationally should try and organize reasonable accommodation. Costs incurred by staff members during the course of official travel will be reimbursed unless the members are being provided with per diem by organizers. Travel related expenses (hotel, meals, phone calls, faxes, local transport) incurred by staff members will be reimbursed, if these are not provided by some other agency. Reimbursement claims must be substantiated with receipts and must be submitted within a week of the completion of the trip. In the event that a per diem has to be provided in lieu of covering actual expenditures, the Director in consultation with the supervising officer will determine the per diem. All costs (phone calls, laundry, local transport, meals) will be covered by the per diem.

d)

Travel advance: All staff members will be given a travel advance to cover their expenses. No travel advances will be given to staff members unless the previous travel advance is accounted for and settled.
2. Advance
  • Can only be given to staff members for official work.
  • Advance up to Rs.2000/- can be taken from the Administrative Department at any time by submitting an advance form.
  • For advance of more than Rs.2000/-, it will be necessary to fill and submit an advance form at least a week earlier or as soon as possible.
  • Within a week of the completion of the task for which advance has been taken, the statement of expenditure should be submitted to the administrative department.
No advances will be given to staff members unless the previous advance is accounted for and settled
3. Phone/Fax reimbursement
For local, STD/ ISD phone calls from personal mobile or landline connections, the following rules apply:
1)The office will provide reimbursement for all telephone calls made for official purposes.
2)Official landlines or mobile phones, or fixed amount of pre-paid calls may be provided to facilitate official communication
3)If personal mobiles are used for official local calls, the calls made have to be recorded and submitted to the office.
4)During outstation travel, staff members may be provided with the office cell phone and in case that is not available then the rules as stated above apply.
SECTION V
DISCIPLINARY ACTION AND GRIEVANCE REDRESSAL SYSTEM

1. Disciplinary Action - Disciplinary action may be initiated upon any staff member under the following circumstances
  • Failure to perform assigned duties
  • Ignoring instructions of the supervising team member in more than one occasion
  • Breach of rules and regulations of the organization including organizational values
  • Performing any act which harms colleagues physically, mentally or emotionally
  • Performing any act which is deemed as harmful for the interests of the organisation

2. Terms for disciplinary action - The concerned staff member will be informed about the complaint, as far as possible in writing. The staff member will be given an opportunity to be heard and may be asked to undertake any or all of the following
  • counseled by supervisors or any other person designated by the director
  • advised to go for correctional programmes
  • face punitive action which may include suspension, de-motion, pay reduction, denying increments and similar measures
  • be terminated with or without public notification of the same
  • filing of complaint with the police
In case the staff member is terminated due to disciplinary action, no pay shall be due in lieu of notice

3. Staff Complaints - All staff members shall have the right to be heard in case of any complaints. Complaints may be made orally or in writing to the supervising team member, and in case it deals with the supervising team member it may be made to the Director. Complaints may be made in the following circumstances (not an exhaustive list)
  • Physical, mental and emotional violence due to any assignment ( beyond job description) or due to the interpersonal behaviour of other staff members
  • Sexual harassment and violence faced at the workplace or during the discharge of duties

4. Grievance Redressal - Complaints by the staff members shall be dealt at following levels
  • Director
  • Governing Body
  • Police Complaint
Once a complaint has been registered by a staff member to her supervising team member the supervising team member is expected to address the situation and provide a remedy within two weeks. In case the remedy suggested is not acceptable or does not prove successful, a written complaint has to provided to the Director within a month’s time. If this does not happen the complaint can be made directly with the Director. If there is repeated occurrence of the incident which was the reason for the complaint in the first place the time restriction will not apply. The Director will investigate or cause to investigate the complaint and provide remedies within two weeks. The employee will have a right to appeal against the remedy suggested by the Director to the GB within one month. The decision of the GB will be final. The GB should not be approached directly unless the grievance is of that nature eg. Grievance against the Director . The complaint should be signed by the concerned person. Anonymous grievance will not be accepted. In case where a grievance is being put forth on behalf of someone else, consent should be taken from the aggrieved party.

5. Sexual Harassment At Work Place -
The aggrieved person can approach any person who he/she is comfortable with and that person can act as a staff advocate for that occasion. In cases of Sexual Harassment the Director will form a committee to investigate the complaint. The investigating committee will include at least two members from among the Advisors and include a majority of women members.

6. When The Complaint/ Grievance Is Accompanied By The Resignation -
The organisation does not encourage that complaints/grievances be accompanied by resignation except in extreme circumstances. The grievance mentioned in such resignation letters will be treated in the same manner as mentioned above, and normally the resignation will not be accepted till the completion of the enquiry.
CHSJ reserves the right to change or amend these policies.