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Service Rules

ORGANISATIONAL RULES & REGULATIONS

Office Timings:
The normal office time is 10.30 hrs. to 18.30 hrs. in all centers. A staff member is expected to devote 8 hours, six days per week. Sunday will be weekly-off. Attendance register is being maintained in every center. Staff members should ensure that they sign the attendance register on daily basis.

Holidays
Every year, before the beginning of a new calendar year list of holidays, primarily based on Central Govt. notification for the state, will be issued by the Director / Executive Officer and circulated to all Centres. (15-18 days in a year)

Compensatory Off
For work done on Sundays and/or on official holidays, a staff member can avail compensatory leave in consultation with the next level / center in-charge within one month. However compensatory leave will not be allowed against holidays spent on personal capacity building.

Apart from the above, during an official tour, those who are supposed to travel in the evening of an official working day, are allowed to leave half-a-day early. Similarly, those who are returning back from an official tour in the late morning hours of an official working day are also allowed to report half-a-day late (by post-lunch).

Leave
The staff on Fixed Salary / Trainees (for one year or less) are entitled to get privilege leaves of 30 days annually, from the date of joining. These leaves will be credited in advance on quarterly basis (i.e. 7.5 leaves for 3 months). The least count of leave is half day. All the holidays and Sundays falling between continuous leaves shall be counted as leave.

There will be no encashment of accumulated leave. Any excess leave shall be “leave without pay”.

The employees who are in ‘Grade’ are entitled to get casual leave of 15 days in addition to the above, which means, a staff member who is in grade, having passed the probation period (if applicable / case specific) shall be entitled to 45 leaves in one financial year, all types of leaves taken together. The account of leave shall be closed once in a year by the respective Centre In-charge. The account duly compiled in a format prescribed by Finance Committee shall be sent to the Head Office before 10th January every year. The cut-off level for accumulated un-availed leaves at the close of the leave account shall be 180 days. Any accumulation over and above 180 shall lapse automatically.

The authority to sanction the leave for the non-program / non-project staff shall be the center in-charge. For the program / project staff, however, the leave shall be sanctioned by the respective program / project coordinator. Any unauthorized leave shall be ‘Leave Without Pay’.

Norms and Processes for Working from Home
Working from home is an arrangement that has to be shared and mutually decided within the respective teams and approved by the next level. Hence working from home should be reported and marked in the attendance register only when respective next level informs after discussing with person who would like to work from home. The respective staff availing work-from-home arrangement shall need to submit details of the work log and the report. The next level reserves the right to revoke the arrangement on the basis of quality of work after reviewing the report.

Traveling Expenses and Daily Allowances for Official Tours
Eklavya staff members should normally travel by railway sleeper class or bus. However, in following cases / situation, any Eklavya staff member can (if s/he feels necessary) travel by 3rd AC Sleeper.

  • A member who is above fifty years of age.
  • For a journey that is more than 15 hours long.
  • In extreme weather conditions especially in peak summer and winter.
  • Whenever the member is unwell (occasional or chronic).
  • For third (or fourth) travel in a particular month.
  • If the second sleeper reservation is not available.

Staff members having been invited by other organization will be free to travel by any mode depending on the provisions made by that organization.

For stay, Eklavya members can use university guest house, youth hostel or other fraternal guest houses (ISI, GPF, Bal Bhavan etc. in Delhi, Similar in other places), or hotel with following upper limits, whenever necessary.

  • All Metro cities –up to Rs 1000/- per day
  • All Other cities –up to Rs 500/- per day

Food expenses admissible to Eklavya staff is Rs. 200/- per day per person, or actual whichever is less.

Rate of Official Use of Personal Vehicles (Two Wheelers / Four Wheelers)
Rate of fuel and maintenance expenses reimbursement for official use of personal two wheelers will be Rs.2.50 per km, and similarly, for four wheelers the rate will be 10 kms per litres. This rate would be applicable till June 2018. EC will review and shall revise the rates (if required), from time to time.

Prevention, Prohibition & Redressal of Sexual Harassment in Eklavya
Government of India, in 2013, notified the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act (referred to as Act hereinafter). Consistent with the Vishakha judgment, the Act aspires to ensure women’s right to workplace equality, free from sexual harassment through compliances. Consequently, any woman who wishes to report instances of sexual harassment at the workplace has the right to take recourse of both civil and criminal proceedings. For detailed information refer Eklavya’s web-link: http://www.eklavya.in/about-us-eklavya/eklavya-policies/committee-against-sexual-harassment

STAFF WELFARE & STATUTORY BENEFITS

Maternity Leave
Six-months maternity leave will be given to the female employees. The provisions of Maternity Benefit Act (Amended) 2017, govern maternity leave for female employees. Applicability -It’s applicable to women under every classified employment of Eklavya, as per the provision of the act. A female employee who has worked for 80 days or more prior to date of confinement is eligible for maternity leave on full pay.

The female employee applying for maternity leave should inform the respective Centre In-charge / Director in writing of her expected date of delivery, supported by a medical certificate from a registered medical practitioner, two weeks prior to proceeding on maternity leave.

For Eklavya’s purpose below-mentioned guidelines will be followed:

  • 26 weeks of maternity leave.
  • Work from home –Will be considered (case specific)
  • Crèche Facility –Will be provided till the child attains the age of 3 years. Expenses of care-taker of the child and to be borne by Eklavya
  • For miscarriage –6 weeks (maximum) leave to be granted to the grieved female employee.
  • For tubectomy operation -as per provision of the act i.e. 2 weeks
  • For adoption / Commissioning mothers-
Child's Age Leave Benefits
0-6 Months 26 Weeks
12-36 Months 18 Weeks
12-36 Months 12 Weeks
Above 36 Months 6 Weeks

Paternity Leave
All male employees will be entitled to paternity leave for 2 weeks as per the provision of maternity benefit act.

Loans to Staff
Staff members shall be entitled to avail personal loan to a maximum of Rs. 1, 00,000/- (Rupees One Lac) refundable in maximum 24 monthly instalments. Such loans shall bear simple annual interest of 4 % (four percent). The principal and the interest payable shall be computed at the time of sanction for the entire loan period at simple interest rate and shall be divided by the desired number of instalments to arrive at the amount of monthly instalment. The applications for staff loans in prescribed format duly recommended by the Centre In-charge shall be disposed by the Staff Loan Committee constituted by the Executive Council with following three members:

  • Accounts Officer 
  • Executive Officer
  • Director

Those on Fixed Salary will be eligible for loan to a maximum of two months gross salary. The recovery of loan will commence from the month following the month of sanction. New loan shall not be given unless the entire previous loan is paid back as per sanction. If a staff member who has taken loan leaves the organization, s/he shall be required to pay back the entire loan amount immediately. It is mandatory to mention purpose in the loan application. Loan will be disbursed on first cum first basis, subjected to the availability of funds. Loan Committee is the sanctioning authority and has the powers to ask for explanations or evidence as it may deem fit. It reserves the right to reject applications. Any dispute would be referred to the Executive Council.

Staff Hospitalisation Assistance Scheme
The scheme covers all the Eklavya members and their dependents. This scheme is run by Eklavya as self-insurance and meant for medical assistance towards hospitalisation. For details and guidelines, following link in Eklavya’s website can be visited: http://www.eklavya.in/blogsetc/staff-welfare-eklavya

Counseling Support for Staff
Apart from physical illness sometimes there are issues that are related to mental health and well-being. Eklavya has tied-up with two Clinical Psychologists to provide counselling support to the Eklavya staff who seeks such support / counselling. Eklavya ensures confidentiality of such case(s). Eklavya will bear expenses for five counselling sessions within one year. A note on counselling support is available on Eklavya’s website at: http://www.eklavya.in/blogsetc/staff-welfare-eklavya

Health Measures
Preventive health care facility for providing interaction with an experienced doctor shall be provided by Eklavya at all the centers / regions. Doctor should mostly focus on preventive, but can prescribe treatment whenever necessary/urgent. A staff member will be provided reimbursement for medical tests up to a maximum of Rs 3000/- per year.  These tests can arise from the above mentioned preventive measures or some curative tests undertaken during some sickness/treatment, as permitted by a doctor.

Eklavya Member’s Group Medical Scheme
The scheme covers all the Eklavya staff and their dependents, under which the concerned employee can claim against treatment incurred by him/her during his/her treatment or any of his/her family members who are dependent on him/her for which hospitalisation wasn’t required. This is maintained through a fund which was started by Eklavya members / staff in 1989, under which every staff who joins the organisation becomes member of this scheme and a token amount is deducted from his/her salary every month, asper slabs.

The claim of such medical expenses will be forwarded to the committee constituted by Eklavya group for this purpose and will be discussed and ratified in the Center meeting. The ceiling amount for such reimbursement is Rs. 7000/- during one financial year.

Retirement Benefits (Gratuity) for Staff up to age of 60 years:
A Gratuity is a lump sum payment given by the employer /organization. It is a mark of recognition of employee’s service. An employee gets gratuity at the time of retirement or leaving the job. The gratuity is given at the time of leaving the job / retiring of an employee who has completed continuous service of 5 years. For liabilities in respect of staff gratuity, Eklavya has entered into an agreement with the Life Insurance Corporation of India under their Group Gratuity Scheme for employees up to age of 60 years.

Employees Provident Fund:
PF is applicable to all Eklavya staff who are in Grade OR to the employee, as per the EPF rules, whose monthly salary is up-to Rs. 15000/-. Employee’s contribution shall be 12 percent of pay which shall be deducted every month from the salary and an equal amount shall be contributed by Eklavya. The amount so deducted along with Eklavya’s contribution shall be deposited with the Regional Provident Fund Office as per rule. Other charges, if any, on this account shall be borne by Eklavya.

Rules pertaining to Employees’ Provident Fund
Contributions from employee as well as employer get added to the EPF However, the entire portion of contribution from an employer doesn’t go exclusively towards the Employees’ Provident Fund. The division of funds as of November 2015 is mentioned as follows:

  1. 12% of Salary of Employee goes directly towards Employees’ Provident Fund.
  2. 12% of Salary of Employer is divided as follows:
  • a)   3.67 % of contribution towards Employees’ Provident Fund
  • b)   0.15% of contribution towards EPF Administration Charges
  • c)    0.5 % of contribution towards Employees’ Deposit Linked Insurance
  • d)   0.50% of contribution towards EDLI Administration Charges
  • e)   8.33 % of contribution towards Employees’ Pension Scheme

 

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