Confirmation Process. Effective from 1 st January, P a g e

Transcription

1 Confirmation Process Effective from 1 st January, P a g e

2 Confirmation Appraisal Process Objective To define the criteria & timelines for confirmation of employees at the end of their probation period Scope This covers all MEO Category Employees. Process days prior to the end of the probation period for an employee, the concerned HR person will initiate the confirmation appraisal process via a intimation. 2. The employee s Manager and the N+2 manager of the employee will have a discussion with the employee regarding his/her performance in the probation period. 3. The duly filled confirmation appraisal format (Annexure 1) needs to be sent to the concerned HR person one week prior to the date of confirmation indicating either confirmation or extension of probation. Confirmation of employee 1. In case the employee s service is being confirmed, the Manager can forward the duly filled confirmation appraisal format to the concerned HR person. 2. The HR person will ensure the confirmation letter (Annexure 2) is signed by the authorised signatory within one week of receipt of the filled form. 3. The central Payroll team will be intimated before 25 th of the month in order to implement the changes in SAP. Extension of Probation 1. Extensions can be granted for a maximum of three months. 2. All extensions have to be approved by the concerned HoD. 3. Conditions in which Probation period can be extended: a. If the Manager feels that the probationer s performance in unsatisfactory and providing further training and support can help in improving the performance. b. If the employee has been absent from the workplace for extended periods of time during probation and hence has not been able to fulfil his/her duties appropriately. c. If there has been a minor Code of conduct violation by the employee. 4. When it is agreed that employee s period of probation will be extended, it is important for the manager to state clearly:- 2 P a g e

3 a. The reason for the extension for example that the employee s performance has fallen short of certain standards b. Any support such as further training that will be provided during the extension. c. That if the employee does not meet fully the required standards, by the end of the extended period of probation, his/her employment may be terminated. 5. The HR person will ensure the confirmation extension letter (Annexure 3) is signed by the authorised signatory within one week of receipt of the filled form. 6. At the end of this extended period, the employee s performance will be reviewed and the further course of action will be discussed. Signatory Authority: 1. The confirmation letters for all employees in the Officer, Executive & Manager cadre will be signed by the Head of HR. 2. The Probation extension letter will be signed by the Managing Director. Confirmation Process Overview 3 P a g e

4 Confirmation Appraisal Format Name Emp. Code Location Grade Period of Review Date of Review S. No. Attributes Total Marks Points Scored Remarks 1 Performance 15 2 Job Knowledge 15 3 Responsibility 10 4 Collaboration 10 5 Initiative 10 6 Communication Skills 10 7 Organizing Skills 10 8 Willingness to Learn 8 9 Work Ethics 7 10 Attendance Overall Feedback of the employee based on the total points scored (Please tick the appropriate option) Poor Average Fair Good Excellent Development Needs Recommendation Confirmed Extend Probation (if yes, please give reasons) Signatories Immediate Manager Head of Department HR Manager HR Head Name Signature

5 Confirmation Appraisal Process FAQs 1. Who will initiate my confirmation appraisal process? The concerned HR manager will initiate the process. Your manager and N+2 Manager will evaluate your performance during your probation period. 2. When will I know the status of my confirmation? On the date you are due for your confirmation, you will get to know about the status. You will receive a formal letter to communicate the same. 3. Can my probation period be extended? Yes, your probation period can be extended by 3 months. This can happen: a) If your performance is unsatisfactory (<50 % marks in the evaluation) b) If there is prolonged absentiism during your probation period c) If there is some code of conduct violation by you 4. What will be the duration of the extension? Your probation period can be extended by 3 months. 5. In case my probation period has been extended, will I receive support from the organization to improve my performance? Yes, individuals will be given support in terms of coaching, training and mentoring to improve their performance. 6. At the end of the extension, what will be the further steps? There will be a performance review at the end of the extension period. If your performance is found satisfactory, you will be confirmed. If your performance is not found satisfactory, your services may be terminated.