Faculty & Staff Handbook -...

MARWADI EDUCATION FOUNDATION’S GROUP OF INSTITUTIONS 11 111 111

Faculty & Staff Handbook Page 1

Faculty & Staff Handbook



CONTENTS

1. Preface……………………………………………………………………………………………………03 2. About Institute………………………………………………………………………………………..04 3. Management Team………………………………………………………………………………..5-6 4. Being Part of Elite Institute……………………………………………………………………7-12

4.1 Joining formalities 4.2 Orienting at the workstation 4.3 Performance Based Appraisal System

5. Faculty and Staff Engagement………………………………………………………………13-18 5.1 Offerings from Institute for Career Progression 5.2 Expectations from You 5.3 Holidays 5.4 Vacation

6. Assessment of work…………………………………………………………………………….19-20 6.1 Academic Staff 6.2 Administrative & Technical staff

7. HR Rules………………………………………………………………………………………………21-30 7.1 Attendance Norms 7.2 Leave Norms 7.3 Travelling Norms 7.4 Dress Code Norms

8. Institute facilities………………………………………………………………………………….31-32 9. Benefits and allowances…………………………………………………………………………….33 10. Talent Acquisition process…………………………………………………………………………34 11. Probation Policy……………………………………………………………………………………35-36 12. Resignation, suspension & termination Policy………………………………………37-38 13. Ethics and Code of Conduct…………………………………………….…………………….39-42



Preface It is indeed a great pleasure to welcome you at Marwadi Education Foundation’s Group of Institutions [MEFGI] Family. This temple of higher learning stands tall on its pillars of curriculum, world class infrastructure, technology backbone, advanced labs and much more things which you will cherish throughout your academic tenure. You have become a staff member of this prestigious institute, which has made its presence felt across all the spheres. At Marwadi Education Foundation, we take immense pride in the quality of education which we impart and the values we nurture in our students. As an employee, the Institute expects you to follow the ethics and code of conduct while you perform your duties, and at the same time, also provide you with certain privileges which will not only secure your present but your future as well. Therefore, a handy booklet has been designed to consolidate all the information an employee is likely to need in navigating through his/her career at MEFGI, which has been a long felt one. This handbook incorporates all the required information, which will be useful as day to day reference for staff members and for new employees as well. Although, efforts have been made to cover each and every rules and practices of HR, however regarding specific rules, the same should be confirmed with the HR/administration department. Mr. Naresh Jadeja. Registrar.



CHAPTER 2

About Institute

Marwadi Education Foundation’s Group of Institutions [MEFGI] is one of the premier

college in the state of Gujarat. MEFGI was established in the Year 2008, under the

Bombay Public Trust Act 1950. MEFGI is promoted by Marwadi Shares and Finance

Limited (MSFL) a major stock broking company in India & Chandarana Intermediaries

Brokers Pvt. Ltd. (CIBPL), a leading firm dealing in technical and arbitrage trading in

Indian Stock Markets.

The College was established with a clear vision and mission to promote professional & technical education through various programmes in Engineering, Computer applications and Management. VISION Our Vision is to address challenges facing our society and planet through sterile education that builds capacity of our students and empower them through their innovative thinking practice and character building that will ultimately manifest to boost creativity and responsibility utilizing the limited natural resources to meet with the challenges of the 21st century. MISSION To produce creative, responsible and informed professionals. To produce Individuals who are digital-age literates, inventive thinkers, effective

communicators and highly productive. To deliver cost-effective quality education. To offer world-class, cross-disciplinary education in strategic sectors of the

economy though well devised and synchronized delivery structure and system, designed to tackle the creative intelligence and enhance the productivity of individuals.

To provide a conducive environment that enables and promotes individuals to creatively interact, coordinate, disseminate and examine change, opinion as well as concept that will enable students to experience higher level of learning acquired through ceaseless effort that lead to the development of character, confidence, values and technical skills.



CHAPTER 3

Management Team

Mr. Ketan Marwadi - Chairman

The Founder & Chairman of “Marwadi Education Foundation’s Group of Institutions”. Mr. Ketan Marwadi is also the Chairman & Managing Director of Marwadi Group. Marwadi Shares & Finance Ltd, has emerged as India’s top 10 broking company and is growing in size along with the market and has also made a strategic move on infusing new investors and is expanding its business activities since last two decades. Mr. Marwadi has also steered Saurashtra Kutch Stock Exchange as Vice President and as a Director on SKSE Securities Ltd, a subsidiary of Saurashtra Kutch Stock Exchange.

Mr. Jitendra Chandarana – Vice-Chairman The Co-Founder & Vice Chairman of “Marwadi Education Foundation’s Group of Institutions”. Mr. Chandarana is also the Chairman of, Chandarana Intermediaries Brokers Pvt. Ltd. A very well known personality for his expertise in Arbitrage Trading in the region & in the Country. An energetic person with well defined Ideological Orientation and Commitments and a strong believer in “Social Transformation through Dynamic Education". He holds a strong endeavor for Innovative Work.

Mr. Sandeep Marwadi – Honorable Trustee The Director of Marwadi Shares & Finance Ltd. A thorough knowledge and expertise in the field of hardware, software and various networking solutions. The operational activities of the company, installations of hardware and software, its maintenance, connectivity and networking of branch offices and sub-brokers, back-up operations, software developments in relation to stock broking and DP related operations are driven by Mr. Sandeep Marwadi. Upgradation of technology, computer peripherals, effective networking of the company and its branch offices and to provide uninterrupted communication facilities to the ultimate users.



Dr. Y P Kosta – Director, Technical Campus. A Space Scientist, who has worked with Indian Space Research Organization (ISRO) for a decade. Mr. Kosta has also worked in Silicon Valley USA as a chip designer. Academic credentials of professional technical education from Delhi University and Project management from Stanford University, USA. He has widely travelled the globe, worked as a consultant, delivered key note address, technical talks, and written books and authored more than 100 research papers in journals to his credit. He is the recipient of many awards and honors.

Mr. S K Bhagavan – Director, L&D Department. During his tenure of 13 years at Wipro Technologies as a senior member of Talent Transformation division, Prof. Bhagavan led a number of strategic R&D initiatives and also designed and delivered learning programmer for Wipro’s employees and customers. He represented Wipro in discussions with Stanford University, Harvard University, London Business School and other Institutions to develop advanced learning partnerships. While at Wipro he has also played advisory and learning facilitator roles in the Mission 10X programmer, which aims to improve the quality of engineering education and employability of engineering graduates across India. Prior to his career at Wipro, Mr. Bhagavan was part of the full-time faculty at RV College of Engineering, Bangalore and PES Institute of Technology, Bangalore as Professor and Head of Department (Electrical Engineering) and Director of Placement & Training. His academic career was preceded by manufacturing industry experience at Bharat Earth Movers Ltd.



CHAPTER 4

Being Part of Elite Institute

Welcome to the faculty fraternity of Marwadi Education Foundation. The Institute

stands on strong promises to provide you a memorable tenure, with conducive work

environment, learning’s, research facilities and much more to cherish. Things might look

difficult at the beginning, at the same time you will be excited to know people and

things around, equip yourself with all the available information and start heading

towards fun-filled work. The administration and HR department will be happy to assist

you to make this transition smoother. Below are the things which need to be taken care

in the initial days.

4.1 Joining formalities.

The joining formality will be helped along by the Human Resource Department. The

newly appointed faculty / staff will have to intimate the tentative Date of Joining which

should not be later that the date mentioned in the offer of appointment. On the date of

joining, the staff member will have to undergo below formalities.

I. Submit photo copies of educational proofs as mentioned in the Appointment

offer to HR Department. The original educational proofs to be kept handy and to

be shown for verification if demanded.

II. Passport size photograph’s for identity card and for official records.

III. If previously employed, relieving & offer letter along with details of emoluments

drawn from the previous employer should be submitted on demand to H.R.

Department.

IV. The employee has to fill the joining forms with utmost care and the data has to

be filled accurately, as the same will be used for all future use and

correspondence.

V. Bank account needs to be opened with Bank of India, if not available, for

depositing the salary in the account. The banking facility is available on campus at

the 1st Floor of the Main Building. You are required to visit the bank branch with

your identity proof and photograph to open a bank account.



VI. The staff member who wishes to avail the facilities of transportation and hostel,

are required to fill the requisite forms available with the HR Department. The

filled form has to be submitted to the concerned department and further details

regarding the required services will be provided by the said department.

4.2 Orienting at the workstation.

As the joining formality at the HR Department is completed, you will be introduced to

your assigned Department. The Head of the Department will acquaint among the faculty

members and the working pattern of the Department. The Department will hand-hold

the newly joined faculty member till the time he/she is familiar with the working

environment and will provide with the following facilities to start-up with the studies /

research.

I. The Department will provide with an office space equipped with a telephone

facility with the required stationeries.

II. A personal desktop / laptop computer with internet connection will be provided

within few days of time.

III. The joining announcement has to be made among other departments / sections

of the Institute.

IV. Once the HR Department processes the joining report, the Identity card will be

issued to the employee.

V. The newly joined faculty in consultation with the Head of the Department has to

chalk out the roles & responsibilities which may not be exhaustive, needs to be

noted down to monthly and yearly activities.

VI. The said noted roles & responsibilities duly signed by the Head of the

Department and employee have to be sent to HR Department for official records

of the employee.

VII. The duties assigned has to be aligned with the curriculum, with much student

interaction and along with the key performance areas stated in Performance

Based Appraisal System [PBAS].



4.3 Performance Based Appraisal System

The Journey of a student from a learner to brilliance and further excellence as a leader

& also as an Innovator in the area of interest opted depends upon the values and the

education imparted by a Teacher. The Institutes truly believes, recognizes and rewards

the faculties rendering these untiring duties and responsibility. Performance appraisal of

the faculty is done basically on below broad parameters which are in alignment with the

guidelines stated by UGC.

I. Feedback.

II. Examination results.

III. Teacher’s commitment and achievement with regard to non-teaching duties

IV. Peer analysis and review of performance after 6 months / one year through an

interview for Assistant Professors.

V. Consultancy activities carried out.

VI. R&D which also includes publication of papers, books etc.

VII. Projects guided, workshops, STTP / FDP, conference attended.

VIII. The support/contribution for the Institution and departmental activities.

Scores of Academic Performance Indicators [APIs] in Recruitments and Career

Advancement Scheme [CAS] is stated below for your ready reference.

CATEGORY I: Teaching, Learning and Evaluation Related Activites.

Based on the teacher’s self-assessment, API scores are proposed for teaching related

activities, domain knowledge, participation in examination and evaluation, contribution

to innovative teaching, new courses etc. The minimum API scores required by teachers

from this category is 75. The self assessment score should be based on objectively

verifiable criteria wherever possible and will be finalized by the screening/selection

committee.



# Supporting documents, wherever required be attached.

CATEGORY II: Co-curricular, Extension & Professional Development related Activities.

Category II API Scores are proposed for co-curricular and extension activities and

professional development related contributions. The minimum API required by teachers

for eligibility for promotion is 15. A list of activities and proposed scores is given below.

# Supporting documents, wherever required be attached.

CATEGORY III: Research and Academic Contributions.

Based on the teacher’s self-assessment, API Scores are proposed for research and

academic contributions. The minimum API Score required by teachers from this



category is different for different levels of promotion. The self-assessment score will be

based on verifiable criteria and will be finalized by the screening/selection committee.





CHAPTER 5

Faculty & Staff Engagement Academic Staff The course objective and outcome, brilliance and success of a student is achieved when there is a transformation of knowledge from teacher to a student. This is achieved when correct teaching methodology and pedagogy is adopted and practiced. The teacher is expected to bridge the gap between theoretical knowledge and practical reality through using educational programs which meet contemporary requirements in the field of business and management. The Institute always extends full support for the overall development of faculties through refresher and orientation programs, conferences, seminars and training programs. It is largely up to the Individual faculty to plan out his/her activities, while there are always senior faculty members in the department who will guide you in this respect.

5.1 Offerings from the Institute for your Career Progression.

I. Faculty Development Program [FDP] In light of the growth in academic arena in terms of advanced learning and teaching techniques, the faculty members must be prepared to train students in skills such as critical thinking and problem solving, working in teams and collaborating, communicating with others, finding and analyzing information. Working with students to develop these skills requires a different teaching approach and is a paradigm shift for many faculty members. We at MEFGI, coach faculty members through Faculty Development Program, these learning processes are part of a comprehensive professional development plan. A faculty member has to undergo faculty development program, once in a semester. The said program is carried out at Institute level itself by the learning and development team.

II. Short Term Training program. The objective of the program / course is to equip faculties and technical staff towards ever changing needs of the discipline or industry. These are offered in a wide variety of areas subject matter updating, refresher courses, emerging technologies, research



capability, managerial expertise, laboratory experimentation and innovations, industry institute interaction etc for enhancing competence of faculty members. The Institute encourages the faculty members in participating and enhancing the knowledge which in turn helps in development of our students.

III. Workshop Workshop will provide strategies and tools you can use to ignite students to achieve academic and life success but more importantly it will reignite your passion for teaching and learning. It will also help to learn research based strategic learning and teaching practices. The Institute motivates and encourages its faculty members to attend these workshops and practice the learning’s in daily teachings. IV. Conference Professional development for faculty is critical to their success both in the classroom and in their scholarly pursuits. These development opportunities provide faculty with strategies and examples of how to grow as a person and advance their careers in a positive direction. Networking with others in the field, getting new and innovative ideas, self-reflection and re-thinking of previous methods, and improving communication skills are just a few of the ways professionals can grow and develop. Attending conferences is one way in which faculty can develop professionally and have these types of experiences.

5.2 Expectations from You. The Institute provides academic freedom to teachers to create highly intellectual, research and result oriented environment at campus. Sharing among the students would help them to grow. We believe students should be motivated to share their experiences and learn from the perspectives of their own friends. This interpersonal communication would prove itself a significant component for knowledge acquisition at the end of their learning career. In such a situation, in presence of a teacher in the form of a facilitator the students would get groomed and educated in a different way. Looking into these perspective below activities are also expected other than the core teaching activity.



I. Teaching

A Teacher or an Educator is a person who helps others to acquire knowledge, competences or values. Formal teaching tasks include preparing notes according to the course curriculum, giving lectures, and assessing the student’s progress about the subjects taught. A teacher’s role includes formal teaching in the class room, accompanying students for Industrial visits, supervising exams, and to be a part in co-curricular activities.

II. Research Educational research uses the scientific method to collect scientific data that can provide a definite answer about best practices in teaching. The purpose of educational research is to develop new knowledge about the teaching-learning situation to improve educational practice. The faculty members are encouraged and motivated to undergo research activities to develop and come-up with newer teaching-learning methods and pedagogies, which in turn will benefit students to step into real life and practical industrial surroundings. III. Mentoring

Mentoring is a continuous process of informal transmission of knowledge and the psychosocial support perceived by the recipient as relevant to studies or career development. Mentoring entails informal communication, usually face to face and during a sustained period of time, between a person who is perceived to have greater relevant knowledge, wisdom or experience (mentor) and a person who is perceived to have less (mentee). Proper and timely mentoring can help student enhance self confidence and set challenges to take higher goals, take risks and achieve at higher levels. We at Institute practice mentoring among students and faculties. Every mentor is assigned a small group of students, mentees all of whom would be looked after by the mentor, who in case of need may approach to mentoring coordinator assigned to him. IV. Supervision

Supervision is a process of facilitating the growth of a student in learning techniques, primarily by giving the student feedback about classroom sessions and helping the student make use of the feedback in order to be more effective in learning and grasping the knowledge. Supervising is a continuous process being done in class or through assessments in Institute’s exam. The faculties are encouraged to take up active



supervising roles during the academic year and facilitate students to sail through their academic sessions.

V. Active participation in committees The Institute encourages and believes in extra co-curricular activities which go hand in hand with the academic sessions. These activities evolve around overall personality development of a student which will help in stepping easily into corporate ladder and career growth. Various committees are formed at department and central level to design these co-curricular activities as well as for governing and adhering to the policies framed for smooth functioning and administration. Faculty and staff members are required to actively participate in the committee meetings and are welcomed to give suggestions in functioning of the said committees. VI. Promotional activities.

The Institute involves itself in healthy promotional activities show casing its strength in the educational market. Healthy efforts are made to attract brilliant and desirous students to join the Institute in shaping the career from across the country. The faculty members are voluntarily and actively involved in promotional activities in schools. Such activities are warmly welcomed for upbringing of the Institute. The roles and responsibilities of faculties are closely tied to the central functions of higher education. Correspondingly, faculty members of the Institute undertake research, teaching and service roles to carry out academic work. Each of these roles enables faculty members to generate and disseminate knowledge to students.

a) The college will follow the guidelines with respect to minimum teaching hours as stated by University or A.I.C.T.E in an academic year.

b) The teaching staff will have to follow the minimum teaching hours besides other institutional responsibilities.

c) The Head of the Department may advise teachers to take extra lectures for students, if he feels so necessary.

d) The academic staff will be assigned with various institutional responsibilities like conducting of examination, setting up of question papers, evaluation of answer sheets, preparation of results and extra-curricular activities for students. It would be mandatory for the faculty to carry out such responsibilities assigned to him from time to time, which will be considered as part of his/her duties.



Administrative & technical staff The Administration Department plays a pivotal role and is the central nerve of the Institute which is responsible in formulation, administering and implementation of policies framed by Management of the Institute. The Department is also responsible for the maintenance and supervision of the Institute, its records and is separate from academics department. It collaborates with the academic department for smooth functions and implementation of various programs and studies. The in-depth roles and responsibilities of the staff will be stated by the Head of the Department / Reporting Manager which will be aligned to achievement of central mission and goals of the Institute. The duties of the administrative staff shall be defined from time to time. However, the Director – Technical Campus or any other competent authority may assign any other official duties from time to time, which an employee will have to discharge with due diligence. Key Responsibilities

I. Admissions II. Supervision of academic affairs such as hiring, promotion and evaluation

III. Maintenance of official records IV. Maintenance and audit of financial flows and records V. Maintenance and construction of campus buildings

VI. Maintenance of the campus grounds VII. Safety and security of people and property on the campus VIII. Maintenance and construction

IX. Supervision and support of campus computers and network X. Student services such as career counseling and library staff

To have a systematic work-life balance, the administrative & technical staff shall have shift working hours including lunch time, per week (Monday to Saturday) as mentioned below:

a) Shift 1 – 07:15 AM – 03:00 PM. b) Shift 2 – 08:45 AM – 04:30 PM. c) Shift 3 – 10:15 AM – 06:00 PM.



5.3 Holidays. A holiday is a valuable experience for relocating your mojo. If you are tired and run down, a holiday is just the tonic. The benefit of having a holiday is to break out of the routine, meeting new people and improve mood levels. The Institute will observe public and restricted holidays in a calendar year based on the dates declared by Government of Gujarat and as approved by the Director – Technical Campus from time to time.

5.4 Vacation. The Human Capital at MEFGI is valued and strongly believes that the employees who avails and enjoys vacation shows higher productivity, stronger workplace morale, employee retention and enjoys significant health benefits. The academic staff shall be given total 30 days of vacation split into winter and summer vacation from time to time by the Heads of the Department, which will be on the basis of the norms to be prescribed by the Director – Technical Campus from time to time.



CHAPTER 6

Assessment of work.

Assessment of work is a systematic approach of collecting, analyzing and reviewing data to improve learning. It is important because it tells us what and how much students are learning and where they are learning it, and it gives us insight into how we might refine our programs to help them learn more. The assessment of work aims at measuring student learning outcomes in higher education.

6.1 Academic Staff At the beginning of academic year, every member of faculty shall prepare his academic program and calendar and submit it to the Dean through the Head of the Department. At the end of the academic year, the staff shall prepare a self appraisal report of the work / activities done by him and submit it to Dean / Director – Technical Campus through the Head of the Department.

The assessment reports of the academic staff shall be maintained by the Director / Dean of the college in the prescribed formats for the following purposes.

I. For submission of annual reports for the period of contract / probation. II. For submitting a performance report for confirmation in service of the teaching

employee. III. For consideration at the time of interview for a higher post. IV. For assessment of the work of academic staff. V. For any other specific purposes.

The adverse remarks if any as well as remarks of appreciation shall be brought to the notice of the academic staff by the reviewing authority.

6.2Administrative staff Administrative staff supports management members of the Institute by keeping and updating the records and functioning of daily activities. The roles and responsibilities are stated and defined by the Reporting Manager and the activities are set for Daily, Monthly and Yearly time span.



The assessment of administrative staff members are done through online system. The employee is required to log on to Employee portal and access Performance Evaluation Appraisal window in HR Section. The roles and responsibilities are to be stated in the areas defined under the evaluation appraisal window. Self assessment has to be evaluated and the same has to be submitted.

Assessing & Reviewing Authority. The following shall be the Assessing Authority and Reviewing Authority.

Sr. Nos. Categories of Employess Assessing Authority Reviewing Authority

1 Academic Staff Dean / HOD Director

2 HOD Dean Director

3 Registrar Director 4 Officers Registrar Director

5 Technical Staff HOD Registrar



CHAPTER 7

HR Rules.

7.1 Attendance Norms Punctuality and adherence to the timings are the core ingredients of an Educational institute. Inculcating these ingredients in ourselves will automatically reflect in our students and will help them to follow in achieving their future endeavors. Following the timelines will also help in having a systematic approach towards work and completion of academic goals within the stated time frame, which the Institute truly believes and has practiced.

I. Academic, administration and technical staff members have to adhere to the working hours as decided by the management.

II. If any changes in shift timings are made with regard to exigencies of services / duties of academic staff, respective HOD/Dean must inform to HR Dept through mail before a day with specified period of the change or with note until further notification.

III. An employee is required to record In & Out time for duty on a daily basis. Total minimum 2 punches are to be recorded / maintained. The IN time has to be recorded while attending for duties and OUT time has to be recorded while leaving the campus after duties. In the case of non-compliance will lead to absence and will be treated as LWP (Leave without Pay) on the part of the employee & won’t be reconsidered for refund.

IV. Employee who avail leave / sick leave suddenly (without submitting online leave), he/she must intimate his/her HOD by telephonic talk and an SMS has to be sent on 97277 24606 at HR Dept. Employee has to raise online leave request after resuming to duties within 2 days. Failure to intimate by telephonic talk, the said leave/s will be treated and marked as “No Message” and Rs. 200/- will be deducted per day.

V. Employee who is attending office late by over 10 minutes three times during the month, it will amount to half day’s absence for which either the employee will have to fill up the half days leave report or there will be salary deductions for half day’s leave at the month end.

VI. An employee who is coming regularly late (i.e. over 3 times than the stipulated in para 7.1 (V) above), disciplinary action will be initiated as employee habitual late comer.



VII. The timings for lunch break is not fixed, staff can adjust their own timing for break in accordance to the work flow and under the confidence of Head of the Department. The time allotted for break is 30 minutes.

VIII. Employee, who desires to avail any leave/s, shall submit online leave report in advance.

IX. On particular occasion where Head of the Department is satisfied as to late arrival of the employee to office beyond 10 minutes, HOD can record the same and recommend to HR dept to treat as exceptional late coming. The copy of reasons recorded has to be maintained in respective HR folder of employee.

7.2 Leave Norms The primary purpose of leave is to allow and encourage every staff members to renew his physical and mental capabilities and to remain a fully productive employee. The Institute recognizes the importance of work life balance and encourages all staff members to have regular leaves for rest and relaxation. The intent of leave norms are to orient staff members of their leave entitlements. Notes:

1. For calculating Leaves, period considered is from January to December (Calendar Year).

2. Existing leave rules are amended by the management and are effective from 01st January, 2012.

3. As we being true to the cause of our duties, it is encouraged that staff members consult the management of Institute before availing leaves.

4. Leave rules are subject to amendments / modifications as and when required.



1 Casual Leave ( CL )

I. CL is, leave with pay. II. CL cannot be carried over to the next calendar year.

III. Total number of CL that can be granted to all staff members shall not exceed 12 days in one calendar year.

IV. In case of official joining / leaving in the middle of the Year, the limit may be proportionately adjusted.

V. CL should not normally be granted for more than 5 days at a time, except under special circumstances.

VI. Sundays and holidays cannot be suffixed or prefixed to CL. VII. Except in emergency, employee must submit CL report in advance with prior

approval of head of the department. In emergency, it is compulsory to send telephonic SMS to HOD & the HR department.

2 Sick Leave ( SL )

I. SL is, leave with pay. II. SL is earned by duty and hence it is not available during the probation period.

III. Total number of SL shall be 10 days in a calendar year. IV. SL can be carried over to next leave year and can be accumulated upto 180

days. V. If requested SL is for more than 3 days, a medical report from recognized

doctor has to be enclosed with leave report for submitting to HR Department. VI. Employee must submit sick leave report either in advance or within 2 days of

returning from leave. VII. Sundays and holidays can be suffixed or prefixed to SL.

E.g: [1] If an employee goes on SL on Saturday & Monday, Sunday also will be considered as SL. [2] If an employee goes on leave before and after days of holidays, it will be considered as continuous leave.

VIII. Attempt for false SL will invite disciplinary action. 3 Maternity Leave

I. Maternity leave shall be granted after the completion of probation period to female employees for 3 months with pay, on the submission of a medical certificate.

II. Maternity leave shall be granted only twice during the entire service. III. Maternity leave is granted on full pay.



4 Paternity Leave Paternity leave of 3 days shall be granted to male employees during the confinement of their wives, provided, the limit is upto 2 children. 5 On Duty Leave

I. On Duty Leave shall be decided and sanctioned by the HOD as and when required for any official duty assigned by the competent authority.

II. Any employee applying for On Duty Leave will have to submit a detailed report to HR Department on returning from leave within 2 days duly approved by Head of the Department.

III. Failure on submission of on duty leave report within time frame, Leave Without Pay (LWP) will be considered.

IV. The institute may sponsor any faculty member for further study of M.E. /M.Tech., Ph.D., & PDF course for appropriate period which it deems fit.

6 Privilege Leave

I. Privilege Leave of 30 days will be granted for all confirmed staff members. The same is not available for staff members who are on probation period.

II. All employees will be given credit of Privilege Leave in the account on 1:3 basis for the period during which he/she is required to perform duty during Sundays, Holidays & Vacation (for vacational staff).

III. Privilege Leave can be carried forward up to 300 days. IV. Privilege Leave is not encashable for any staff. V. After performing duty on off days, employees must submit Privilege Leave

Report available at HR Department. The report should be duly filled and approved by Head of the Department and should be submitted to HR Department for computation of Privilege Leave.

VI. In & Out time should be recorded in biometric punch machine on working off-days.

VII. Sundays and Holidays can be suffixed or prefixed to PL. Eg. [1] If an employee goes on PL on Saturday & Monday, Sunday also will be considered as PL. [2] If an employee goes on leave before and after days of holidays, it will be considered as continuous leave.



7 STUDY LEAVE (StL)

I. Study Leave may be granted to Permanent Teaching Staff with permission of Management.

II. The proposed study should be of definite advantage to the faculty as well as institution.

III. The Study Leave report should be submitted in advance through HOD and approved by the management.

IV. The employees applying for StL, should have satisfactorily completed one year of service/completion of probation are eligible to apply for study leave.

V. Maximum period is 24 months in the entire service and may be granted at a stretch or in different spells to pursue study.

VI. Requisite bonds and mortgage of the property shall have to be executed to an employee before proceeding of StL.

VII. If the course falls short of the study leave, the faculty should resume duty on conclusion of the course; or the excess period may be treated as ordinary leave.

VIII. The mortgage may be returned after the completion of bond period. IX. The institute may sponsor any faculty for further study of M.E. /M.Tech.,

Ph.D., & PDF course for appropriate period. 8 Sabbatical Leave/Academic Leave for Faculty Permanent, whole time teachers of the Institute who have completed seven years of service as Asst. Professor, Associate Professor or Professor, may be granted Full Pay sabbatical leave to undertake study or research or other academic pursuit solely for the object of increasing their proficiency and usefulness to the Institute and higher education system. All norms related to duration, terms etc should be as prescribed by UGC.

9 Leave Without Pay

I. Leave Without Pay (LWP) upto 30 days shall be considered in extra ordinary circumstances with prior permission and approval from the management.

II. If a staff fails to report on duty after completion of 30 days LWP, management can terminate the service of such particular staff.

III. An automated system generated mail for pending online leave is sent to concerned staff member to initiate pending leaves on employee login portal. Such uninitiated leaves will be treated as Leave Without Pay on 21st Day of each month.

IV. The employee shall not claim back the salary deducted on account of LWP.



Important Notes.

I. No leaves will be granted while employee is on notice period other than CL. II. During the Probation period, only CL will be considered per month. If any

employee takes more than 12 CL, excess leave will be counted as LWP. III. Half day leave can be considered for non teaching staff. IV. There is no provision for overtime payment in MEFGI. V. Employees appointed on adhoc basis can use either Casual Leave or Sick

Leave in proportion to the service they put in subject to maximum 12 in a Year.



7.3 Travelling Norms

The policy covers the travelling entitlements for faculties, staff and executives visiting out of station for official works / calls / visits to recruiters and others and also to have a transparent view and to have a well informed policy. This policy of travelling norms comes under effect from 22nd May, 2014. Salient Provisions

I. The claimant will be required to submit original bills while claiming actual expenses, within the ceiling prescribed. In the absence of original bill, the claimant will be entitled for maximum 50% of actual ceiling amount on declaration basis. In the case of VP, it would be at the discretion of Chairman to deal with such instances.

II. Metro for the purpose of entitlements would be Delhi, Mumbai, Bangalore, Chennai, Kolkata, Hyderabad and Pune.

III. In case of Junior and Senior travelling together, their entitlements will be as applicable to the respective cadres and as stated in this policy. However Top Management reserves the right, whether junior should be entitled to have same lodging/boarding entitlement for which prior permission should be obtained with reason.

IV. Tour plans by TIPO staff are to be pre-approved by VP and the same should be brought under the knowledge of Chairman.

V. Employees based at Ahmedabad / Vadodara will be eligible for a conveyance allowance of Rs. 3000 per month and for such employees in Pune/Bangalore, he/she will be eligible for a conveyance allowance of Rs. 4500 per month, for visiting the units within the radius of 50km and in such cases there is no eligibility for lodging / boarding expenses.

VI. Conveyance expenses are claimable when an employee visits out of station, beyond the corporation limit, except outstation marketing staff as stated above, governed by said provision.

VII. Misc expenses are cost to be incurred on stamps, Xerox, printing / stationery etc and claimable on the basis of bills thereof. However, the sanctioning authority has discretion to consider claims for which no bill is available, if satisfied with reason / amount.

VIII. In addition to above, TIPO staff based at Ahmedabad / Vadodara / Pune / Bangalore / other centers, would be provided with mobile connection (sim card) from the Institute to help him/her inter-act within the staff members of



the Institute free of charge / as per contract term with the service provider. The basic rent of mobile connection will be borne by the Institute. The ceiling of reimbursement of expenses for outside calls would be decided on post generation of two billing cycles and analysis of the same by TIPO.

IX. An official before proceeding on tour can avail 90% of expected expenses as advance against his/her tour expense and final bill has to be submitted duly approved / sanctioned / recommended by the concerned Head of the Department / Dean. Any unspent advance amount, if any, should be deposited within 3 days from return of tour.

X. All bills / declaration will be certified by Head of the Department as to its reasonability aspect with reference to purpose of visit and other details.



7.4 Dress Code Norms To bring about unity, to eliminate discrimination and to maintain the identity of the staff on campus or on any official duty while representing the Institute, a policy for dress code for all the staff members have been framed. This policy comes under effect from 01st July, 2013 for all Academic, Administrative and technical staff. The salient features of the policy are as under;

I. Each male employee in Academic staff, will be provided with white fabric material for 4(four) shirts.

II. Each female employee in Academic staff will be provided with dress material

for 4 tops and 2 dupattas.

III. All Administrative staff (male/female both) will be provided with White cloth

material with stripe for 4(four) shirts by the Institute.

IV. All staff members will be paid Rs. 575/- (fixed amount) towards cost of

stitching charges for the uniform at their choice of tailor / place.

V. Please note that cloth material for trousers shall not be provided by the

Institute and no employee should wear Jeans while on duty.

VI. It is suggested that hard detergents / whitening agents should not be used,

which may discolor uniform.

VII. White shirts other than similar to dress, should not be used, else it will be

considered as breach of dress code policy.

VIII. The fabric is issued for ONE year and in case of being lost/torn out/faded etc.

during the period, the employee shall replace the same at his/her cost.

IX. If any employee leaves the job within 3 months from the date of joining 100%

of the cost, and if leaving in 3 to 6 months from joining, 50% of the cost of

uniform shall be recovered from the salary.

X. All employees must wear neat, clean and ironed uniform while on duty. All

male staff shall wear leather shoes with the uniform. (Sport shoes are not

allowed with the uniform)

XI. All the employee shall wear uniform on all working days, except Saturdays

and also in any official functions/campus recruitment/marketing activity and

also while representing MEFGI in Head Office.



XII. Not wearing uniform while on duty, will attract penalty of Rs. 100/- per day

deductible from salary. System will automatically release a SMS message to

such staff.

XIII. Representation, if any, upon receiving such SMS, should be sent, in writing,

with comments/recommendation thereon by concerned Deans/HODs, to HR

for putting up to Vice Chairman/Chairman.



CHAPTER 8

Institute Facilities.

Library.

The learning resource centre or the knowledge tank of the Institute is one of the

best ICT equipped academic libraries in the Region. The Library is equipped with

more than 50000 books, journals, electronic journals, data bases, CDs-DVDs and

much more things to equip with learning’s and knowledge gains. It is also equipped

with Radio Frequency Identification Devise (RFID) technology which serves users

with Self KIOSK. The E-resource Lab is installed with more than 60 computers to

navigate and assist for online research and resources. The Library is situated at the

ground floor of Institute’s Main Building.

Guest House.

Newly relocated to vibrant city of Rajkot???

No contacts to search for shelter???

Never mind, the Institute offers homely accommodation. This facility is made

available to its senior staff and faculty members. Guest house is well equipped with

modern amenities and fixtures to have a pleasant stay after work hours at the

college. It can be availed for single occupancy as well as for family stay. Rental of the

accommodation has to be borne by the staff residing, which is very reasonable and

competitive as compared to the market rate. The allotment of guest house is

reserved with the management of the Institute. The occupants of the guest house

has to follow friendly guidelines set by the Management of the Institute to have a

pleasant stay for themselves, companions and the neighbors in the guest house. For

getting the In-depth update and policies, you can visit the Administration

Department of our Institute situated on the 1st Floor of the Main Building who would

be glad to assist you further.



Transportation. The Institute has established its own fleet of buses and efficient transport system to

commute and accommodate its staff members and students to reach the campus in

fastest and safest way in all weather conditions. These buses are equipped with

music system and LCD’s to avoid boredom travel. Additional buses are also put into

service late evening and Sunday library users also.

Happy arrival of an employee to work place will deliver and will have a productive

Day. Hence, with this belief at MEFGI Transportation facility is given Free of Cost to

its administration and technical staff and on a nominal monthly charges for faculty

members at Rs. 1050/-. These charges are defined time to time and are at the

discretion of Management.

Transportation facility is governed by the provisions of transport policies / rules.

To avail the facility, a prescribed form dully filled by the staff needs to submitted. To

equip with details on route map of buses, you can visit Transport Department, team

over there will be glad to assist.

Canteen.

The place where you can have a chit-chat with colleagues, create academic memories and activate your taste-buds. The Institute provides canteen facility within the campus. It offers variety of nutritional, hygienically prepared food items at a reasonable cost. The canteen aims to provide friendly and prompt service and encourage courtesy and consideration. The Institute endeavors to maintain high standards of safe and healthy foods and very well complies with safety regulations. Mobile Connection [ CUG – Sim Card ] The Institute offers the facility of mobile connection [CUG - Sim Card] to its staff and

faculty members. This facility is available to those staff members whose nature of

work requires connecting with the external agencies or the service providers of the

institute and also frequent co-ordination among the internal staff members are

essential. The monthly limit / ceiling of the usage are decided and communicated to

Individual staff members by the Administration Department or the Head of the

Department / Reporting Manager. The additional usage beyond the monthly limit /

ceiling, the concerned staff / employee has to bear.



CHAPTER 9

Benefits and Allowances

Laptop Allowance. The Institute endeavors to achieve best practices, policies and procedures in its administration and operations. In order to enable and enhance the productivity of its staff members, the Institute allows to use personal laptop for official purpose and is brought to the Office for work daily. The user/owner of the laptop need to register the machine with the ICT Department of the Institute. The configuration settings and Media Access Control [MAC] address of Laptop has to be linked with the network settings of the Institute. The Faculty and staff members of the Institute are paid an allowance of Rs. 500 per month for using their personal laptop at work. User has to fill up one time allowance form available under laptop allowance in employee login area. This completely filled-in form has to be duly approved by the Head of the Department and ICT Department needs to be submitted at the Registrar’s Office. Provident Fund and Gratuity. The Institute recognizes the need for taking care of its employees not only during the service period but also after their services from the Institute. With its focus to provide its employees with lifelong security after the services, the benefits of Provident fund and gratuity has been introduced for all the permanent staff members. The contribution towards Provident fund will be deducted from the Monthly salary and will be credited to the PF Account maintained with EPFO Office. Long term association of faculty and staff members is recognized by the Institute. Faculty and staff members are eligible for gratuity benefit upon completion of 5 Years continuous service with the Institute. Break in between the service period will not be eligible for gratuity benefit.



CHAPTER 10

Talent Acquisition Process.

The effectiveness of an institution is dependent upon the competence and quality of its human capital. The Institute has ensured and has streamlined recruitment process in identifying and hiring best qualified candidates for all given positions. The process is applicable at all the levels / grade for acquiring / sourcing talents in the Institute.

Process Note:

I. Approval from Board of Management will be pre-requisite for the recruitment of vacancy.

II. HR Department shall prepare a detailed job description for the position to be filled up, in consultation with the concerned department.

III. It shall source the profiles for the required position, through various sources viz. advertisements (newspapers, job portals, institute’s website) consultants, internal reference etc.

IV. HR shall screen and short list the sourced profiles depending on their suitability for the position. The list of shortlisted profiles will be communicated to the concerned HOD.

V. HR will co-ordinate the entire process of conducting the interviews. VI. Depending on the grade/level of the position being recruited, the interview panel

will consist of concerned HOD, Dean, Registrar, Director-Technical Campus, Management committee and HR representative.

VII. If a candidate who has been appointed to any post in the Marwadi Education Foundation fails to join the service on or before the date mentioned in the letter of offer, his appointment will stand automatically cancelled unless and otherwise he obtains prior permission of the competent authority to do so.

VIII. The Institute shall be equal-opportunity employer.



CHAPTER 11

Probation Policy

In a workplace environment, Probation or Probationary Period is a status given to new employee of an organization. The said period is for evaluation of progress and skills, to monitor completion of assigned tasks, and also to monitor the aspects like honesty, reliability and interactions with co-workers and reporting manager of newly hired employee. The purpose of this policy is to provide wide framework for confirmation of regular employees after completion of the probation period. The policy covers the new recruits of the institute on regular appointment.

I. All new employees will be on probation for a period of 12 months from the date

of joining. II. An interim review of performance of the employee will be conducted at the end

of 6 months from the date of joining, by the Head of the Department / Dean. The assessments will be on the parameters of Discipline, Attitude, Domain Knowledge and keeping-up the values of the Institute. The performance evaluation report will be submitted to HR Department. The management has the right to extend the period of probation by 6 months.

III. During probation, the notice period on either side will be one month. An employee who wishes to leave / terminate from the services during the probation period he / she has to serve one month notice or one month’s basic pay in lieu of notice period. After confirmation, the services will be mutually terminable by way of Two month notice or Two month basic pay in lieu of the notice.

IV. HR Department will send the Probation Appraisal form to the concerned HOD at least one month before completion of the probation period.

V. The Head of the Department will discuss the performance of the probationer and record the employee’s strengths and required areas of improvement in the personal file of employee.

VI. Probation appraisal form with due recommendation of HOD / Dean stating for confirmation or extension of probation of employee should be sent to the HR Department.

VII. Under such instances where an employee does not meet the required standards of performance, the Head of the Department may extend the probation for a period of 6 months.



VIII. Based on the recommendation of HOD, HR Department will formally

communicate the extension of probation through a letter to employee through the HOD.

IX. A mutually agreed and detailed Performance Improvement Plan (PIP) involving counseling and training will be documented, and areas of improvement clearly communicated to the employee in the prescribed format.

X. The performance will be reviewed once again at the end of the extended probation period. The probationer’s services may be confirmed subject to satisfactory performance.

XI. If the probationer’s performance remains unsatisfactory after the PIP, his or her services may be summarily terminated.

XII. On successful completion of the probation, the services of the probationer will be confirmed as per the terms of appointment.

XIII. HR shall send the confirmation to the employee through the HOD within one week of the end of probation.

XIV. Upon confirmation, the notice period on either side will be two months. XV. It is mandatory to serve the notice period and the option of waiving the notice

period, partly or fully will be at the sole discretion of the management. The management may also, at its sole discretion, accept notice pay in lieu of the notice period.



CHAPTER 12

Resignation, Suspension & Termination Policy.

We sincerely expect and hope you will have a memorable tenure at the Institute and will have many career advancements during your academic pursuits. In case you decide to leave the Institute on resignation for any reason, you may do so by giving the notice period.

Resignation A confirmed employee, who intends to resign from the duties of his post of the college, will have to serve 1 / 2 months notice period addressed to the Head of the Department / Reporting Manager to that effect. He can also pay an amount equal to his 1/2 months basic salary as the case may be in lieu of such a notice. In the case of an employee on probation in whose case the notice period will be of one month an amount to be paid in lieu of that will be equal to his one month basic pay. However, it is at the discretion of Board of Management, it may waive the condition of notice or payment in lieu of it, in genuine and deserving cases on the recommendations of Director-Technical Campus. The resignation of an employee shall not be effective unless it is accepted by the competent authority and the concerned employee is informed accordingly. A resignation given by an employee will not be normally accepted / relieved under the following circumstances:

I. Prime importance is given to student’s academics; hence separation of faculty in mid-term will not be accepted and will not be relieved from the duties.

II. If disciplinary proceedings have been instituted against or are proposed to be instituted against the employee.

III. Learning & Performance of student is highly valued in the college, hence faculties applied for resignation during the academic term will not be relived.

IV. If the employee is under service bond to serve the Institute for a specified period, which is not over yet.

V. If there are any dues and other borrowed materials to be recovered from the employee.

VI. If the employee is on leave or is absent from duty. VII. No objection certificate / Clearance certificate received from Admin Dept,

Academic Dept, Accounts Dept, ICT Dept. Employee is not entitled for any kind of leave during the period of notice. Any other leave taken during such period will be treated as leave without pay.



Suspension The Institute values the contribution of a Teacher in upbringing and nurturing of a Student. At the same time it is expected that the Teacher will deliver the duties in line with the values for which the Institute stands for. An employee may be placed under suspension, by the competent authority under following circumstances;

I. When preliminary enquiry supports the incident for initiating criminal/departmental proceedings that are likely to lead to his conviction, dismissal, removal from services or any other major penalty.

II. When his continuance in office will prejudice investigation, inquiry or be against the wider interest of the Institute.

III. When he is charged with corruption or misappropriation of Institute’s money or misuse of official powers for personal gain.

IV. Offense or conduct involving moral turpitude. V. Serious negligence of duty resulting in considerable loss to the College.

VI. Refusal or deliberate failure to carry out written orders of superior officers.

Termination of Service

I. The services of a temporary employee may be terminated by the competent

authority of the institute without any notice. II. During the period of probation following the first appointment, at anytime

without notice. III. If the appointment is temporary, at any time by a notice of one month in writing

given by the appointing authority to the employee or forthwith by payment to him of a sum equivalent to the amount of his pay plus allowances for the period of notice at the same rates at which he was drawing them immediately before the termination of his service, or as the case may be, for the period by which such notice falls short of one month.

IV. The service of a permanent employee may be terminated by a notice of two months or on payment of pay plus allowances drawn by him immediately before the termination of his service for such period as the notice falls short of two months, or without notice on payment of two months’ pay plus allowances drawn by him immediately before the termination of service, if the post in which he was confirmed, is abolished.



CHAPTER 13

Ethics and Code of Conduct

Marwadi Education Foundation believes that for an Institute to succeed, grow and excel, it needs to be anchored to its values and beliefs and motivate all its employees to consistently display these values in the course of their interactions. As the members of MEFGI all faculty, staff and officers are responsible for maintaining the highest ethical standards of this Institution, and of the broader community in which we function. It values integrity, honesty and fairness and strives to integrate these values into its teaching, research and services. The Code of Conduct and Ethics, stated below, embodies the Institute’s Values and Beliefs and endeavors to lay down guidelines for employees to follow in their day to day work life. All the staff members are required to read and cultivate the code of conduct and ethics and follow it in its true spirit, so as to maintain the highest standards of values in their conduct to achieve institutes objectives. Objectives

I. The institute is proud on its laid down high standard working principles, at the same time it is expected from its employees to adhere to these in day to day activities.

II. These codes of conduct and ethics are intended to provide guidelines for the professional, ethical, legal and socially responsible behavior that the institute expects from its employees.

Applicability

I. All the employees of MEFGI including the employees on contract. II. Employees are the representatives of the Institute and hence are expected to

maintain the secrecy of confidential data and should be shrewd in dealings. III. The employees are expected to use sound reasoning and good judgment in

handling the situation in the larger interest of the institute and its values.



Guidelines of Conduct

I. National Interest.

MEFGI is committed in all its action to promote quality education and shall neither engage in any kind of activities that would adversely affect objective, nor shall undertake any project which will harm national interest. II. Use of MEFGI Brand.

The use of Institute’s brand, logo and trademark shall be governed by manuals, codes and agreements as issued by the Management of MEFGI. No employee or joint venture shall use the MEFGI brand for any purpose without specific authorization.

III. Group Social Responsibility. Social responsibility describes the way we are making a difference to the social and economic well being of our communities through our teaching, research, public events and activities. The Group Social responsibility is aimed at anticipating and meeting relevant, emerging needs of the society in the areas of Education, Community Service, Health & Hygiene and livelihood. The Institute encourages its employees to actively participate in CSR activities. IV. Marketing practices. The institute has developed its own strength in Infrastructure, Faculty pool, world class Library and much more valuable things which benefits students in shaping up their career and future. It shall show case its developed strength in the educational market to attract students to join Marwadi Education Foundation and undertake studies and research. The educational practices and services shall be marketed on its own merit and shall not make unfair and misleading statements about competitor’s practices. V. Quality education.

The deliverance of quality education at the delivery end i.e. institutional and at the receiving end i.e. students is at the utmost priority and is the need of the hour. Institute is committed to deliver quality education with world class infrastructure



and methods. It will also strive to match-up and keep up the standards in accordance to National and International levels. VI. Equal Opportunity. The Institute will ensure that all employees and potential employees of MEFGI are treated equitably and fairly, regardless of their race, sex or diability. Everyone has equal chance when applying for employment or role elevation, training opportunities and in their working conditions. The following activities shall be conducted in a uniform manner;

I. Recruitment procedure and selection criteria, for appointment or engagement of a person as an employee.

II. Promotion of an employee. III. Training and staff development of an employee. IV. Terms of employment or any other employee related activity.

V. Accurate and complete accountability.

The fixed assets and the funds of Institute are for the ease and to be used for developmental activities of employees which in turn should be solely for the benefit of the institute. No false or fictitious entries shall be made in the books, records, accounts for any reason. No payment or transfer of funds or assets (such as tangible and intangible) shall be made for any purpose other than what is specifically authorized or is clearly within the discretion granted by the institute. Employees are responsible for accurate and timely record keeping for all Institute’s assets, liabilities, revenues and expenses in compliance with accepted accounting rules and controls. All books, records and documents must accurately and completely describe the transactions. VI. Settlement of expense. Employees shall settle all the incurred financial expenses on account of travel or any other expenses incurred on behalf of the Institute as per the guidelines stipulated in policies.



VII. Protection of Intellectual property. Intellectual property refers to creations of the mind, inventions, artistic works, symbols, names and images used in commerce. Copyright of all such inventions and the intellectual property rights over the same shall vest with the Institute.

VIII. Confidentiality and Non-disclosure. During the course of employment at the Institute, by virtue an employee will be equipped with the confidential data. He / She shall ensure that information available to them are kept strictly confidential and shall not disclose to any party except to the extent necessary for the purpose of due performance of her/his service / discharge of her/his duty to the Institute. IX. Public Representation. No employee shall, without the consent of the Management/Competent authority, call for press meets, brief the press or speak to the Media or participate in discussions, forums etc. in the media, to discuss any issues related to the activities of the institute or future prospects or projections of the institute. X. Political Activity.

No employee shall involve in any political activity directly or indirectly. Using the Internet , Intranet and E-mail.

I. Employees shall refrain from using computers for sending, receiving or copying inappropriate material.

II. Employees will ensure that the transmission of information via communication and information networks and devices are made only if authorized to do so and in accordance to the stated protocols.

III. Employees will avoid sharing, recording of passwords among colleagues which can be misused.

IV. The department monitors the use of these networks and devices, and an employee may be called upon to explain her/his use of them.

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