HR Manual

INTRODUCTION AND DEFINITIVE PHRASES

Overview

This HR Policy also doubles as the HR Manual. It has been developed by the management to offer standard guidance on all HR related management aspects to the benefit of ABBRS management, the Staff, partners, among other stakeholders.

This policy and manual may regularly be updated to meet the changes in the Organization’s general operations environment both internally and externally, as well as market and partner needs.

Changes in Policy

While every effort has been made to keep the content of this document current, ABBRS reserves the right to modify, suspend, or terminate any of the policies, clause, procedures, and/or benefits described in this policy/manual. If any changes are effected, such changes will be communicated appropriately to all parties concerned.

Who we Are.

Adroit Biomedical and Bio-Entrepreneurship Research Services (ABBRS) is a research organization that positions itself as a credible and reliable partner.

Vision:

A leading organization in infectious disease research, prevention, and management.

Mission:

To contribute to the global reduction in infectious disease burden through quality research, prevention, and management.

Values:

At ABBRS, our core values resonate with all that we believe in and they are summarized as PRIIP which stands for, –

• Partnerships and Collaborations; We understand that we cannot walk this journey alone!
• Reliability: We are deeply zealous to be the most reliable organization in all aspects that we engage in.
• Integrity: We will always work to maintain high standards of integrity of our research and the outputs thereof, our staff and the organization in general.
• Innovativeness: We are intentional in leading the way and exploring a head of time to be ‘combat ready’ to prevent infectious diseases and hence reduce the burden.
• Professionalism: In all that we do, professionalism is a guiding principle. 

Definition of Employee/or Staff

An Employee or staff is any person who has been contracted by ABBRS to deliver service(s) to the company and in turn earn wages or salary. This definition applies to persons contracted by ABBRS on a permanent basis.

Employment Classification

Employees of ABBRS are classified as:

• Permanent Staff-Someone who has been tried through a standard procedure such as a probation period and or recruitment process and has been confirmed as a qualified staff of the organization-under stated terms of reference captured in a job offer letter originated by the management of ABBRS.
• Probationary Staff- Someone who the organization has intentions to hire on permanent basis but currently undergoing a trial period to validate their competencies, accustom them to ABBRS’s operations and organization culture.
• Contractual Staff- A person or persons contracted to offer a service or execute a task under a special arrangement clearly defined under an engagement letter, contractual agreement or offer letter, or else a Memorandum of Understanding (M.o.U).
• Casual Staff– People or persons hired to assist the organization to accomplish a specified task/assignment for a short period.

Probationary Period for New Employees

A probation period is a period before one is confirmed as  a permanent staff of ABBRS.

The duration of probationary period is determined by the HRM and a selected appointment/recruitment team. The length of the probation period is based on the level of seniority (experience) of the recruitee, the position for which they are recruited, qualifications, among other specific aspects of interest to the management.

However, such a period will always be determined between one (1) to six (6) months. Under contention, the probation period may only be extended up to two times at the discretion of the employer (in this case ABBRS). After which the recruitee having not being confirmed will be released to go from any biding arrangement.

Summary Dismissal Clause

An employee or staff of ABBRS is liable to being suspended from employment without notice or payment in lieu if the employee or staff is found to be in violation of the code of conduct as per clause categorically stated hereafter, under the various employment policies stated in the different case scenarios and considerations.

EMPLOYMENT POLICIES

Equal Employment Opportunity

ABBRS is an equal employment opportunity employer. Employment decisions are based on merit, business OR assignment needs, and funder or partner guidance(s) and directive(s). BUT are never based on race, color, citizenship status, nationality of origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental status, marital status, political affiliation, or any other factor protected by law.

Affirmative Action/Diversity

ABBRS is committed to affirmative actions that will build on the strengths of our current workforce and continually enhance the diversity of our organization. Our actions include recognizing the talents of disadvantaged groups working in our midst, but are not limited to: –

People with Disabilities (PWDs)

It is the policy of ABBRS to comply with all the relevant and applicable local and international provisions of the Laws in respect to PWDs. ABBRS will not discriminate against any qualified employee or job applicant (with respect to any terms, privileges, or conditions of employment)basing on one’s disability.

Immigration Law Compliance

All offers of employment are contingent on verification of the candidate’s right to work in Uganda. A process of verification of such work permits as provided for under the laws of Uganda may be instituted by the organization’s management. Otherwise, original documents of the applicant will be required among other procedural requirements as may be guided from time-to-time.

For employees based in other countries, the equivalent compliances will be required or otherwise guidance may be provided by the organization management on case-by-case basis and consideration.

Employee Background Check

Prior to making an offer of employment, ABBRS may conduct a job-related background check. A comprehensive background check may consist of prior employment verification, professional reference checks, and education confirmation, among other character related issues of interest.

Criminal Records

When found necessary, a criminal record check may be performed to protect the safety and interests of the organization, shareholders, other employees, partners, and clients. An employee with a criminal record may be denied employment or terminated on discovery of such a record should it be judged as a threat to the organization or its stakeholders.

The organization will always take up extra investigations to ascertain details including the motive and validity among other issues that may warrantee concern to be drawn of the said criminal record.

Anniversary Date

The day of signing a contract of job or opportunity offer with ABBRS will at all times stand as the employee’s official work anniversary date. This same date will always be referred to for any administrative processes and considerations regarding that employee or staff.

Retirement Age

As per the Employment Act, 2006 (Uganda), the retirement age of an employee is set at 60 years. However, the contract of an employee can be extended at the discretion of the Management upon request of the individual employee.

New Employee – Orientation

The formal welcoming and integration process of a new employee or staff is dubbed as ‘orientation’. It is the role of the HRM or an appointed individual/committee to ensure that new employees or staff undergo appropriate orientation regardless of their level of position. The Management shall prepare an Orientation schedule prior to the joining date of the Employee to the Organization.

If necessary and applicable or required under the job offer of the new employee or staff, the IT department/officer will be sent a request for creation of E-mail id, User-ID, passcodes, PINs, and or passwords during the same time.

The length of the orientation will vary from time-to-time and case-by-case basis.

Personnel Records Confidentiality

The task of handling personnel records of employees or staff by this policy is and should be guaranteed by management. Personnel files and information should be kept confidential at all times, and these may include some or all of the following documents:

• Offer of Employment
• Copies of educational qualifications
• Copies of letters/contacts of referees
• Copies of personal identification documents
• Personal information with regards to leave, salary reviews, trainings attended, among others.
• Copies of NSSF
• Bio Data (employee’s family information/next of kin details/previous employment details/employees’ medical history)
• All medical records, if any, will be kept in a separate confidential file.
• Ethical codes and confidentiality statement signed by the employee.
• HR policy manual statement signed by the employee.

Change of Personal Data

Any change aspects of an employee’s personal data must be communicated promptly in writing so that management updates the central register and file details of that employee or staff. Where relevant verification documents such as a marriage certificate, an affidavit, or any other is applicable, it should be produced, and a copy attached for any future reference.

Safety

The safety and health of employees or staff, partners, and our communities where we work including study volunteers (where there are human study subjects) is a priority. ABBRS will makes every effort to comply with all Health and Safety legal requirements.

To guarantee safety at workplaces, our workplace safety rules and regulations include the following among others, –

• Strict use of Personal protective wear in workplaces
• Avoiding creation of hazards
• Every staff must be trained in First aid and Firefighting.
• Personal hygiene
• No drug abuse
• Cleanliness of work environment
• Observing precautions before and while at work
• Strictly following practices and procedures designed to protect the integrity, purity, hygiene and safety of our products or services for our customers
• Reporting any incidences and injuries at the place of work
• Each employee is expected to comply with the safety rules and exercise caution and common sense in all work activities. 

Building Security

• All Employees who are issued keys to the enclosed operating areas, the stores, laboratories, warehouses, and the main gates are responsible for their safekeeping. These employees or staff will sign a register kept for the purpose upon receiving the key.
• Employees or staff are not allowed in the office, laboratory, or other designated locations of the organization after working hours, without prior authorization from their Only employees or staff on duty will be allowed into such premises, especially at extra ordinary hours or days. The last employee and the key holder who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. An employee or staff working beyond the normal working hours must ensure that there are more than two employees and that they leave the organization premises together. Nobody will be allowed in the organization premises without prior permission after normal working hours. Any employee found in violation of the security standards will be subject to investigation and where faulted, they will face disciplinary action.

Lost and Misplaced Personal Belongings

The security office maintains all lost and found property. Employees seeking information about lost or found property may do so by contacting the security officer. The organization assumes no liability for any loss or damage to personal property.

Health-Related Issues

Employees or staff who become aware of any health-related issue of concern, whether of themselves or their workmate(s) should notify their supervisor of their health status without delay. Confidentiality will be maintained where found required by the supervisor and HR.

Workers’ Injury Handling and Processes

Employees or staff should report all accidents and injuries that occur at the place of work immediately to their supervisor, and follow these steps:

1. Employee to record a statement regarding the accident.
2. A witness to record a statement regarding the same.
3. The injured employee to be taken for treatment immediately.
4. Management official to make necessary documentation for the purposes of Medical and insurance attention where applicable.

An official report will be lodged to the medical service provider or attaché to the organization not later than 12 hours from the time of the accident.

5. Follow up will be made to avoid legal issues and enhance proper and legal compensation, where applicable.

In the event of compensation warranting situation(s), ABBRS will take guidance from the Worker Compensation Act (2000)-in the case of Uganda.

Visitors in the Workplace

For safety, insurance and other business considerations, only authorized visitors are allowed in the workplace. Visitors should enter through the main reception area and sign in and sign out at the front desk. For identification purposes, all visitors will be given visitor’s passes and all Sub-contractors will have badges. Any injuries sustained by authorized visitors will be handled based on the terms of their visit and guided by necessary national laws.

Employment of Relatives

ABBRS will consider employing qualified applicants who may be related to employees or staff; however, this is purely on merit basis. When ABBRS employs more than one member of a family, a family member will not supervise the other. If such a situation should arise and the employees are unable to develop a workable solution, management will decide which employee or staff to be transferred.

Nepotism /Tribalism

ABBRS does not support or encourage either Nepotism or Tribal practices. These practices are against the Organization code of conduct and suitable disciplinary action will be undertaken in such instances.

Emergency-related Closing

At times, emergencies such as severe weather, fires or power failures can disrupt organization operations. In such instances, Management will decide on any need to close and will provide the official notification to the employees.

STANDARDS OF CONDUCT
General Guidelines

All employees or staff are urged to become familiar with the organization’s code of conduct and are expected to follow these faithfully at their designated station(s) of work and while always conducting the organization’s business.

Medium of Communication

The official work language is English. Other languages may be used in special scenarios for example when in the field with members of the community, study volunteers, and suppliers.

Attendance and Punctuality

Employees of staff are expected to be at their duty stations at least 10 minutes before their official reporting time 8:00 AM (unless under special communication by management). All ABBRS employees will be required to sign in and out on each day they report for work.

Work Schedule

Unless otherwise specified, all employees or staff are expected to work on every scheduled working day as scheduled and informed to the employee or staff during orientation. Working on public holidays, leave days, and other considerable days will be determined by the management after having a conversation with the employee(s) in reference.

Any changes in the work schedule will always be communicated in writing-by way of memo.

Absence and Lateness

From time to time, unavoidable circumstances may force an employee to report late or be absent from work. The organization is aware that emergencies, illnesses or pressing personal issues that cannot be scheduled outside work hours may arise. It is the responsibility of all employees or staff to contact their respective supervisor/Heads of the Department if they will be absent or late. Failure to do so will lead to disciplinary action. Taking absence without approval may lead to summary dismissal.

Habitual lateness is a situation when an employee is late more than thrice a week and continues the pattern – An employee will be issued with a warning which would eventually lead to dismissal if no change is observed.

Unscheduled Absence

Absence from work for seven (7) consecutive days without notifying the Head of the Department or the Human Resource department in writing will be treated as a situation of missing staff in case the staff is incommunicado. Due processes such as reporting to police authorities, contacting family members, and initiating a search may be undertaken when necessary. Otherwise, if the staff is able to communicate, management will take a position situationally as they may deem fit, on a case-by-case basis. Meal Break Periods

Employees or staff are entitled to a maximum one (1) hour lunch break. Signing in and out shall also be required while leaving and returning from lunch break.

Short Break /Time-Off

It is mandatory to get prior authorization for short breaks by the respective supervisor/HOD. Signing in and out is also applicable in this instance. Such breaks should not be abused by respective employees or staff.

Harassment Policy

ABBRS does not tolerate workplace harassment. Workplace harassment can take many forms. It may be, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence.

Sexual Harassment Policy

ABBRS is committed to providing a workplace free from sexual harassment, discrimination, and violence. Sexual harassment may include unwelcome sexual advances, requests for sexual favors, or other unwelcome verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile, and intimidating working environment.

Violence in the Workplace

The company has adopted a policy prohibiting workplace violence. Consistent with this policy, acts, or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect ABBRS and or which occur on ABBRS or client property, will not be tolerated. Any form of violence will be treated as gross misconduct and will be handled as per the Organization’s policies and the Ugandan Employment Act, 2006.

Confidential Information and Non-disclosure

By continuing employment with ABBRS, employees or staff agree that they will not disclose or use any of company’s confidential information, either during or after their employment. ABBRS sincerely hopes that its relationship with its employees or staff will be long-term and mutually rewarding. However, an employee or staff of ABBRS assumes an obligation to maintain confidentiality, even after ceasing to be an ABBRS employee. Any Employee or staff who improperly uses or discloses work secrets or confidential information will be subjected to disciplinary action, including termination of employment and legal action, even if he/she does not actually benefit from the disclosed information. ABBRS may require some of its employees or staff working on sensitive projects and duties to swear an oath of secrecy.

An elaborate policy on confidentiality and non-disclosure in different operational situations of ABBRS is present and is supreme in such scenarios.

Ethical Standards

ABBRS insists on the highest ethical standards in conducting its business and operations. Doing the right thing and acting with integrity should at all times be the driving forces behind any thoughts or actions in the line of duty at ABBRS. When faced with ethical issues, employees or staff are expected to make the right professional decision consistent with the company’s Values, Vision and Mission Statement.

Dress Code

Employees or staff are expected to present a clean and professional appearance while at work and when representing ABBRS at or in any forum. Dressing in a fashion that is clearly unprofessional, that is deemed unsafe, or that negatively affects the organization’s reputation or image is not acceptable. Those who work in official uniform are expected to always have it on and should be clean.

As part of the Organization’s effort to maintain a professional outlook for the customers, partners and coworkers, employees or staff are encouraged to maintain the Office Dress Code during official working hours.

Power/ Water Saving

It is the responsibility of each employee or staff to save Power and Water. All machinery, lights and electrical installations will be switched off when not in use. Prior to leaving their workplace, everyone should ensure that all switches and Computers are turned off. While adequate amenities such as water will be provided to employees or staff, it is expected they be used responsibly. Whenever any leakage of water is found the same will be reported to relevant department immediately.

Office & Workplace Cleanliness

ABBRS attaches considerable importance to the cleanliness of the offices and working areas as it is impossible to obtain neat and methodical work if the office itself is untidy. Desks must be kept clean and working areas clear of piles of papers. Workroom floors shall be cleared at least once in every week by using disinfectant or by some effective method by the House Keeping department. Employees are expected to contact the HR department in case of any complaints with this regard.

Use of Equipment

ABBRS will provide employees with the equipment needed to do their job. None of this equipment should be used for personal use, nor removed from the physical confines of the organization—unless if it is approved for a job that specifically requires use of organization equipment outside the physical facility.

Use of Office Stationery

ABBRS will provide employees with the required office stationery at the time of joining. Employees or staff are expected to take good care of the same and return them to the HRM at the time of leaving the organization as and when it occurs.

Use of Computer, Phone, and e-Mail

ABBRS property, including computers, phones, e-mail, and voice mail, should be used only for conducting company business.

Use of Internet provided by the Organization.

Employees are responsible for using the Internet in a manner that is ethical and lawful. Use of the Internet must solely be for business purposes and must not interfere with employees’ productivity. Visiting inappropriate internet sites such as pornography sites is against the organization policy.

Use of Computer Software

The organization does not tolerate the illegal duplication of software or other copyrighted materials. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Other copy-right related policies are elaborated in material or findings ownership policies and in specific cases case-by-case MoU’s and engagement understandings with our clients and partners.

Use of Company Vehicle

Only employees or staff holding a valid driving license and authorized by Management may drive the organization’s vehicles. In case of an accident found to have been caused by an employee or staff who was under the influence of either alcohol or drugs, the insurance excess and other repairs should be borne by the culpable employee or staff. The vehicle must be maintained in a good state and any damage caused due to negligence will be dealt with appropriately.

Smoking Policy

Smoking is not permitted inside any ABBRS office premises and only designated smoking areas should be used. The organization does not encourage smoking of illicit drugs and substances.

Alcohol and Substance Abuse

It is the policy of ABBRS that the workplace be free of illicit drugs and alcoholic beverages. Any employee or staff found contravening this will be subject to disciplinary action.

Gifts, Gratuities or Bribes

Employees or staff are not permitted to offer, give or receive any gifts, gratuities or bribes in the course of their employment as favors to facilitate any illegal dealings and corruption in the organization. An employee found accepting or offering a gift, gratuity or bribe can be summarily dismissed.

Solicitations and Distributions

Solicitation for any cause during working time and in working areas is not permitted. Employees or staff are not permitted to distribute non-organization literature in work areas during working time. This behavior will lead to disciplinary action.

Grievance Procedure

ABBRS supports the right of every employee or staff to lodge a grievance with their supervisor, manager or HOD, if they observe, learn of, or in good faith suspect that a decision, behavior or action is in violation of the Code of Conduct of ABBRS in accordance with the following procedures:

• Establish the nature of complaint.
• Report the incident to the immediate supervisor/HR.
• HR department to act as a mediator in trying to come to a common agreement and understanding.
• HR department proposes a corrective action after counseling.

Corrective Procedure

Unacceptable behavior that is not deemed as gross misconduct may be dealt with in any of the following manners: (a) Oral Reminder (b) Counseling session (c) Written Warning d) Suspension (e) Termination. 

Crisis Suspension

An employee or staff who commits any serious violation of the organization’s policies at minimum will be suspended pending an investigation of the situation. Following the investigation, the employee or staff may be terminated without any previous disciplinary action/record having been taken. Any investigation will not exceed 15 days from the date of occurrence. No suspension will exceed two weeks at a stretch.

Transfer Policy

ABBRS recognizes that a desire for career growth and other needs may lead an employee or staff to request a transfer to another position. An employee or staff with proper qualifications will be eligible for consideration for transfer to another department or section that would match his/her aptitude and skill set provided that the transfer does not occur under six months of the employee’s date of hire or under six months of any previous transfer. The transfer could also be to a different physical location within the country or outside the country.

Outside Employment

Employees or staff may not take an outside job, either for pay or as a donation of their personal time, with a customer or competitor of ABBRS without the express and prior written agreement with ABBRS; nor will employees or staff be allowed to do work on their own if it competes or interferes in any way with the sales of products or services that ABBRS provides to its clients. If evidence of these activities is received, employees or staff will be immediately suspended from work pending investigation.

Employment Termination / Dismissal

If it is determined by management after the application of disciplinary steps that an employee’s performance does not improve, or, if the employee is caught again in violation of the established code of conduct following a suspension, employment with ABBRS will be terminated / dismissed.

Resignation

An Employee or staff who is not willing to continue his/her employment for whatsoever reason, can resign by issuing the required term of notice as mentioned in their contract of employment.

Exit Interview

In a voluntary separation situation, ABBRS management will conduct an exit interview to discuss the employee’s reasons for leaving and any other impressions that the employee may have about the organization.

Return of Organization Property

Any organization property or tools of trade issued to employees or staff such as computer equipment, office stationery, keys, parking passes or organization credit card, must be returned to the organization at the time of exit. Employees or staff will be liable for any lost or damaged items.

The IT Department will be notified by HR to delete the email id / user id set up once the clearance certificate is signed by the exiting employee or staff.

COMPENSATION POLICIES

Base Compensation

It is the organization’s desire to pay all employees’ wages or salaries that are competitive with other employers in the market and in a way that will be motivational, fair and equitable. Compensation may vary based on roles and responsibilities, project specifications, individual, organization performance and in compliance with all applicable laws.

Salary Advance

An employee or staff can get a salary advance on completion of 15 days of the month to be adjusted against the salary before the end of the month. Advance is allowed once a month. 40% of the basic pay can be taken as an advance. The HR will issue an Advance form which needs the approval of the Head of the Department for further processing.

Loan

ABBRS does not offer loans to employees. However, the organization recognizes the need of such and may facilitate the same with relevant financial institutions.

Performance Bonuses

Performance bonuses may be given to employees at the discretion of management. There are two factors that typically determine bonus availability and amounts: (a) Organization Performance—Profits, (b) Personal Performance.

Attendance Procedures

By law, ABBRS is obligated to keep accurate records of the time worked by employees or staff. Each employee or staff must fill out the appropriate electronic or hard-copy ABBRS time record each week and time records must be completed in accordance with the ABBRS time-reporting guidelines.

Overtime Pay

Overtime compensation may be paid in specific situations and case-by-case situation. All overtime work performed must receive the supervisor’s prior authorization.

Payroll and Paydays

The frequency of ABBRS payroll distribution is dependent upon an employee’s employment status. Regular employees or staff are paid monthly or by the last business day of each month. Casuals staff are paid weekly, end of day, or by the Friday following the end of the pay week. While short contract staff are paid under an arrangement that may be agreed upon at the time of recruitment or under terms and conditions of the specific project, partner, or funder.

Performance and Salary Reviews

ABBRS encourages its employees to succeed in their jobs and to grow. In an effort to support this growth and success, the company has an annual review process for providing formal performance feedback. Feedback includes a Performance Evaluation and 360-Degree Assessment.

Salary/wage review typically occurs in conjunction with the appraisal outcomes/process based on performance. The calculation and implementation of changes in base salary/wage depend on both organization and personal performance and will typically occur as per selected timelines.

Opportunities for Advancement—Progression and Promotion

ABBRS provides its employees with every opportunity for advancing to other positions or opportunities within the company. Approval of progression, moves or promotions depends largely upon training, appropriate qualifications, experience, work record and business need.

GROUP HEALTH AND RELATED BENEFITS

Training and Professional Development

A specific schedule of basic training and orientation has been established for job and employment classifications. Coaching/Mentoring System provides guidance in professional development and ABBRS encourages all interested employees or staff to take advantage of the continuing education/Skilling/refresher initiatives. All courses must be approved by a supervisor and the HR department.

As part of the Organizations effort to recruit and retain highly efficient employees or staff and to promote the culture of professional development, ABBRS may subsidize or pay for the periodic membership contribution fee of a Professional body like CPA, IHRM etc.

TIME-OFF BENEFITS

Holiday Policy

ABBRS recognizes the following days as public holidays:

• New Year’s Day-01 January
• NRM Liberation Day-26 January
• Luwum’s Day-16 Feb
• International Women’s Day-08 March
• Good Friday
• Easter Monday
• Labour Day Uganda-01 May
• Martyrs’ Day-03 June
• National Heroes’ Day-09 June
• Eid al-Fitr (End of Ramadan-Exact day varies)
• Independence Day , 09 October
• Eid al-Aduha (Feast of the Sacrifice- Exact day varies)
• Christmas Day-25 December
• Boxing Day-26 December
• Any other as may be gazette by government.

Annual revisions of public holidays will be issued at appropriate times.

Annual Leave

All permanent employees or staff are entitled to annual leave of 1.75 days accrued leave on a monthly basis to be availed on mutually agreed dates. Accumulated days beyond 10 days without prior permission will be forfeited. The organization does not en-cash leave. Employees or staff may divide their annual leave into different timelines to be taken at different intervals so long as in one part of leave, the employee or staff may take two consecutive and uninterrupted working weeks of leave.

Sick Leave

Sick leave may be used during an employee’s own illness. After 2 months continuous service, sick leave will be allowed on production of the organization’s approved Doctor’s certificate. If sick leave exceeds 15 days in any one calendar year, payment will be reduced by 50% of the gross pay for the subsequent 15 days taken as sick leave; no further payments will be made for sick leave beyond thirty days in any calendar year.

Compassionate Leave and Bereavement.

Compassionate leave is paid leave taken by an employee or staff after the death of an immediate family member. During this period, the annual leave will not be adjusted. An employee or staff can also request for bereavement upon death of a relative. This will be adjusted against the annual leave.

The family is defined as the spouse to the staff member, children, father and mother in the biodata of the individual employee as recorded at ABBRS, as indicated in staff entry form.

Extended Disability Leaves

If a period of disability continues beyond the 2weeks (employment act 2006, 2 months) provided for within the Sick leave section, an employee or staff may apply in writing for an extended disability leave for an additional period of 4 weeks. During this extended period of disability, an employee or staff will be paid 50% of his salary at the discretion of the management.

Personal Leave of Absence

In special circumstances, ABBRS may grant a leave for a personal reason, but never for taking employment elsewhere or becoming self-employed. Personal leave of absence must be requested in writing and are subject to the discretion of management and the Human Resources Department. This leave will be adjusted against the staff’s Annual leave.

Maternity/ Paternity Leave

ABBRS will recognize three months of maternity leave and two weeks of paternity leave. A female employee or staff is required to give seven days’ notice when taking the maternity leave or in case of emergencies inform the HOD of the same as soon as possible.

Employees or staff can take only one period of leave even if more than one baby is born, i.e. twins or triplets, as the result of the same pregnancy. Paternity leave is only once a year regardless of the number of babies born to a male employee or staff in that year.

Sabbatical Leave

ABBRS will treat any sabbatical taken by the employee or staff as resignation from the current job/position. When an employee re-joins, he/she will be on a new contract of employment subject to a position being available.

Exam Leave

In line with ABBRS initiative to recognize and reward its employees for personal and professional growth, the time-off taken by the employee for attending an exam will be left at the discretion of the Head of the Department to approve it as an annual leave or otherwise. However, the employee or staff should attach formal communication with evidence.

Study Leave

Study Leave is defined as official leave taken by an employee to attend approved study courses. This will not be deducted from annual leave.

Relocation

This policy applies to current and newly hired ABBRS employees or staff who will be relocated to a new office or location. Head of the Department, Human Resources and Finance must formally approve all movements. Travel to the new location will be by the most direct route and lodging arrangements should be made by or approved by Human Resources. This covers the period from when the employee leaves the old location and travels directly to the new location. The time taken to re-locate will be treated as workdays. Further data on the same is available with the Management and will be given as and when needed.

EMPLOYEE COMMUNICATIONS

Open Communication

ABBRS encourages employees or staff to discuss any issues they may have with a co-worker directly with that person. If a resolution is not reached, employees should arrange a meeting with their direct supervisor. If the concerned problem or issue is not properly addressed, employees or staff should contact the Human Resources Department.

Any information discussed in an Open Communication meeting is considered confidential, to the extent possible while still allowing management to respond to the problem. Retaliation by an employee or staff against another employee or staff due to the information discussed in the Open Communication channels is unacceptable and the employee or staff is liable for suitable disciplinary action.

Staff Meetings

To keep the communication channels open, ABBRS implements a once-a-month department-wide staff meeting. Otherwise, management may seek or convene a meeting as and when they deem it necessary.

Suggestions

ABBRS encourages all employees or staff to bring forward their suggestions and good ideas about making ABBRS a better place to work and enhancing service to its customers, partners, and other stakeholders. Any employee or staff who sees an opportunity for improvement is encouraged to talk it over with management. Management can help bring ideas to the attention of the people in the organization that will be responsible for possibly implementing them. All suggestions are valued and if implemented and brings positive changes, the employee or staff who proposed such-will be recognized appropriately.

Closing Statement

Successful working conditions and relationships depend upon successful communication. It is important that employees or staff stay aware of changes in procedures, policies, and general information. It is also important to communicate ideas, suggestions, personal goals, or problems as they affect the work of ABBRS.