1.0 Notice

© 2021 CHEM-CLEANER. All rights reserved.

No part of this document may be reproduced or transmitted in any form or by any means without the express written permission of CHEM-CLEANER.

Document enquiries can be directed to:

Attention           :           DIRECTOR- Mr Motsamai

Address            :           Hlotse BEDCO Room 9, Leribe

1.1            Application

This document is applicable to Chem-Cleaner.

This document shall be made available and/or accessible to all staff members.

1.2            Implementation

This document shall remain the responsibility of The Head of Finances – Chem-Cleaner.

This document shall be filed for revision by the Director – Chem-Cleaner

1.1            Revision History

TABLE OF CONTENTS

1.0…… Notice. 1

1.1…… Application. 1

1.2…… Implementation. 1

1.1…… Revision History. 1

1.2…… INTRODUCTION.. 3

1.2.1…. Purpose of financial Policies and Guidelines. 3

1.2.2…. Auditing of Chem-Cleaners’ Financial records. 3

1.3…… POLICIES. 4

1.3.1…. Financial structure of Chem-Cleaner. 4

1.3.2…. Financial methodology. 4

1.3.3…. Timely completion of required Financial Activities. 4

1.3.4…. Separation of duties. 4

1.3.5…. Management of Chem-Cleaner’s expenses. 4

1.3.6…. Annual Budget 4

1.3.7…. Reimbursable and non-reimbursable Expenses. 5

1.3.8…. Digital financial Solution. 5

1.3.9…. Retention of Records. 5

1.4…… FINANCIAL GUIDELINES. 6

1.4.1…. Introduction. 6

1.4.2…. Financial Segregation of Duties. 6

1.5…… FINANCIAL PRACTICES AT CHEM-CLEANER. 6

1.5.1…. Budgeting. 6

1.5.2…. Cash Collection. 6

1.5.3…. Expenditure management 7

1.5.4…. Banking and accounts management 7

1.5.5…. Reconciliation. 7

1.2            INTRODUCTION

1.2.1        Purpose of financial Policies and Guidelines

The policies and guidelines in this manual are designed to ensure that all members of Chem-Cleaner comply with the policies and practices defined in this document at every organisational level. Deviation from the policies may result in putting Chem-Cleaner at risk. Therefore, it is crucial that this manual is studied carefully and followed through.

1.2.2        Auditing of Chem-Cleaners’ Financial records

Chem-Cleaner needs to show its financial health to its stakeholders by ensuring that the entity is conducted in compliance with the Generally Accepted Accounting Procedures (GAAP). This will reflect as a sign of Good faith between the entity and its stakeholders.

Chem-Cleaner must have annual, independent audit by a recognised auditing firm. During the audit, Chem-Cleaners’ management shall cooperate by providing the auditors access to books and records necessary to carry out the audit function.                                                                                                               The audit will provide the stakeholders with assurance that Chem-Cleaners’ financial statements are true and accurate.

1.3            POLICIES

1.3.1        Financial structure of Chem-Cleaner

Chem-Cleaner operates as a Company. All the income and property used across the entire entity belong to Chem-Cleaner and all its income and expenses must be reported through the Director of Chem-Cleaner.

1.3.2        Financial methodology

This Financial policies and guidelines manual prescribes the Chem-Cleaner methodology of record keeping, systems and tools which must be used at all levels of the entity. Records must be maintained in an accurate manner. There must be no material omissions or misleading representations of facts that would lead to an intentional false impression or misunderstanding.

1.3.3        Timely completion of required Financial Activities

In the accrual based system, revenue and expenses must be accurately allocated to the correct month. The handler of finances; the Accountant, should provide financial reports including but not limited to Statement of profit and loss, Balance sheet and Budget comparisons to the Director. Files and data accompanying the financial report must be used to reconcile the system used for record keeping.

1.3.4        Separation of duties

At all organisational levels, duties must be assigned to separate individuals- one to handle funds and another to account for funds and reconcile banking. The segregation of duties is fundamental to methods and practices of the financial aspect of the entity and good accounting practice.

1.3.5        Management of Chem-Cleaner’s expenses

Controlling and accounting for the Chem-Cleaner’s related costs are elementary principles of good financial management. Tracking expenses keeps the entity fiscally accountable to its stakeholders.

Chem-Cleaners’ expenses are to be recorded and allocated in the company’s chart of accounts by the Accountant who must at all times provide full disclosure of expenses along with itemised receipts of all expenses.

1.3.6        Annual Budget

A Budget provides a blueprint and a method of measuring results.

The Financial Accountant will prepare a proposed annual budget which will be validated and approved by the Director.

The Director must ensure that the budgeted expenditure is not in excess of the expected income and also that all the entity’s activities are in line with the projected income.

1.3.7        Reimbursable and non-reimbursable Expenses

It is expected that the financial controller of Chem-Cleaner uses sound judgement and gives proper accounting of what is spent while remaining aware of the budget in place.

Any expenditure incurred on behalf of the entity or reimbursed by Chem-Cleaner that is above at least M5,000.00 must be approved by the higher authority in structure; The Director.

1.3.8        Digital financial Solution

Chem-Cleaner uses technology that is standard in financial practices. The Financial Controller, Accountants and bookkeepers at Chem-Cleaner are expected to have working knowledge of computers and have internet access to make use of the tools in the field. The entity may use generally accepted digital and online banking systems in the course of administering their duties, including:

• Electronic funds transfers, debit transfers, e-checks and e-deposits
• Merchant accounts or third party pay services such as Eco cash, Mpesa
• Secure online banking services provided by a bank in which Chem-Cleaner has an account

1.3.9        Retention of Records

Proper maintenance of documents and records in the finance department is very crucial from the regulatory, management and legal perspective. Stakeholders such as investors and the government can only receive proper documentation from Chem-Cleaner if the documents have been properly protected, maintained and retained. Such documents are inclusive of banking statements, tax records, expense records, reimbursements and receipt logs. The retention period of the documents and mode of storage may be determined by the Director.

Recommended Terms of Retention

1. Documents to be retained permanently
2. Governance records – Amendments, governing board and committee minutes
3. Tax records – filed state and Government of Lesotho tax returns, files related to tax audits

• Intellectual property records – copyrights and trademark registrations

1. Financial Records – Audited Financial statements

2. Documents to be retained for four years (retain during the term of the agreement and four years after termination)
3. Lease, insurance and contract/license records – vendor agreements, service agreements, Independent contractor agreements, employment agreements and all other types of agreements.

Documents and records maintenance, retention, storage and destruction should remain the responsibility of the Director of Chem-Cleaner.

1.4            FINANCIAL GUIDELINES

1.4.1        Introduction

The policies section gave an overview of the guiding principles which are followed at Chem-Cleaner. This section explains the financial work done at Chem-Cleaner. Those charged with governance regarding finances at Chem-Cleaner must ensure proper management of record keeping, expenses, banking, budgeting and compliance.

1.4.2        Financial Segregation of Duties

In the management of finances, it is highly recommended that one individual should not have control over an entire accounting transaction in order to limit or eliminate fraud. As a measure of control over this, it would be required that an organisation should segregate duties that relate to financial management. The following duties can be segregated to the appropriate positions in order to prevent theft:

• Collecting cash
• Posting receipts to the appropriate books
• Preparing bank deposits
• Reconciling bank statement

1.5            FINANCIAL PRACTICES AT CHEM-CLEANER

1.5.1        Budgeting

The budgeting process is one of the most key considerations to be made in an organisation as it gives guidance and limits on finances. Chem-Cleaner’s Accountant is to consider the clientele base including their requirements in order to make sales projections and possible expenditure. Also, prior years’ finances are to be taken into consideration in order to measure financial performance. The budget is to be drawn yearly and reviewed quarterly in order to measure progress towards the set goal. The review and approval of the budget Is to be done by the Director of Chem-Cleaner.

1.5.2        Cash Collection

There is cash to be received from clients for cash sales at the store and cash to be received from outstanding clients’ payments which must be recorded in the cash receipt book and posted to the appropriate ledgers. The cash received in the store must be kept in the Petty cash Box (Safe box) while awaiting deposit.

In the event whereby the payments received electronically, appropriate procedures must be followed:

• The payments received via M-Pesa or Eco-cash must be made through the registered business account (Merchant account). No other account may be used to receive payments from clients. Clients’ receipts must be generated and captured accordingly.
• Clients that use EFT must provide Proof of Payments (POP) before they are receipted.

1.5.3        Expenditure management

In order to maintain control over the office expenditure, it is highly advisable to operate on a monthly expenditure budget which is in line with the quarterly and yearly budget.

At the beginning of each month, the accountant must draw up the expected expenditure budget which will be matched with the expected income in that period.

No expenditure must be incurred in excess of the available funds.

Only authorised and necessary expenses must be incurred.

1.5.4        Banking and accounts management

The Director of the Chem-Cleaner is the sole controller of bank accounts that are owned by the company. The Company’s accountant has access to the accounts of the business, i.e. he/she has the passwords and pins. There are limitations to the access granted; only the Director has the right to review and authorise transactions.

1.5.5        Reconciliation

Reconciling helps the accountant to check on accuracy of their capturing. Reconciliation can be done on the cash and bank statements, receipt book and cash ledger. The key reason in reconciling is to ensure that cash collected was banked, cheques received were deposited, and clients’ payments at the bank have been captured.

ADMINISTRATION

POLICIES AND GUIDELINES

APRIL 1, 2021

CHEM CLEANER

This manual is divided into two sections: Policies and Practices. These documents must be taken as a whole

1.0

NOTICE

Document enquiries can be directed to:

Attention           :           DIRECTOR- Mr Motsamai Address        :         Hlotse BEDCO Room 9, Leribe

1.1                   APPLICATION

This document is applicable to Chem-Cleaner.

This document shall be made available and/or accessible to all staff members.

1.2                   IMPLEMENTATION

This document shall remain the responsibility of The Director – Chem-Cleaner. This document shall be filed for revision by the Director – Chem-Cleaner

1.1         REVISION HISTORY

Table of Contents

• NOTICE………………………………………………………………………………………………………….. 1
• APPLICATION…………………………………………………………………………………………………. 1
• IMPLEMENTATION………………………………………………………………………………………….. 1

1.1         REVISION HISTORY…………………………………………………………………………………………… 1

ADMINISTRATION AND OPERATIONS………………………………………………………………… 3

• ADMINISTRATIVE ASSISTANT……………………………………………………………………………. 3
• COMMUNICATION…………………………………………………………………………………………. 3
• OFFICE SECURITY……………………………………………………………………………………………. 3
• INFORMATION………………………………………………………………………………………………. 4
• DRESS CODE POLICY FOR CHEM CLEANER…………………………………………………………….. 4
• PROCUREMENT POLICY FOR CHEM CLEANER………………………………………………….. 5
• Contracts (vendors and bids)………………………………………………………………………. 5
• COMPANY TRAVEL POLICY………………………………………………………………………….. 5

• HEALTH AND SAFETY………………………………………………………………………………………… 6

1.3.1 OCCUPATIONAL HEALTH………………………………………………………………………………….. 6

• SAFETY MANUFACTURING ENVIRONMENT……………………………………………….. 6
  • PREMISES………………………………………………………………………………………………… 6
  • SANITATION AND HYGIENE (HOUSE-KEEPING)……………………………………………….. 7

6. PRODUCTION……………………………………………………………………………………………………….. 8
   • Starting Materials………………………………………………………………………………………… 8
   • Batch Numbering System………………………………………………………………………………. 9
   • Weighing and Measurement…………………………………………………………………………. 9
   • Procedure and Processing……………………………………………………………………………… 9
   • Dry Products……………………………………………………………………………………………….. 9
   • Wet Products………………………………………………………………………………………………. 9
   • Labelling and Packaging………………………………………………………………………………. 10
7. QUALITY CONTROL……………………………………………………………………………………………….. 10
   • Reprocessing………………………………………………………………………………………………….. 10
   • Returned Products…………………………………………………………………………………………… 10
8. DOCUMENTATION……………………………………………………………………………………………….. 11
9. STORAGE…………………………………………………………………………………………………………… 12

This document is a set of policies and procedures intended for all the employees of Chem-Cleaner. The purpose of this manual is to provide the employees with a reference manual of Administration Policies.ADMINISTRATION AND OPERATIONS

• ADMINISTRATIVE ASSISTANT- for the daily operations of the business, an office assistant will have to be assigned. The administrative assistant will be responsible for the day-to-day operations of the general office and assist with the overall administration of Chem-Cleaner.

Responsibilities of the Administrative assistant:

• overall office management – handling maintenance issues
• performing general office duties as assigned
• receptionist – answering phones and responding to client requests and inquiries, drafting and mailing customer correspondence
• scheduling meetings and making travel arrangements

This role must be assigned someone who is organized, excellent in oral and written communication, client focused, a team player and able to multitask.

• COMMUNICATION – Telecommunication equipment inside Chem Cleaner shall be used to make contact between staff and other associates to communicate necessary information relating to meeting set-ups, travelling arrangements and any other

The Administrative assistant shall:

• Make use of the office phone to call clients and receive calls. All Incoming calls shall be registered including all details pertaining to them. However, any other person who isn’t the administrative assistant who picks the incoming calls should record the calls and messages in registry book
• Attend to enquiries and queries either telephonically or through emails
• Draft and mail customer correspondence

Staff absent from the office will make contact with the assistant to provide information on how they can be contacted.

Office resources shall be limited to essential matters.

• OFFICE SECURITY – Access to the Chem Cleaner offices shall be controlled. The following shall be done to ensure effective control:
• All visitors to the Chem Cleaner premises shall be permitted access through the reception
• Visitors will remain in the reception area until a member of staff is available to escort them in and out of the office area
• The last employee to leave the office should ensure that all entrances are locked
• Every employee should take good care of his or her valuable property because any insurance coverage offered by Chem Cleaner shall not be extended to the personal property of
• In the event of a fire or emergency….

• INFORMATION – In this policy, Chem Cleaner Management shall state who has access to organizational information, what they can do with it and how long it shall be retained.

Chem Cleaner confidential and proprietary information is valuable, expensive and can be easily replicated. Such information includes:

• Patents, formulas and/or new formulas
• Documents and processes explicitly marked as confidential
• Pricing/ Marketing and other undisclosed strategies
• Data of Customers/Partners/Vendors
• Unpublished Financial information
• Data entrusted to Chem Cleaner by external parties

The Managing Director of Chem Cleaner has the right to authorize access to Chem Cleaner’s confidential information. He/ she also has the responsibility to ensure that the information is used for its intended purpose as requested.

Safety measures to be applied on Chem Cleaner’s information:

• The confidential information should be locked in or secure at all times. The information must be viewed only on secure devices
• Confidential documents should be shredded or discarded appropriately when they are no longer needed
• Information should only be disclosed to employees when necessary and authorized
• When employees resign from Chem Cleaner, they are obligated to return any confidential files and delete them from their personal devices
• Electronic information and databases will be safeguarded with encryptions
• In order to access confidential information, employees must seek authorization from senior

1.2.5    DRESS CODE POLICY FOR CHEM CLEANER

The Chem Cleaner policy is designed to help us all provide a consistent professional appearance to our customers and colleagues. Our appearance reflects on ourselves and the company. The goal is to be sure that we maintain a positive appearance and not offend customers, clients or colleagues.

The company urges all employees to use sound judgment when it comes to selecting their work attire and when in doubt one should refer to the conservative and formal side.

The following guidelines on the Chem Cleaner dress code shall be used:

• Work Clothes should be professional e. not too casual or revealing
• All employees should maintain an acceptable level of bodily hygiene to ensure that interactions with other staff and clients remain pleasant and
• Clothing should be clean, ironed and in good

In essence, the company dress code for Chem cleaner is business casual. However, the marketing team that has direct contact with the company’s clients should maintain a professional dress code during client’s visits and meetings.

Supervisors are expected to notify employees when they are in violation of the dress code. Chem Cleaner employees in violation of the dress code shall be expected to correct the issue immediately.

Technical staff that deals with repairs and installations are allowed to wear more casual attires including overalls provided by the company.

1.1.6             PROCUREMENT POLICY FOR CHEM CLEANER

The Chem cleaner procurement policy is intended for the procurement officer or the personnel in charge to ensure that quality goods and services in the right quantity are bought at the lowest price possible from the best vendor. This policy’s guidelines are meant to ensure that those in charge:

• Gather orders and check them for completeness and accuracy
• Ensure that everything within the preset limits
• Choose the appropriate vendors
• Check goods and materials upon receive
• Reconcile the invoices and send them to the accounting department

The Director of Chem Cleaner has the purchasing authority to acquire all sorts of goods and materials that are needed in the different departments as per the demands. Limitations on spending shall be determined by the Director using the budget in place.

1.1.7             Contracts (vendors and bids)

There are various types of contracts that Chem Cleaner can enter into whose specifications shall be determined by the procurement officer. When specifications have been determined, an appropriate vendor will be selected through the following evaluation process:

• An evaluation panel will be selected to carry out the evaluation process

1.1.8             COMPANY TRAVEL POLICY

The Chem Cleaner Travel policy is meant to outline the provisions for company related travel. It will provide instructions to staff to keep track of their expenses when travelling. Also, it will show the reimbursement of expenses incurred and how such will be carried out.

Chem Cleaner Management is responsible for ensuring that employees know what trips qualify as business trips. Such trips include:

• Meeting with Clients or Partners
• Attending conferences as a representative of the company
• Visiting company offices in other locations
• Conducting research / making presentations on behalf of the company

The kinds of reimbursements to be made for the above trips include transportation and accommodation expenses. When international trips are made, Per Diem expenses may be included on top of transportation and accommodation expenses depending on the duration of the trip.

If a member of staff needs to travel to countries that require a visa or documentation to enter including medical insurance for travelers, vaccinations or examinations, all relevant expenses will be directly covered by Chem Cleaner.

1.2         HEALTH AND SAFETY

• OCCUPATIONAL HEALTH- This involves the management of risks to the health and safety of everyone in the organization. This includes the health and safety of customers, visitors and The safe practices in the workplace prevent the business from prosecution, fines and loss of skilled staff.

Worker’s compensation insurance policy for workers may be one of the requirements in the org.

Creating an environment that is safe for employees is a legal requirement. It is critical to the long- term success of the business as:

• it reduces injuries and illness in the work place
• it reduces the cost of injury and worker’s compensation
• it improves staff productivity

In order to put health and safety practices in the workplace one must:

• provide safe ways of working
• ensure safe use, handling and storage of machinery and substances
• provide any information, training, instruction or supervision needed for safety
• monitor the health of workers and conditions at the work place
• provide and maintain adequate facilities

Members of staff that are involved in travel related accidents may be covered by the worker’s compensation insurance. If not, the Company may partially or fully reimburse the staff member.

1.3 SAFETY MANUFACTURING ENVIRONMENT

1.3.1             PREMISES

• The premises for manufacturing should be suitably located, designed, constructed and maintained. We are currently still a cottage manufacture, our space is home based not in an industrial area, but we are conscious in our processes not to contaminate the Our processes do not emit or produce any harmful gases.
• Effective measures are taken to avoid any contamination from the surrounding environment to protect against weather, flood, ground seepage and the access harbouring of vermin, rodents, birds, insects or and from
• Household products and cosmetic raw materials do not share the same storage They are all clearly labelled to avoid any cross contamination and risk of mix-up.
• Appropriate changing rooms and facilities should be provided. Toilets should not be located separated in from the production areas to prevent product contamination/cross
• Building should be adequately lit and properly ventilated with air control facilities (including temperature, humidity and filtration), appropriate both to the operations undertaken within and to the external environment.

• Storage areas should be of adequate space provided with suitable lighting, arranged and equipped to allow dry, clean and orderly placement of stored materials and
• Storage arrangements should permit separation of different labels and other printed materials to avoid mix-up.
• Areas should be clearly marked for various activities such as: Incoming goods and quarantine, starting materials storage, Weighing and dispensing, Processing, Storage of bulk products, Packaging, Quarantine storage before final release of products, Storage of finished products, loading and unloading, Laboratories and Equipment

1.3.2             SANITATION AND HYGIENE (HOUSE-KEEPING)

Sanitation and hygiene should be practised to avoid contamination of the manufacturing of products. It should cover personnel, premises, equipment/apparatus and production materials and containers.

Personnel

• Personnel should be healthy to perform their assigned duties. Regular medical examination must be conducted for all production personnel involved with manufacturing

• Personnel must practise good personal hygiene. They should be instructed to wash their hands before entering production areas and ensure that their personal protective equipment should be cleaned before and after usage.

• Any personnel shown at any time to have an apparent illness or open lesions that may adversely affect the quality of products should not be allowed to handle raw materials, packaging materials, in-process materials, and finished

• Personnel should be instructed and encouraged to report to their immediate supervisor any conditions (plant, equipment or personnel) that they consider may adversely affect the

• Direct physical contact with the product should be avoided to ensure protection of the product from contamination. Personnel should wear protective and clean attire appropriate to the duties they perform, including appropriate hair

• Smoking, eating, drinking and chewing, or keeping of plants, food, drinks and smoking materials and other materials that might contaminate are not permitted in production, laboratory, storage or other areas where they might adversely affect product

• All authorised personnel entering the production areas should practice personal hygiene including proper

Premises

• Adequate employee’s washing and well ventilated toilet facilities should be provided and separated from the production

• Suitable locker facilities should be provided at appropriate location for the storage of employees’ clothing and personal belongings.

• Waste material should be regularly collected in suitable receptacles for removal to disposal points outside the production

• Rodenticides, insecticides, fumigating agents and sanitising materials must not contaminate equipment, raw materials, packaging materials, in-process materials or finished

Equipment and Apparatus

• Equipment and utensils should be kept clean at all times, it must be cleaned after every

• Standard operating procedures must be followed for cleaning and sanitising of major

6. PRODUCTION

6.1  Materials

6.1.2          Verification of materials

All deliveries of raw materials including loose packing’s, bulk products and packaging materials should be checked and verified for their conformity to specifications and be traceable to the product.

Samples of raw materials should be physically checked for conformity to specifications prior to release for use. The raw materials should be clearly labelled. All goods must be clean and checked for appropriate protective packing to ensure no leakage, perforation or exposure.

6.1.3          Rejected materials

Deliveries of raw materials that do not comply with specification should be segregated and disposed according to standard operating procedures.

• Batch Numbering System

A batch numbering system should be specific for the product and a particular batch number should not be repeated for the same product in order to avoid confusion.

The batch number should be printed on the immediate and outer container of the product. Records of batch number should be maintained.

6.3        Weighing and Measurement

Weighing should be carried out in the defined areas using calibrated equipment.

All weighing and measurement carried out should be counter-checked and record recorded.

6.4        Procedure and Processing

All starting materials used should be approved according to specifications.

All manufacturing procedures should be carried out according to written procedures as in the Master Formula.

All required in-process controls should be carried out and recorded.

Bulk products should be properly labelled until approved by Quality Control.

Particular attention should be paid to problem of cross-contamination in all stages of processing.

The actual yield of production must be recorded.

6.5        Dry Products

Handling of dry materials and products should be given special attention. It must be ensured that they are not contaminated by dust or water and that they are stored in appropriate places for the ingredients e.g. all oils should be stored in cool dark places.

Mixing and blending equipment should be fitted with dust control equipment where applicable.

6.6        Wet Products

Liquids and creams should be produced in such a way as to protect the product from microbial and other contamination.

The use of closed systems of production and transfer is recommended. Our mixer and filler are closed system therefore minimising the chances of contamination.

6.7        Labelling and Packaging

Packaging line should be inspected for clearance prior to operation. Equipment should be clean and functional. All materials and products from previous packaging operation should have been removed and the area should be free from any previous products.

Samples should be taken and checked at random during labelling and packaging operations. To ensure consistency.

Each labelling and packaging line should be clearly identified to avoid mix-up.

Excess labels and packaging materials should be returned to store and recorded. Any rejected packaging materials should be recorded disposed accordingly.

All finished products should be approved by Quality Control prior to release.

7.  QUALITY CONTROL

Quality control is an essential part of Good Manufacturing Practice. It provides assurance that final products will be of consistent quality appropriate to their intended use.

A quality control system should be established to ensure that products contain the correct materials of specified quality and quantity and are manufactured under proper conditions according to standard operating procedures.

Quality control involves sampling, inspecting and testing of starting materials, in process, intermediate, bulk, and finished products. It also includes where applicable, environmental monitoring programs, review of batch documentation, sample retention program, stability studies and maintaining correct specifications of materials and products.

7.1  Reprocessing

The methods of reprocessing should be evaluated to ensure that they do not affect the quality of the product.

Additional testing of any finished product which has been reprocessed should be performed.

7.2  Returned Products

Returned products should be identified and stored separately either in allocated area or by moveable barrier such as rope or tape.

All returned products should be tested if necessary, in addition to physical evaluation before being released for distribution.

Returned products which do not comply with the original specification should be rejected. Rejected products should be disposed according to appropriate procedures.

Records of returned products must be maintained.

8.  DOCUMENTATION

The documentation system should include the complete history of each batch, from starting materials to finished products. The system should record executed activities for maintenance, storage, quality control, primary distribution and other specific matters related to GMP.

There should be a system for preventing the use of any superseded document.

If an error is made or detected on a document, it should be corrected in such a manner that the original entry is not lost and correction is made close to the original entry, initialled and dated.

Where documents bear instructions they should be clearly written step by step. Documents should be dated and authorised.

Documents should be readily available to relevant parties.

All specifications should be approved by authorised personnel.

8.1   Raw and packaging material specifications should include :

Name of material Description of the material

Testing parameters and acceptance limits

Special precautions e.g. storage and safety conditions, if necessary.

Bulk and finished product specifications should include:

Name of product Description Physical properties

Chemical assay and/or microbiological assays and their acceptance limits Storage conditions and safety precautions, if necessary

8.2  Documents for Production Master Formula

The Master formula should be available upon request. This document should contain the following information:

Product name and product code/number.

Intended packaging materials, and storage conditions List of raw materials used

List of equipment used.

In-process controls with their limits in processing and packaging, where applicable.

Batch Manufacturing Record (BMR)

Batch Manufacturing Records should be prepared for each batch of product. Each BMR should include the following:

Name of product Batch formula

Brief manufacturing process

Date of the start and finish of processing and packagingBatch or code number

Identity of individual major equipment and lines or location used Records of cleaning of equipment used for processing as appropriate

In-process control and laboratory results, such as pH and temperature test records Packaging line clearance inspection records

Any sampling performed during various steps of process

8.3  Records for Quality Control

Records for each testing, assay result and release or rejection of starting materials, intermediates, bulk and finished product should be maintained.

These records may include:

Date of test

Identification of the material Supplier name

Date of receipt

Original batch number if any Batch number

Quality control number Quantity received

Date of sampling Quality control results

10. STORAGE

Storage areas should be of sufficient capacity to allow orderly storage of the various categories of materials and products such as starting and packaging materials, intermediates, bulk and finished products, products in quarantine, and released, rejected, returned, or recalled products.

Storage areas should be designed or adapted to ensure good storage conditions. They should be clean, dry and well-maintained. Where special storage conditions are required (temperature and humidity) these should be provided, checked and monitored.

Receiving and dispatch bays should protect materials and products from weather. Reception areas should be designed and equipped to allow incoming materials to be cleaned if necessary before storage.

Storage areas for quarantine products should be clearly demarcated.

Stock Handling and Control Receiving Products

Upon receipt, each incoming delivery should be checked against the relevant documentation and physically verified by label description, type and quantity.

The consignment should be carefully inspected for defects and damage. Records should be retained for each delivery.

Dispatch Control

Records should be maintained showing all receipts and issues of products. Issues should observe the principle of stock rotation (first in – first out)

All labels and containers of products should not be altered, tampered or changed.

1.0            Notice

© 2021 CHEM-CLEANER. All rights reserved.

No part of this document may be reproduced or transmitted in any form or by any means without the express written permission of CHEM-CLEANER.

Document enquiries can be directed to:

Attention          :           DIRECTOR- Mr. Motsamai

Address           :           Room 9 BEDCO, Hlotse Leribe

1.1            Application

This document is applicable to CHEM-CLEANER.

This document shall be made available and/or accessible to all staff members.

1.2            Implementation

This document shall remain the responsibility of The Head of HR – CHEM-CLEANER.

This document shall be filed for revision by the Director – CHEM-CLEANER

Revision History

Table of Contents

1.0…… Notice. 1

1.1…… Application. 1

1.2…… Implementation. 1

Revision History. 2

1.0 Introduction. 8

INTERPRETATION OF CONCEPTS. 9

2. CODE OF CONDUCT. 11

2.1…… CONDUCT OF EMPLOYEE. 11

a….. Performance of duties: 11

1. Employees shall perform the duties assigned to them diligently and in accordance with their respective job descriptions. 11

c….. Employees shall effectively meet set performance targets and standards. 11

2.2…… Punctuality. 11

2.3…… Confidentiality. 11

2.4…… Absenteeism.. 11

2.5…… Insubordination. 11

2.6…… Drugs and alcohol 11

2.7…… Dress Code. 11

2.8…… Professionalism.. 11

2.9…… Use of Institutional Property. 12

2.10…. Misappropriation of CHEM-CLEANER`s Funds. 12

2.11…. Communication and Internet usage. 12

2.12…. Accounts or Passwords. 12

2.13…. Security systems. 12

2.14…. Unlawful Practices. 13

2.15…. SAFETY. 13

2.16…. Acceptance of Gifts. 13

2.17…. Engaging in trade/practice and business. 13

2.18…. International Business. 13

2.19…. Employees’ Conduct towards Clients. 13

2.20…. Employee Rights at the Workplace. 14

2.21…. Sexual Harassment and Intimidation. 14

2.22…. Extortion. 14

2.23…. Employees’ Conduct towards Others. 14

2.24…. Violence at the Workplace. 14

2.25…. COMPLIANCE WITH THE CODE. 14

3….. DISCIPLINARY PROCEDURES. 15

3.1…… CHEM-CLEANER must have its own Disciplinary Code of Conduct. 15

3.1.1…. SCOPE. 15

3.1.2…. Purpose. 15

3.2…… GUIDING PRINCIPLES. 15

3.3…… GRIEVANCE CODE. 16

Introduction. 16

1. b) Objectives. 16
2. c) Principles. 16

3.4…… GRIEVANCE PROCEDURE. 16

3.4.1 Stages in Procedure. 16

SECTION B. 19

4. LEAVE POLICY. 19

4.3.1 Annual Leave per Grade. 19

4.3.2 DAYS PER ANNUM… 19

4.3.3 Conditions of Annual Leave. 19

4.3.4 Payment of Annual Leave. 20

4.4 SICK LEAVE. 20

4.5 MATERNITY/PATERNITY LEAVE. 21

4.6 COMPASSIONATE/BEREAVEMENT LEAVE. 22

4.7 EMERGENCY/RESPONSIBILITY LEAVE. 22

4.8 LEAVE REGISTERS. 22

SECTION C. 23

5. OVERTIME POLICY. 23

5.1…… INTRODUCTION.. 23

5.2 PURPOSE. 23

5.3 OBJECTIVE. 23

5.4 POLICY GUIDELINES. 23

5.5…… WHEN & HOW IS OVERTIME PAID.. 23

5.6…… Procedure of Overtime and Rest Days. 24

5.7…… Exemptions of Overtime. 24

SECTION D. 25

6. Performance, Development &Management Policy. 25

6.1 INTRODUCTION.. 25

6.2 PURPOSE. 25

6.3. OBJECTIVES. 25

6.4 POLICY STATEMENTS. 25

6.5 DEPARTMENTAL PLANNING.. 25

6.6 INDIVIDUAL PLANNING.. 25

6.7 OBSERVATION, FEEDBACK AND COACHING.. 26

6.8 ANNUAL PERFORMANCE REVIEW… 26

6.9 PERFORMANCE MANAGEMENT SYSTEM PROCEDURES. 27

6.10 ETHICS OF PERFORMANCE MANAGEMENT SYSTEM… 27

6.11 PERFORMANCE MANAGEMENT SYSTEM TO BE IMPLEMENTED.. 27

6.12 THE APPRAISAL INTERVIEW… 28

6.13 Confidentiality. 29

6.14 PERFORMANCE REVIEWS. 29

7. RECRUITMENT & SELECTION POLICY. 30

7.1 Introduction. 30

7.2 PURPOSE. 30

7.3 OBJECTIVE. 30

7.4 POLICY GUIDELINES. 30

7.5 ROLE OF THE HUMAN RESOURCE/ADMINISTRATION DEPARTMENT. 30

7.6 NEEDS ASSESSMENT. 31

7.7…… RECRUITMENT AT CHEM-CLEANER FOR VACANT/NEWLY CREATED POSITIONS. 31

7.8…… JOB OFFER/APPOINTMENT. 32

7.9…… Medical Examinations. 33

7.10…. 7.7 Induction/Orientation Training. 33

7.11…. Probation Period. 33

7.12…. ACTING APOINTMENTS. 34

7.13…. TERMINATION OF CONTRACTS. 34

7.14…. PROMOTIONS GUIDELINES. 35

8. REMUNERATION&BENEFITS POLICY. 36

8.1 Introduction. 36

8.2 MONTHLY SALARY. 36

8.3 Inflation Adjustment/Increments. 36

8.4 Bonuses. 36

8.5 EMPLOYEES BENEFITS/ENTITLEMENTS. 36

8.6 Acquisition of Visas for Official Business. 37

8.7 Withdrawal of Benefits. 39

SECTION E. 40

9. TRAINING&DEVELOPMENT POLICY. 40

9.1 INTRODUCTION.. 40

9.2 Policy Statement 40

9.3 Eligibility. 40

9.4 Policy Objective. 40

9.5 TYPES OF TRAINING.. 40

9.6 PROFESSIONAL/FORMAL TRAINING &DEVELOPMENT. 42

9.7 Bonding Agreement between CHEM-CLEANER & Employees. 44

9.8 RULES GOVERNING THE AWARD OF STUDY LEAVE. 44

9.9 EMPLOYEES WHO COMPLETED THEIR STUDIES EXCEPTIONALLY WELL. 46

9.10 SUSPENSION OF STUDY LEAVE. 46

9.11 EXTENSION OF STUDY LEAVE. 47

9.12 EVALUATION AND MONITORING OF TRAINING AND DEVELOPMENT. 47

10. HR FORMS. 49

Declaration Form.. 49

10.1 DISCIPLINARY RECORD.. 50

10.2 NOTICE OF DISCIPLINARY HEARING FORM… 50

10.3 Notice of Hearing form.. 50

10.4 Formal Hearing Guidelines/checklist 56

i…… OVERTIME/REST DAY FORM… 65

1.0 Introduction

This Procedure Manual serves as a guide to the administration of human resources as they apply to the staff members of CHEM-CLEANER. The Manual is not intended to be and should not be interpreted as a contract between the company and staff members, but should be used as a general guide. It is expected that all involved will strive to apply these rules and regulations equitably.

In each case when the rules and regulations in this Manual are applied to such situations including staff members’ performance and possible misconduct, the appropriate discipline or counselling action will be determined at the company’s discretion, on the basis of the particular facts and circumstances. This procedure manual may be changed or modified from time to time when necessary. The staff members (more that 6months employment service) may also recommend changes to the Procedure Manual. In the event of a discrepancy between the Manual and the laws of Lesotho, the laws of Lesotho shall prevail.

The Managing director is the sole custodian of this Manual and is at liberty to change it as long as this is within the context of the legal resolution. Copies of this Manual are to be distributed to each division/section amongst the employees and should be available on request of any staff member.

 INTERPRETATION OF CONCEPTS

1. Organization: Means CHEM-CLEANER.
2. Employer: Means CHEM-CLEANER.
3. Recruitment: The first part of the process of filling a vacancy. It includes the examination of the vacancy, the consideration of sources of suitable
4. Advertising: Methods of attracting interested candidates for prescribed
5. Screening: Assessing the candidates by various means and making a choice followed by a job
6. Job Interview: A meeting which takes place between the appointed panel and a prospective employee designed to assess suitability of
7. References: A clear, unbiased and comprehensive description of a candidate’s abilities and behaviour by his or her current or previous
8. Induction: The process of orientation of employees on assumption of duty: introducing them to the Organization and their colleagues, and informing them of the activities, rules and regulations of the organization.
9. Job Analysis: Collection of data pertaining to a specific job nature of the work performed and the personal traits deemed necessary in the individual completing the
10. Job Specification: A detailed statement indicating all necessary competencies required to perform a particular
11. Job Description: A broad statement of the purpose, scope, duties and responsibilities of a particular
12. Job Offer: An offer to the successful candidate including terms and conditions of
13. Permanent Employee: means a person who is on the permanent establishment of CHEM-CLEANER and who is paid on a monthly Such a person will receive full benefits offered by CHEM-CLEANER.
14. Promotion: A move of employees to a job within the Organization which has greater importance, more responsibilities and higher pay mainly based on merit after a fair and open competition.
15. Seconded Employees: are those employees who are placed at CHEM-CLEANER for a specific period of time on terms mutually agreed upon by CHEM-CLEANER and the seconding
16. Volunteer: means the person who is assigned to CHEM-CLEANER for a specific period normally not paid by CHEM-CLEANER or the terms and conditions of employment will be specified in the individual’s
17. Objectives: Intermediate targets that lead to the realization of the overall
18. Exit Form: A form to be filled by employees who are voluntarily leaving CHEM-CLEANER in order to establish reasons for leaving and to assist CHEM-CLEANER for future
19. Property: Any movable or immovable, tangible or intangible assets owned by CHEM-CLEANER.
20. Supervision: The process of helping employees to understand business goals, needs, values as well as their own strengths and weaknesses. It also entails assisting employees to identify problems as well as different alternatives to address and solve the identified problems. In addition, it is about providing assistance with development of direct
21. Competence: It is a combination of all the skills, knowledge and attitudes needed to do the
22. Competency: It is a specific knowledge, skill and attitude needed to perform an output
23. Development: Includes formal training as well as on the job training, coaching and other techniques to develop the employee.
24. Performance and development management: The process whereby the performance and development of each individual is managed, that is the planning, assessing and rewarding of Performance and recognition of development, supported by continuous coaching and development to assist CHEM-CLEANER through its employees, to achieve its strategic
25. Performance Planning: The interactive process whereby the supervisor and the employee discuss the critical output/performance outcomes that an individual has to perform in his/her
26. Employment agreement: A legal contract that an employee signs with CHEM-CLEANER binding him/her to serve CHEM-CLEANER for a period in exchange for the development
27. Fringe Benefits: Subsidies for accommodation, transport, medical aid, pension fund and other social
28. Maternity: The period of twelve weeks at full pay granted to pregnant female
29. Disciplinary Panel: Shall mean the Chairperson and an impartial body/panel appointed by the management to undertake the disciplinary
30. Misconduct: Shall mean unacceptable or inappropriate conduct by an employee in contravention of the rules and regulations of Commission policies and procedures, the Labour Code and any other Law governing employer and employee
31. Complainant: Shall mean an immediate supervisor of the employee who is subject to a disciplinary
32. Appellant: Is the person who takes the appeal, (complainant/defendant) who is not satisfied with the decision reached at the hearing.
33. Verbal Warning: This is a case whereby a supervisor constructively warns the employee who has breached Company regulations and
34. Disciplinary Hearing: This is a situation whereby, witnesses, chairperson, staff, and an advisor about the company’s policy will be present. Unlike in the informal hearing there will be proper recording of what transpired in such a

SECTION A

2. CODE OF CONDUCT

2.1             CONDUCT OF EMPLOYEE

a.     Performance of duties:

b.    Employees shall perform the duties assigned to them diligently and in accordance with their respective job descriptions.

c.    Employees shall effectively meet set performance targets and standards.

2.2             Punctuality

Academic staff will be guided by their time tables, and all other staff members will report to work at 0800 hours and knock off at 17:00 hours and are expected to be punctual at all times in terms of arrival and departures at Company premises. Tea will be from 10:00 to 10:30. The lunch break will be from 13:00 hours to 1400 hours. While for the cleaners they will start their duty from 0700 to 1500 hours.

2.3             Confidentiality

• Employees shall respect the confidential nature of their functions and shall ensure that information obtained in the course of their duty with the Company is treated in strict confidence and not carelessly or otherwise, divulged to any unauthorized

• Employees shall not publish or cause to be published on any newspaper, placard, or other media any letter, order, statement or matter which may have been received from the Company without the expressed authority of the Managing director.

2.4              Absenteeism

Employees shall not absent themselves from duty during working hours without leave or valid excuse. Absence from duty may be reported to the immediate supervisor within 4 hours.

2.5              Insubordination

Employees shall not be insubordinate by refusing to obey lawful instructions from the authorities.

2.6              Drugs and alcohol

2.6.1 Employees shall not be under the influence of alcohol or in possession of illegal drugs while on duty.

2.6.2 Smoking is prohibited in Company premises and in public areas.

2.7             Dress Code

Employees shall dress decently and/or appropriately for their duties.

2.8              Professionalism

Employees shall conduct themselves professionally in executing their tasks and responsibilities.

2.9              Use of Institutional Property

• Employees are responsible for protection of the company property against loss or

• Employees shall not transact personal business using Company facilities and/or property without

• Employees shall arrange with management to use their personal property for the benefit of the

• Employees shall use Company computers responsibly, professionally, ethically, and

Although reasonable use of computers is permitted, such use shall not be private and may be accessed     from time to time by the Information Technology Department (IT) or relevant authorities. CHEM-CLEANER computers shall not be used for any unauthorized purpose.

2.10           Misappropriation of CHEM-CLEANER`s Funds

• Employees shall not connive with any individual or company to embezzle or retain Commission funds in an attempt to withhold such funds for their own personal

2.10.2 When an employee suspects that Company funds have been diverted for other uses other than that for which it was meant, the employee shall report such an allegation to the Chief Executive.

2.11           Communication and Internet usage

2.11.1 Employees shall not use inappropriate language in their e-mails. These includes comments that look, sound like, stand for, hind at, abbreviate, or insinuate any of the following: profane words/phrases, hate speech (including but not limited to racial, ethical, political or religious slurs), illegal drugs/controlled substances, or illegal activities.

2.11.2 Employee shall not distribute, post, or discuss obscene or other unlawful materials like pornography and other socially unacceptable information. Employees shall not post links to software or Web sites, which could harm other users’ computers or would allow others to inappropriately access them.

2.12           Accounts or Passwords

• Employees shall abide by CHEM-CLEANER IT

• Employees are not advised to share user- name or

2.13.3 The use of the systems and networks is subject to all applicable institutional regulations, Internet regulations, local and international laws.

2.13           Security systems

Employees shall not under any circumstances breach or tamper with the security systems, arrangements or the equipment of the employer.

2.14           Unlawful Practices

It is the duty of every employee who becomes aware of any irregularities, which may act against the interest of the employer to report the matter to his/her immediate supervisor.

Employees shall share company resources but authorization must accordingly applied.

Employees shall share skills and knowledge in order to achiever goals and objectives of the company.

2.15            SAFETY

2.15.1 Firearms and other Weapons

Employees shall not carry firearms and other weapons while on duty.

2.15.2 Revelation of Interests

Employees shall disclose their interests if in the execution of their duties; they are called upon to deal with a matter in which they have personal, business or family interests.

• Political Activities

Employees shall refrain from participating in political activities at all times. Should any employee feel he/she needs to stand up for either local or national elections should resign from the CHEM-CLEANER following the approved procedure to do so. Should such an employee not resign such an act will be considered as misconduct and it will warrant a dismissal.

2.16           Acceptance of Gifts

Employees shall not accept donations, awards, bonuses, gratuities, remuneration, and financial or other aid, from any person other than the Company for services rendered in his/her official capacity as an employee of the Company.

2.17           Engaging in trade/practice and business

Employees shall devote their time during normal working hours to the company and shall not engage in trade or other activities that have no bearing on the employers business, unless there is approval from the authorities.

2.18           International Business

Employees shall not export or import any commodity on behalf of the Company without consultation with the management for specific guidelines.

2.19           Employees’ Conduct towards Clients

Employees are to demonstrate a positive and receptive attitude towards clients at all times.

2.20           Employee Rights at the Workplace

• Employees shall not discriminate or harass one another on the basis of race, Covid-19, HIV & AIDS, gender, religion, political inclinations, disability or any personal characteristics protected by

• Employees should also be protected from the use of inappropriate language including vulgarity, swearing or verbal abuse. All employees shall be treated with due respect in relation to employment matters and/or employees’

2.21           Sexual Harassment and Intimidation

• Employees shall abstain from all forms of sexual harassment and intimidation to colleagues, clients or subordinates as per the Codes of Good Practice2003 (59) (1).

2.22            Extortion

No employee shall be subjected to any form of extortion as per the provisions of the Labor Code order 1992 (234), (1&2)

2.23           Employees’ Conduct towards Others

Supervisors have the responsibility to treat subordinates fairly; afford them equity of opportunity to open and honest communication; and ensure that they understand expected performance standards.

• Employees shall not cause unacceptable noise at the work place. The noise can take the form of transmission and music from radios and other electronic

2.24           Violence at the Workplace

• Employees shall not engage in an activity of violence while on
• Employees shall not engage in an activity, which may incite violence (e.g. passing personal or political affiliation comments to each other).

2.25           COMPLIANCE WITH THE CODE

Any employee who fails to comply with the code or withholds information during the course of an investigation regarding a possible violation is subject to disciplinary action up to and including dismissal.

3.    DISCIPLINARY PROCEDURES

3.1  CHEM-CLEANER must have its own Disciplinary Code of Conduct.

3.1.1  SCOPE

The code applies to all employees including those on study leave and on official duty outside CHEM-CLEANER main campus or its satellite. It is the personal responsibility of all employees to acquaint themselves with the legal and policy standards and restrictions applicable to their assigned duties and responsibilities, and to conduct themselves accordingly. Employees are expected to observe high standards of business and personal ethics in the discharge of their assigned responsibilities. The Code further ensures a healthy working environment.

CHEM-CLEANER is committed to maintaining disciplined employees; moreover employees are responsible for maintaining discipline. The code is a guide of action that the management should take and is not intended to pre-empt the management’s discretion.

3.1.2   Purpose

The purpose of detailing and communicating a disciplinary code is to ensure that all employees are, aware of the rules and regulations of CHEM-CLEANER and the way in which offences are classified and defined. Each type of offence is punishable and the punishment will depend on circumstance and the number of times the offence is committed.

3.2  GUIDING PRINCIPLES

1. Administration of discipline is the duty and responsibility of all Managers from the Supervisory to Senior Management
2. It is the duty of Management to make available/ accessible all policies, including the Disciplinary Code and Procedure to all employees, no later than the expiry of the first week of each employee’s engagement with CHEM-CLEANER.
3. It is the responsibility of all employees to familiarize themselves with all company policies including the Disciplinary Code and its
4. Management shall ensure that no employee is disciplined without reason and a fair hearing, that shall give an employee an opportunity to clearly state his/her case, unless the employee in question waives this right by failing to attend such a hearing through his/her own
5. The Disciplinary procedure shall only apply where clear evidence of breach of CHEM-CLEANER’S Rules and Regulations, other principles of Labour Law and Labour Relations as well as any form of misconduct have been
6. Consistency shall be applied at all times but with due regard to the circumstances and the merits of each particular

3.3  GRIEVANCE CODE

Introduction

In most employment relationships there are bound to be conflicts of interest amongst employees, it is therefore for this reason that CHEM-CLEANER has decided to come up with a clearly defined grievance policy for the organization. This policy intends to assist in managing conflicts that might occur in CHEM-CLEANER premises.

b) Objectives

The objectives of this Code are to:

• Settle the grievance as early and at the lowest level of supervision or management as possible;
  • Create an opportunity and atmosphere for employees to raise their complaints or dissatisfaction without fear of victimization;
  • Create an opportunity for the different levels of management and the Chief Executive to handle employee’s grievances fairly and effectively.

c) Principles

1. Any employee or group of employees may lodge a grievance with CHEM-CLEANER which is of direct concern to them in terms of the grievance
2. Any grievance lodged will be attended to timeously and will not be unreasonably

• Management will consider all grievances lodged in a fair and just

1. No victimization of any employee who has lodged a grievance will be
2. CHEM-CLEANER will allow an interpreter if necessary.
3. CHEM-CLEANER will allow parties to call witnesses to

• CHEM-CLEANER will question witnesses if
• Cross-examination should not be allowed unless agreed to by the

1. The investigation will not proceed if the aggrieved party is not
2. Any employee lodging a grievance may be accompanied and represented at any stage of the procedure by a colleague of his/her choice, or by a union member, who is an employee of CHEM-CLEANER.
3. The grievance procedure may be utilized by all employees of CHEM-CLEANER.

3.4  GRIEVANCE PROCEDURE

These are procedures that are to be followed whenever there is a grievance at CHEM-CLEANER.

3.4.1 Stages in Procedure

The main stages through which a grievance shall be raised are divided into three stages and they are as follows:

Stage 1:         Informal grievance

• An aggrieved employee shall raise his or her grievance with his or her manager and it should be resolved within 48

• If the complaint is about the immediate manager it should be reported to the next level of management and be resolved within 48

• If the complaint is about the Managing Director it should be reported to development analyst for facilitating a meeting with the Commission

• If the grievance is not resolved, the aggrieved employee shall request a formal hearing to be instituted by making a grievance application.

• The grievance application shall be submitted to the manager within two (2) working days after the informal grievance

Stage2: Formal Grievance Hearing

1. On receipt of the grievance application, the manager shall arrange for a hearing within 5 working days.

1. The following persons shall attend a formal grievance, hearing:
   • Chairperson;
   • Employees manager

(c)       Employee as the complainant;

• Respondent;
• Representatives (of complainant & respondent)
• witnesses, if any;
• Human Resource Office/Administration Mediator who shall be the mediate and the advice on policy
• The aggrieved employee and the respondent shall have a right to representation during a grievance hearing but the right to representation shall not include legal representation for both

1. The aggrieved employee, immediate manager and respondent have the right to cross examine.

1. The decision reached by the chairperson should be known to all present in

1. If still dissatisfied with the decision reached at the hearing, the aggrieved employee has the right to appeal and he/she shall file the appeal within ten (3) working days from the date the decision was Where they appeal will depend on who were the chairperson and the defendant.

Stage 3: Appeal hearing

1. On receipt of the appeal from the aggrieved employee the Manager, senior management members shall arrange for the appeal to be heard within ten (5) working days from the date he or she received the
2. The following persons shall attend the appeal hearing –
   • the chairperson
   • the employees manager;
   • the appellant;
   • the respondent;
   • the representatives (a colleague within CHEM-CLEANER);
   • witnesses, if any; and
   • Human Resource Officer/Administration Mediator who shall be mediate and advisor on policy issues at the
3. The appellant and the respondent shall have a right of representation during the appeal hearing, but the representation shall not include the legal
4. If the appellant is not satisfied with the decision of the appeal hearing and wishes to pursue the matter he or she may declare a dispute and shall refer the matter to external institutes such as Directorate of Dispute Prevention & Resolution(DDPR) and labour

SECTION B

4. LEAVE POLICY

4.1PREAMBLE

The purpose of CHEM-CLEANER leave policy is to provide a consistent and equitable approach in apportioning of leave entitlements and also ensure that all employees have adequate time away from work for rest. This policy aims to provide guidance to management and staff on the operation of leave to ensure that it does not impact negatively on either the employee or the company.

4.2 APPLICABILITY

1. The provisions of the policy shall only apply to all CHEM-CLEANER staff members except for employees on part-time contracts. All staff members besides those employed on a part –time basis are entitled to annual, sick, maternity and compassionate
2. The leave year shall begin 1^st April and end on the 30^th March Annual leave shall be calculated per leave
3. The office of Human Resource/Administration shall maintain an up-to-date register in respect of annual, sick, study, paternity and maternity, compassionate and unpaid
4. The application form submitted in advance by the staff member shall support all types of
5. Granting of leave shall be subject to the demands of CHEM-CLEANER.
6. If there will be any changes on the employees leave request the supervisor should make the employee aware of such a
7. Absence from work without permission constitutes a breach of CHEM-CLEANER Code of

4.3 Annual Leave

If, however, leave is withdrawn after or before an employee has proceeded on leave, the supervisor may authorize reimbursement for employee and proven expenses the employee may have incurred after her/his leave was granted.

4.3.1 Annual Leave per Grade

Annual leave with full pay shall accrue at the following rates:

4.3.2 DAYS PER ANNUM

Grades                     No. Of Days

Supporting Staff        12 working days

Supervisors               18 working days

Senior staff               21 working days

4.3.3 Conditions of Annual Leave

1. Paid annual leave shall be earned monthly from the date of commencement of Leave not taken during the leave year may be accumulated only with the permission of the Managing Director.
2. Except in extraordinary circumstances, an employee shall give a minimum of two weeks’ notice to take her/his annual
3. If the exigencies of CHEM-CLEANER necessitate it, an employee may at any time be required to take all or part of annual leave. The employee channels the application through the supervisor to HR department.

1. Subject to operational requirements of CHEM-CLEANER in granting annual leave to an employee, the HR manager shall make every effort to be fair and reasonable to the employees:

1. To schedule or develop a leave rooster annually for all employees in the annual year in which it is

1. Not to recall an employee to duty after he/she has proceeded on annual leave unless circumstances necessitate it, in which case the employee would be entitled to reasonable compensation, which will be at the discretion of the head of
2. To grant the employee her/his annual leave at a time specified by her/him.

1. To confirm the authorization or otherwise of annual leave as soon as possible after the employee has applied for such leave but not less than five (3) working days before the commencement of the employee’s annual

1. If CHEM-CLEANER proposes to change, reduce or reject annual leave requested by the employee, HR department shall provide the employee with the reasons in writing for such change, reduction or denial of annual leave.

4.3.4 Payment of Annual Leave

Payment in lieu of leave may be authorized by Managing director with a recommendation from the department.

Conditions:-

• Where an employee leaves the service of CHEM-CLEANER
• Where an employee of CHEM-CLEANER dies, payment in lieu of leave shall be made to her/his estate or heir in the absence of a will, or the beneficiary as indicated in the employment contract
• Where the employee was denied leave and could not take it at a later
• All the payments shall be done in accordance with Labour Code Order (1992) (120) (3).

4.4 SICK LEAVE

• Conditions of Sick Leave

Sick leave may be granted to an employee on the continuous and fixed term contract establishment.

• All employees, as a condition of their employment are entitled to leave. There are a number of different types of leave, such as annual, maternity and sick leave, each of which is regulated differently.

• However, for an employee in her/his probationary period, sick leave will be granted only to the extent that it has been earned, e. at the rate of 80% attended days per month.

• If an employee who has resumed duty after a period of sick leave again requires sick leave within twelve months on grounds of illness which, in the opinion of managing Director is a continuance of the indisposition in respect of which previous sick leave was granted, a further period of sick leave may be granted if the total of such further period and the period of sick leave does not exceed in the aggregate of 18 days of full pay and 18 days on half pay, provided that sick leave in excess of such aggregate may, subject to the foregoing provisions, be granted without pay.

• An application for sick leave shall be submitted with a certificate issued by a registered Medical Practitioner if the period of absence exceeds one

• Sick leave, with or without pay, in respect of which a certificate mentioned earlier in this regulations is not submitted, may be covered by granting of annual leave, or leave without pay if the employee has no annual leave to her/his credit. If leave without pay is used only thirty days will be granted provided the Immediate Supervisor recommends

• No employee shall sidestep, pretend or produce disease or infirmity, will fully or carelessly maim or injure himself or any other employee whether at the insistence of such other employee or not, or cause himself to be maimed or injured by any other employee. No employee who is guilty in terms of this clause may be granted sick

• Unused sick leave in a specific cycle lapses at the end of the leave year and it cannot be

• Should a permanent employee be declared permanently medically unfit for employment, he may receive one half of salary for 3 months.

• The employee shall ensure that CHEM-CLEANER is notified of the necessity for sick leave and provided with medical certificates either prior to the assumption of sick leave, or as soon as possible after leave has begun, and if possible the period of leave

• Sick leave shall not be granted to an Employee who is on leave pending retirement or termination of service.

• In the event the cause of illness is certified by a medical officer as directly attributable to the working conditions of the job performed, the CHEM-CLEANER shall grant additional 30 days sick leave on full pay for the duration of such illness up to, but not exceeding 60 days in any one year. Such sick leave does not affect the normal entitlement to sick

4.5 MATERNITY/PATERNITY LEAVE

1. Every female employee who becomes pregnant shall notify the Head of Department of her pregnancy at least in her second The expected maternity leave will consist of twelve (12) weeks at full pay.

1. The scheme will apply to all staff members other than temporary employees. The applicant shall provide a note from her doctor giving the expected date of

1. Male employees shall be entitled to two days paternity leave on full

1. Employees who do not intend to return to CHEM-CLEANER after maternity will resign from CHEM-CLEANER as per the individual`s contract clause on .

4.5.1 Miscarriages

In cases of miscarriages or still born, employees will have 1 weeks of bed rest, if more time is required the CHEM-CLEANER management expects the employee to provide a medical certificate from a registered medical practitioner as opposed to the traditional doctor.

4.6 COMPASSIONATE/BEREAVEMENT LEAVE

• Eligibility: Employees will only be eligible for compassionate leave only when the deceased are the

Following relatives; Spouse, declared child, brother, sister, step brother/sister, biological parents, Parents in law, step parents.

• Compassionate leave may be allowed for a maximum period of five (3) working days on full pay, should an employee need more days the annual leave can be

(c).Compassionate and bereavement leave shall not be deducted from annual leave entitlement.

4.7 EMERGENCY/RESPONSIBILITY LEAVE

Notwithstanding any provisions for leave in this policy CHEM-CLEANER management may grant leave of absence with pay for a period not exceeding (3) working days in emergency or unusual circumstances. However, such leave will be granted by CHEM-CLEANER management.

4.8 LEAVE REGISTERS

Up-to-date registers in respect of occasional, vocational, sick and other leave will be maintained by the Human Resource Department.

SECTION C

5. OVERTIME POLICY

5.1 INTRODUCTION

The overtime policy is aimed at clarifying who will earn the overtime under what conditions and the process that has to be followed before one earns the overtime.

5.2 PURPOSE

The overtime policy is aimed at supporting CHEM-CLEANER with following the right procedures of the Labour laws regarding overtime.

5.3 OBJECTIVE

To provide guidelines in relation to the overtime.

5.4 POLICY GUIDELINES

Over time will only be considered if it is authorized by immediate supervisor. Overtime for must be signed by both employee and supervisor then be submitted to HR Department before 25^th of every month. All overtime submissions, submitted after the 25^th will appear in the next month.

5.5 WHEN & HOW IS OVERTIME PAID

• Overtime shall be paid at the end of the month together with the salary, of the individual and since the finance law states that such clause will also apply to overtime Income in accordance with sections, 17 and 18 of Income Tax Order 1993 as amended. Which states that gross income/salary is the sum of employment income and any other income or gain received by an individual taxpayer.

• How is Overtime Paid

Employees and supervisors shall take note that all employees are only allowed to work overtime of eleven (11) hours, per week if the hours exceed, the employer may pay the exceeded hours, provided  justification is available. For further clarifications please refer to Labour Code Order 1992 (118:3).

Employees who are to be paid overtime will be paid at a rate not less than one and one quarter times his/her normal monthly salary. As a result the formula to be used will be as thus;

Gross Salary X hours X 1.25

195

Explanation of the formula;

Gross Salary= will be individual’s monthly salary

Hours= the particular hours an employee has worked in the particular month

1.25= one & one quarter of the gross monthly salary

195 hours= the average monthly hours employees are expected to work

5.6 Procedure of Overtime and Rest Days

• Employees

• All individuals who will work overtime shall have the following prior to commencement of the assignment;
• Recommendations by the Immediate supervisor
• Approval by the Human Resource representative.

5.7 Exemptions of Overtime

1. Emergencies

In cases of emergencies employees will not be paid overtime this is in accordance with the Labour Code Order 1992 (119) (2; a-c).

1. Working on Rest Days (Public Holidays, Saturdays & Sundays)

It should be noted that if work occurs on Saturdays, Sundays and Public holidays it shall be double.

• Sleeping Over In Destination Areas

Employees who will be taking official journeys for more than a day, overtime will be paid up to the hour in which they reached the destination area, to and from. This is done under the assumption that at night normally there is no work done. However, in a situation where work will be done, special request shall be made by the Head of department.

1. Working over Lunch hour

This will not be considered as overtime since it is within the working hours, as a result no overtime will be paid to the employees

1. Attending Workshops

At the time when an employee is attending workshops either before or after working hours or on weekends such an employee will be paid overtime.

SECTION D

6. Performance, Development &Management Policy

               6.1 INTRODUCTION

This document intends to provide the basis for Performance and Development Management; it promotes efficiency and effectiveness through measuring performance and aligning it with its organizational objectives. The policy therefore, indicates how CHEM-CLEANER management should fulfill its obligations to achieve its strategic objectives.

6.2 PURPOSE

To establish and maintain an environment where the performance and productivity of the CHEM-CLEANER is   enhanced in order to support the achievement of CHEM-CLEANER`s strategic objectives.

6.3. OBJECTIVES

1. Performance and Development Management System aims to:
2. Objectively assess individual performance against set standards
3. Align individual performance with CHEM-CLEANER`s goals
4. Enhance harmonious relationships between Supervisor and Employee
5. Build a culture of continuous organizational and individual development.
6. Enhance a culture of results-oriented performance and
7. Reward excellent/outstanding performance

6.4 POLICY STATEMENTS

1. All employees should at all times be fully informed and knowledgeable on the Performance and Development Management System.
2. Line Managers/heads of sections will implement each phase of the performance cycle, whilst Human Resource Office/Administration will provide support and advice on the
3. The development of Employees is the responsibility of both the Employee and the Supervisors should however indicate and create opportunities for competence development.

6.5 DEPARTMENTAL PLANNING

The sectional annual plans should be based on CHEM-CLEANER`s priorities in a particular financial year

Each Department shall prepare an annual operational plan which shall, among others, set out measurable objectives and activities of the Department in accordance with the priorities stipulated in “CHEM-CLEANER`s strategic plan” or overall annual plan.

6.6 INDIVIDUAL PLANNING

1. There has to individual work plans which has to be developed based on the Annual work plan as well as Strategic plan.

6.7 OBSERVATION, FEEDBACK AND COACHING

1. Supervisors are responsible for improving the performance and competence development of their supervisees. Their primary responsibility is to develop, coach and give feedback to their supervisees through regular review sessions (informal as well as formal).

1. Employee performance should be continuously

1. The observation and feedback process should be confined to performance related behaviour

1. Feedback should be given immediately following observation and should be constructive and specific in nature aiming at developing the employee and improving his/her

1. Progress reports of all feedback sessions should be kept by the supervisor

1. Excellent performance should be acknowledged and rewarded

1. Feedback and coaching is a highly participatory process, where both parties aim at finding flexible solutions for continuous

6.8 ANNUAL PERFORMANCE REVIEW

1. The annual assessment of performance must be conducted end of every financial

1. Performance assessment is developmental in nature and an interactive process and takes place between the Supervisor and Employee, involving honest and clear feedback on performance against outputs with the aim of enhancing employee

1. Performance assessment should be based on the employee’s performance against job requirements, and not personal/personality factors. Employees are assessed against their mutually agreed upon performance plan, and The planned outputs and progress with the development of competencies required in delivering the outputs must be assessed.
2. The employee and Supervisor shall compile a portfolio of evidence to ensure that assessment is based on facts and not perceptions. Supportive evidence should be gathered by both the supervisor and the
3. A Performance Agreement Form, relevant to the applicable level to be provided shall be completed and signed by both Supervisor and
4. Assessment of progress with development must be done to determine what learning’s the employee achieved during the past
5. Incomplete or unsuccessful development should form the basis of subsequent development
6. When the Supervisor resigns during the course of the year, interim assessments must be completed to enable the new Supervisor to make a proper assessment at the end of the
7. There should be performance appraisal form in order to evaluate performance.

6.9 PERFORMANCE MANAGEMENT SYSTEM PROCEDURES

1. Analyse the jobs, review/write job descriptions, clarify functions and responsibilities, establish work standards and performance objectives, and agree on them with the job
2. Gather data on managerial performance
3. Evaluate managerial performance
4. Discuss feedback on accomplishment, rating and areas that need improvement with the job holder.
5. Separate training solutions from non-training solutions
6. Make suggestions on training and development

6.10 ETHICS OF PERFORMANCE MANAGEMENT SYSTEM

In any performance appraisal due consideration shall be given to the ethics of appraisal, failing which many problems may crop up and the purpose of appraisal may be defeated, therefore the following DOS and DONTS should be noted;

1. DO NOT appraise without knowing why appraisals are Appraise on the basis of representative information.
2. Appraise on the basis of sufficient information
3. Appraise on the basis of relevant information

These ethical standards are most likely to be met if appraisals are based on information both qualitative and quantitative as well as for each department.

6.11 PERFORMANCE MANAGEMENT SYSTEM TO BE IMPLEMENTED

There are several systems that can be used, but for purposes of CHEM-CLEANER the best type will be

Result Centred System and the following are the steps to be followed to make the system    successful;

1. Set the organizations goals – that is establish CHEM-CLEANER annual plan for next year and set company

• Discuss Departmental Goals- departmental heads shall discuss the departmental goals with all subordinates, often at a department wide Employees should be requested to set their own preliminary individual goals.

1. Define expected Goals-departmental heads and their subordinates shall set short-term individual performance

• Performance Review-departments heads/supervisors shall compare each employee actual and targeted

1. Provision of Feedback– departmental heads/supervisors and employees shall discuss and evaluate the latter’s

1.        Who Should Do the Appraising

The employee’s direct supervisor should appraise his/her performance.

• Self-assessment

Employees have to assess themselves first, before the supervisor can comment and rate.

• The Immediate Supervisor

Supervisor’s ratings are the most important as he/she is in the best position to observe and evaluate the subordinate’s performance, and is responsible for the employee’s performance.

1. The Head of Department

The importance of the head of department is that he/she will be able to assess whether the employee has been fairly appraised and since he/she has been interacting with the employee he may have a word regarding employee’s performance.

6.12 THE APPRAISAL INTERVIEW

This is an interview in which the supervisor and subordinate review the appraisal and make plans to remedy deficiencies and reinforce strengths.

1. How to Conduct the Appraisal Interview

When conducting the interview there are four important points to remember;

1. Be direct and specific: the supervisor should be able to face the subordinate and tell him/her the performance of the particular For example there should be references such as timeliness of completion of tasks, number of errors, customers comments etc.

1. Don’t get personal: the employees work should not be compared to other colleagues rather compare what he/she has produced to the expected performance

1. Encourage the person to Talk: the subordinates should have a chance to say what they feel or what they think should be done in order to improve their performance. Questions asked should be open ended so as to encourage the subordinate to speak

1. Don’t Tip toe: make sure that the subordinate leaves the room with clarity as to what he/she has done wrong and what he has done In anything said examples should be cited, and further an action plan with expectations shall be drawn.

6.13 Confidentiality

1. a) The regulations specify a number of requirements designed to enhance fairness and transparency are listed below;

1. b) Employees should be included in the process of developing and agreeing criteria a year in advance of the appraisal date and the inclusion of these in a written performance

1. Employees should participate in reviewing agreements and progress made at least at the beginning of the first, second and third quarters, so that any judgment of performance will not come as a surprise in the

1. d) A written record shall be made of performance problems that may have been identified in the performance

1. e) A clear route for appeals shall be specified on all instruments (in this case we shall follow CHEM-CLEANER`s grievance procedures).

1. f) Provisions shall be made for employee’s representative throughout the

1. g) Any information arising out of this system is considered confidential and should be treated as

Any breach will be dealt with in accordance to CHEM-CLEANER`s code of conduct.

6.14 PERFORMANCE REVIEWS

The performance reviews are important for three reasons:

1. To motivate
2. To enhance; and

• To

In addition to the continuous feedback that supervisors give to employees, there shall be formal review sessions every quarter.

People are generally less committed to actions they are told to take, and are more committed to actions they are allowed to determine for themselves. So coaching should not be telling, but collaborating.

7. RECRUITMENT & SELECTION POLICY

7.1 Introduction

The Recruitment and Selection policy is aimed at supporting CHEM-CLEANER with recruiting and selecting candidates with the requisite competencies to vacant positions. In this regard, the process of recruitment shall be fair to all applicants.

7.2 PURPOSE

To select the most suitable applicant for a vacant position, taking cognizance of the CHEM-CLEANER`s recruitment policy.

7.3 OBJECTIVE

To provide guidelines in recruiting the most suitable candidate for CHEM-CLEANER`s vacant/newly created positions.

7.4 POLICY GUIDELINES

1. All positions will be advertised through media, g. radio, newspapers and employment agencies and any other method that may be suitable to CHEM-CLEANER.

1. All qualifying candidates have an equal opportunity to apply, and be selected to positions for which they qualify in terms of the inherent job

1. All recruitment and selection activities and decisions shall be documented and stored securely for two years to allow for future

7.5 ROLE OF THE HUMAN RESOURCE/ADMINISTRATION DEPARTMENT

The department will provide advice on recruitment policies and procedures, best practice recruitment strategies and competency based methodologies.

In addition, the office will provide the following administrative services:

1. Editing and placement of advertisements co-coordinating.
2. Providing all relevant information to prospective

• Co-coordinating and acknowledging receipt of

1. Shall assist with reference checking of the
2. Preparing a report on the recruitment and selection
3. Informing unsuccessful

• Informing candidates of any delay in the selection
• Preparation of letters of offer/contracts for all

1. Verification of qualifications and credit/criminal checks on recommended
2. Advice to prospective and new appointees on remuneration and

7.6 NEEDS ASSESSMENT

The exercise shall apply to all existing vacant position and the newly created positions, and as per management request to an already filled and existing position.

1. A needs assessment exercise should be done before declaring a vacancy,
2. Justification for decisions made on particular positions should be documented for at least one (1) years.

7.7 RECRUITMENT AT CHEM-CLEANER FOR VACANT/NEWLY CREATED POSITIONS

• INTERNAL RECRUITMENT

This is where CHEM-CLEANER has a number of potential candidates within its staff who are eligible for promotion; as a result CHEM-CLEANER may decide to advertise such positions internally. The recruitment procedure for internal adverts will not be different from those of the external as CHEM-CLEANER is looking for the best candidate for the job.

• REHIRING FORMER EMPLOYEES

This is where CHEM-CLEANER may decide to re-hire the former employee who voluntarily terminated his/her contract with CHEM-CLEANER.

• GUIDELINES

The following guideline can be used when CHEM-CLEANER decides to rehire former employees;

1. Provided there has never been a disciplinary action taken against him/her.
2. With the provision that his reasons for leaving CHEM-CLEANER were not only

• With the provision that his performance at CHEM-CLEANER was excellent

1. CHEM-CLEANER SAPC is convinced CHEM-CLEANER will gain a lot from such a candidate
2. CHEM-CLEANER is convinced that such a candidate excels in terms of  performance where he is currently employed
3. That there is no bad record at his current employment

• That CHEM-CLEANER wants to poach such a person due to his performance and gap he has left at CHEM-CLEANER.
• Such a candidate is in a new organization for more than twelve (12) months unless

1. Such a candidate does not have a criminal record which may be (theft, fraud )
2. The candidates skills are unique in the country
3. CHEM-CLEANER is not able to find a suitable candidate through other means of recruitment.

• PROCEDURES

The candidate can be hired by either, external or head hunting methods mentioned above. The procedures for the decided method should be followed.

At least the candidate should satisfy, seventy percent (70%) of the guidelines above. All the other procedures of recruitment shall be followed.

• HEAD HUNTING

This is a process where CHEM-CLEANER does not put up an advertisement for public consumption. However this method of recruitment can be opted in the following circumstances;

1. If the open method has failed CHEM-CLEANER to get a suitable candidate, this is the method where Managing Director will assign Senior Management to head hunt for a particular

1. Governing Rules for Head Hunting
2. The position should have been advertised publicly for public consumption and there were no
3. The head hunted candidates should attend an oral and written interview where necessary even a psychometric whenever it’s necessary.

• There should at least be two candidates to compete for one position

1. A set of interviewing questions shall be determined in advance. All candidates should respond to the same set of interview questions. Additional questions may be formulated to clarify and elicit more information after a response from the
2. All the other rules that apply during normal recruitment and selection shall apply except for publicizing the

7.8 JOB OFFER/APPOINTMENT

The job offer is only done once the process of selection has been concluded. Therefore, an offer of employment- verbally or otherwise- before the process is concluded, will be considered unethical.

• Job offer

A letter offering the job inclusive of the package of the position should be written to the successful candidate, and the candidate should indicate in writing within seven (5) days after receiving CHEM-CLEANER`s offer whether he/she is taking the offer with the said benefits or not.

All new employees shall be issued contracts once indicating that they will take the offer as it is and such a contract shall be signed before commencement of duty. This will allow the candidate to peruse and request clarification where necessary and CHEM-CLEANER will have the opportunity to edit the contract before commencement of duty. It is further expected that all employees shall fill the personnel particulars prescribed by the Managing Director from time to time and shall be obliged to report any changes in them.

CHEM-CLEANER staff maybe appointed under the following contracts;

1. Permanent (without specific time limit) – these will be contracts signed by the employer and employee.
2. Fixed term/performance contract– these are contracts signed by officers considered as senior management or those officers who are assigned to achieve specific tasks within a stipulated time

• Volunteer contracts- these are contracts which are signed by the employee and employer. Normally the employees would just want to gain experience in the specified field not necessarily looking for a remuneration package. However, for such contracts reference checks and the criminal record checks should be done thoroughly so as to eliminate the speculations of information hack/stealing.

1. Attachments- this is where CHEM-CLEANER engages students for purposes of completion of their studies and certificate Students from any accredited institution can be engaged but the following documentation will be required;

1. A formal letter from the institution
2. Prove of registration for such students
3. Time limit on attachment

There will be limited activities attended to by such candidates for purposes of avoiding information leakage. However, the candidates will be expected to sign volunteer agreement form. The normal procedures of recruitment will not be followed as we will not advertise for such positions.

1. Part-time- these will be employees who work for CHEM-CLEANER for certain agreed hours be it in a day/week or month. Such positions can follow the recruitment procedures and candidates can also be sought by head
2. Temporary- these are employees who will be engaged, by CHEM-CLEANER for fixed period either to stand in for an employee who is on study for more than twelve (12) months. Such employees may or may not follow the recruitment procedure depending on the urgency of the matter and the period such an employee will spend with CHEM-CLEANER.

7.9 Medical Examinations

A candidate shall undergo medical examination by a registered medical practitioner and produce certificate on assumption of duty.

CHEM-CLEANER will only accept medical certificates from registered medical doctors.

7.10         7.7 Induction/Orientation Training

Human Resource office should orient newly appointed employees together  with departmental heads in the first week of joining CHEM-CLEANER.

The content of the induction program should include:

Vision, mission and values,

1. Code of conduct,
2. CHEM-CLEANER`s functional `s structure,

• HR policies, special regulations and procedures pertaining to the specific environment

Line Managers should induct employees on the following:

1. Departmental core functions
2. Current developments in the section
3. Relationship between the departments

• Responsibility and authority of the new employee in the particular

7.11         Probation Period

All new employees who are on the permanent and pensionable contract will serve a probation period, which will be clearly stipulated in individual’s contracts. During the probation period the employee will be assessed monthly until completion of the probation.

During the probation period, either party may terminate the contract upon giving a one-week notice unless otherwise agreed.

7.12         ACTING APOINTMENTS

This is when an employee is appointed to work on his/her activities but also deal with activities of the next level of management concurrently and such an employee will be remunerated for the extra work done.

An employee may be appointed to act in a higher position than the one held by him/her, for a period not exceeding six months. Beyond the six months, it should be considered to offer the employee the position only if the position is vacant but if the substantive holder is on study leave employees can act beyond six (6) months without expecting to be substantive holders of the position.

An acting employee is entitled to salary increment calculated in the following manner; the difference between the notch of the acting employee and the first notch of the position he/she is acting on.

• Benefits of Acting

Employees will be entitled to the following benefits only if they act for a period of 1 month/twenty (20) working days or more.

The benefits are as follows:

• An increase of salary for the acting period e. the difference of one’s salary and the first notch of the position one will be acting in.
• In a situation where the Senior Manager is acting in a position where he/she earns more or the same such a manager can earn 10% increase of her/his

7.13         TERMINATION OF CONTRACTS

• Continuous/Permanent

Either the employer or employee can terminate this contract or they are both liable to furnishing one party with the following:

In case of an employee-terminating contract he/she should provide the employer with the following:

One (1) calendar month notice, for those who have one year or more working for CHEM-CLEANER. Whereas eleven months or less two weeks’ notice will be adequate.

Though this is the case it is the discretion of the Managing Director to decide on a shorter or longer period of notice.

• Temporary Contracts

Either CHEM-CLEANER or employee can terminate this contract or they are both liable to furnishing one party with the following:

In case of an employee-terminating contract before its expiry he/she should provide CHEM-CLEANER with the following:

One calendar month notice, for those who have one year or more working for CHEM-CLEANER, whereas eleven months or less two weeks’ notice will be adequate.

7.14         PROMOTIONS GUIDELINES

1. Promotions should not be done as a favour to other employees
2. A needs assessment exercise should be done before a promotion is done

• There should be no prior promises to prospective candidates

1. Where possible all suitable candidates should have an opportunity to compete
2. For closed promotions motivations should be from the Heads of
3. Motivations should be submitted to the Staff Appointments Committee

• Performance of employees at current positions should be excellent

1. OPEN PROMOTION

This is a situation where there is a vacant position and a number of employees have the necessary experience and qualifications. In such a situation SAPC will have to resort to advertising the position internally for fair competition. In this case all the rules of internal recruitment will apply and they are as thus;

1. PROCEDURES FOR INTERNAL ADVERT

The job description shall be used as the main document in the compilation of job advertisements. The advertisement shall be thoughtfully compiled to avoid direct or indirect discrimination and/or misinterpretation. The advert should be posted on all campus notice boards internal newspaper, website and other internal means of communication.

• From previous employers or academic institutions attended by the

• PROMOTIONS AFTER COMPLETION OF STUDIES

There can be promotions after completion of studies, under the following conditions

1. The employee has completed the qualification that was agreed between them and CHEM-CLEANER
2. There is a vacant position for the employee to be promoted to

• Funds are available for the payment of such

1. The employee has a clean record with CHEM-CLEANER e. there are no disciplinary/grievance cases handled between the employee and CHEM-CLEANER.

8. REMUNERATION&BENEFITS POLICY

8.1 Introduction

This chapter is aimed at supporting CHEM-CLEANER with its remuneration and benefits and to allow all employees to know their entitlements and conditions of such entitlements.

8.2 MONTHLY SALARY

1. Staff members shall be remunerated in accordance with salary scales approved by the Managing Director.
2. The first salary review of a new employee appointed to the established staff on or after April 1^st will be made on April 1^st the following year.
3. Salaries will be paid on the 28^th day at the rate of1/12 of the annual salary in any given month or as near as may be convenient to the CHEM-CLEANER. .
4. PAYE, if any, on the employment gross salary will be deducted by the CHEM-CLEANER and will be paid on employee’s behalf to receiver of

8.3 Inflation Adjustment/Increments

Annual increment may be implemented at the beginning of each financial year upon recommendations by the Managing Director.

8.4 Bonuses

As per company performance, Managing director can decide to pay bonus to all staff members at the end of December of each   year.

8.5 EMPLOYEES BENEFITS/ENTITLEMENTS

1. Workmen’s Compensation Fund

In the event of any employee sustaining bodily injury resulting solely and directly from incident arising out of, and in the course of the injured employee’s employment by the Managing Director, whilst engaged in the occupation in connection with the business, caused by outward violent and visible means which shall directly and independently of any other cause result within twelve months in death, disable mentor medical expenses the Company will compensate the employee or her/his dependents per Lesotho Workmen’s Compensation Act No. 13 of 1977.

1. Pension /Provident Fund

CHEM-CLEANER operates a contributory pension scheme; in accordance with the scheme`s bi-laws.  This scheme is mandatory for all CHEM-CLEANER employees whose employment has been confirmed. The employee who has enrolled in the Pension/Provident Fund shall receive his/her benefits as per the scheme’s regulations.

Pension and any other benefits will be as defined in the rules of the Fund.

1. GRATUITY

• Gratuity CHEM-CLEANER shall pay an amount equivalent to 20% taxable amount of the gross monthly salary for each staff member at the end of the contract, and if the contract is terminated before expiration of the contract period; on pro rata

• Employees who qualify

Employees who qualify for gratuity are those who have more than one-year of service with the CHEM-CLEANER. It is granted in the following instances:

• If CHEM-CLEANER closes down
• Termination of contract by either CHEM-CLEANER or the

• ALLOWANCE
  • Allowances shall apply in cases involving staff members on official travel within and outside All international and local trips shall first be approved by the Managing Director.

• If a staff member incurs costs out of his/her pocket in pursuance of his/her duties, he/she shall be reimbursed upon submission of authentic evidence of such expenses. The following allowances shall be payable when staff is on official duties:

1. Food

Staff members shall be entitled to a meal allowance for travel to field work for duration of less than a (1) day, upon production of valid receipts.

8.6 Acquisition of Visas for Official Business.

8.6.1 Only staff members nominated to attend official business abroad including training shall acquire visas at CHEM-CLEANER`s expenses and assistance. The following procedure shall be followed when applying for a visa:

• A staff member who is to undertake travel on official business to a country that require a travel visa, shall request in writing the Administration to obtain a visa on his/her behalf as soon as such travel is

• Upon receipt of the request, the Administration shall make all the arrangements for the Officers acquisition of the

1. Travel by Air

1. All members are entitled to travel by air by the shortest route

1. Where an international travel is sponsored by a third party, CHEM-CLEANER shall provide subsistence allowance in the following proportions:
   1. Where the sponsor pays for accommodation or meals only, CHEM-CLEANER shall provide 50% of the prescribed subsistence
   2. Where the sponsor pays for accommodation and meals, CHEM-CLEANER shall provide 25% of the prescribed subsistence

• Where the third party pays for air-ticket only, CHEM-CLEANER shall fully cover the expenses.

1. A staff member shall be entitled to claim reimbursement for airport taxes, bus fares, official telephone calls and faxes upon production of valid

1. A staff member who fails to account fully for the accountable imp rest, shall reimburse CHEM-CLEANER. .

1. If a staff member not undertake travel for which company expenses were incurred, the staff member shall be required to return the company expenses

• Travel by Road.

1. Staff members proceeding in official trip within and outside Lesotho shall be provided with means of transport and before commencing on official trips inside

1. Where CHEM-CLEANER cannot provide transport and a staff member opts to use her/his car, a written approval shall be obtained from the Managing Director prior to usage of private vehicles, and the shortest route shall be

4. Staff members shall be entitled to claim M4.50 per kilometre travelled upon production of a

1. Where a staff member decides to use his/her motor vehicle on an official trip even when the vehicle is available, he/she shall not be eligible for a mileage

1. Returning home to collect forgotten official material and coming to work at the beginning of the day and going home at the close of the day shall not count for a

• Benefits.

The following benefits may be applicable to the staff members and all others may be paid as stipulated under the employment contracts:

1. Advances.

CHEM-CLEANER may permit staff members’ salary advances in case of death of the next of kin, serious illness and any emergencies upon conditions to be determined by the Managing Director. The advance shall not exceed two (2) months gross basic salary.

The advance would be recoverable within 6 months maximum.

1. Medical Aid.

Medical Aid shall be a condition of employment and the Managing Director shall contribute towards medical subsidies for all staff members in accordance with schedule 2

1. Telephone Allowance.

Staff members may be entitled to telephone allowances in accordance with position and terms of each member’s contract.

8.7 Withdrawal of Benefits

This issue will be decided at the time when the contract between CHEM-CLEANER and the employee is terminated. It will further depend on the reasons for termination.

SECTION E

9. TRAINING&DEVELOPMENT POLICY

9.1 INTRODUCTION

CHEM-CLEANER is committed to providing development and training opportunities for all its employees so that they can contribute as effectively as possible to its overall objectives.

The purpose of this training and development policy is to ensure effective and efficient utilization of the necessary resources by following appropriate procedures in the administration of the training function.

9.2 Policy Statement

CHEM-CLEANER recognizes the need for its employees to learn and develop their skills, on a continuous basis. Training and development, of CHEM-CLEANER staff is one of the ingredients necessary in striving to equip CHEM-CLEANER staff members with the best skills to face the challenges of the world of work.

9.3 Eligibility

All CHEM-CLEANER employees on a fixed term contract and permanent and pensionable employees are eligible for training and development in accordance with the CHEM-CLEANER Rules and Regulations and this policy. In deciding on any training and development for an employee, the needs of CHEM-CLEANER shall take precedence.

9.4 Policy Objective

The training and development policy strives to achieve the following objectives;

1. To provide and maintain clear transparent guidelines that promote consistent and unbiased management decisions in the administration of training
2. To facilitate coordination of training and development initiatives and guidelines, that are in line with CHEM-CLEANER`s strategic plans, national priorities, as well as employees development
3. To facilitate implementation of bonding measures those maximize staff

9.5 TYPES OF TRAINING

Training and development at CHEM-CLEANER shall be needs based, types of training and development programs shall include the following:

1. INDUCTION PROGRAMME

• In-house induction: All new staff members shall undergo departmental rotations within the first two weeks of their arrival in their offices, aimed at settling them in. The training shall cover both core areas of different departments and will be arranged by Administration /Human Resource They should further be posted in different sections/departments in order to broaden their knowledge about such departments.

• Induction Training

The content for the induction program should include but not limited to the following:

1. Vision, mission and values,
2. Code of conduct,
3. CHEM-CLEANER`s functional structure,
4. Human Resource policies, special regulations and procedures pertaining to the specific environment
5. Statutes, ordinances

Line Managers should induct employees on the following;

1. Departmental core functions
2. Current developments in the section
3. Specialized regulations per department should be issued to the new employees
4. Employees should be made aware of how they fit into the department & the roles they will

1. ROTATION

Departmental Heads may post employees to different sections of the company, in order to enable them to learn about the specific jobs of the sections with a view to broadening their knowledge and experience. Rotations should be relevant to the employees job and they should be with the intention of achieving CHEM-CLEANER`s vision.

1. IN-HOUSE TRAINING

Departmental Heads may provide periodic in-house training sessions to address particular problems or concerns of CHEM-CLEANER. This type of training maybe facilitated by either staff members or invite external  consultants where necessary. For this type of training all employees are eligible namely part-time, fixed terms, permanent and pensionable.

1. ATTACHMENTS

An employee may be attached to an outside organization to acquire experience and gain insight into the workings of a similar organization for a specific period.

1. Eligibility

Only employees on the following contracts are eligible for this type of training; fixed term and permanent and pensionable.

1. Remuneration & Benefits

Employees on a program for a period of six (6) months benefits will be as thus;

1. Full pay of salaries
2. All benefits fully paid

1. STUDY TOURS

Employees may be allowed to undertake study visits to internal or external agencies to learn and observe their operations as well as exchange experiences, ideas and skills.

1. Approach

Girls Coding will be able to recommend this type of training in the   following circumstances;

If the program will be beneficial to CHEM-CLEANER and its vision.

• Eligibility

Eligible employees for this type of training will be employees on permanent & pensionable contracts.

Employees on a fixed term contract but their program will be for a maximum period of six (6) months only.

• Remuneration & benefits

1. Full pay of salaries
2. All benefits fully paid

• Exchange Programmes

Where possible exchange program may be arranged between institutions or agencies at local, regional and international levels.

9.6 PROFESSIONAL/FORMAL TRAINING &DEVELOPMENT

Professional training is classified into three main categories, short term, part-time and long term:

• SHORT TERM TRAINING

Short –term training refers to functional training and development offered for a period that does not exceed six (6) months.

• ELIGIBILITY

Employees who are on the following contracts are eligible for this training;

• permanent and pensionable
• fixed term

• PART-TIME/DISTANCE TRAINING

This refers to approved training and development undertaken by employees whilst remaining in full- time employment with CHEM-CLEANER. This training may involve periodic block release of employees from work for a cumulative maximum period of eight (8) weeks and ten (10) days of study leave for every year of study.

1. ELIGIBILE

Employees who have fixed term contracts and permanent & pensionable contracts will be able to attend this type of training.

• LONG TERM TRAINING

Refers to training intended for acquisition of academic and professional qualifications for effectiveness in job performance, as this training is normally longer than six months. Study leave is required if training is on a full time basis.

1. Conditions of Study Leave

Conditions under which an employee will be granted study leave are as follows:

• The employee shall qualify for study leave after successfully serving a period of twenty-four

(24) Months (2 years).

• CHEM-CLEANER shall approve only studies relevant to his/her duties in accordance with the annual training plan;
• Employees who are aged 45 years and above, shall be granted study leave provided that they will be able to serve their bonding

1. Remuneration during study period

• An employee who is granted study leave will be paid salary allowance as follows:
• 50% salary for the first six months of training and
• Allowance at 30% for the remainder of the training
• The inflation adjustment will be effected on employees when inflation is included on other

1. Annual leave

• An employee who is on study leave will not earn any However, on completion of training he/she will be granted ten (12) working days as settlement leave.

• Educational leave shall be based on an appraisal of the present and future requirements and the qualifications of the employees applying thereof and shall be granted only to meet the identified needs of CHEM-CLEANER.

9.7 Bonding Agreement between CHEM-CLEANER & Employees

Before an employee can be granted study leave he/she will be required, together with his/her guarantor, to sign a bonding agreement, binding him/her to serve CHEM-CLEANER for periods stipulated in the bonding agreement accordingly.

The following durations will serve bond for employees on study leave;

9.8 RULES GOVERNING THE AWARD OF STUDY LEAVE

Every employee awarded study leave by the CHEM-CLEANER is required to comply with the following rules:

1. a) To accept such sea or air passage to and from the country of study as is provided by CHEM-CLEANER.

1. To proceed to the training institution as directed and begin the course of studies for which the award was made and to continue with such studies for as long as prescribed unless he/she is prevented from doing so by sickness proved by a certificate from a recognized Medical Practitioner; or by circumstances beyond his/her control recognized as such by the Managing Director of CHEM-CLEANER or any other person on his/her

1. To reside in an approved college, hostel or

1. To devote his/her whole time to following the course of instruction for which the study leave is awarded unless permission to undertake other work or studies or to modify his course in content or duration is

1. Not to engage in any occupation or activity which is considered detrimental to his/her progress in the course of studies prescribed to him/her and or detrimental to his/her

1. To satisfy CHEM-CLEANER as to attendance, conduct and progress by authorizing the head of training institution or such other approved person at which he/she is studying, to submit half yearly reports to CHEM-CLEANER.

1. At all times to conduct himself/herself as an honest and faithful student and to the best of his/her power and ability faithfully to observe, obey and perform such instruction and directions as may be given to him/her from time to time in whatever form such instructions may

1. To submit to a medical examination as directed; it being understood that the study leave may be suspended or terminated if the report from such a medical examination indicates that he/she is unfit to complete his/her studies owing to ill-health. Furthermore, the study leave shall be suspended or terminated if he or she feels unfit and the institution recommends so. The study leave may be suspended or terminated if he/she absents himself/herself from the studies for more than six months owing to ill-health.

1. To sit for and pass any prescribed examinations or approved group of examinations within the time fixed by the authorities of the institution at which he/she is attending or by the Managing Director of CHEM-CLEANER or any other person in that behalf unless he/she is prevented from so doing by sickness proved by certificate from a recognized Medical Practitioner or by circumstances beyond his/her control recognized as such by the Director of CHEM-CLEANER or any other person in that

1. If the applicant decides to marry during the course of training, he/she should still fulfil all the conditions under which the study leave was

9.7.1 The study leave may be suspended or terminated if the person awarded study leave fails to comply with any of the foregoing rules.

1. Wherever direction, intention, approval or consent is indicated or required by any of the foregoing rules the same may be given or signified by the Managing Director of CHEM-CLEANER or such person as he/she may

1. All members of staff will be required to sign the following declaration in the presence of an Administration /Human Resource Officer and an officer of the CHEM-CLEANER authorized on behalf of the Managing Director.

9.9 EMPLOYEES WHO COMPLETED THEIR STUDIES EXCEPTIONALLY WELL

In certain instances CHEM-CLEANER will find that some of its employees have completed their studies exceptionally well that they have obtained a distinction or anything equivalent with the course they had engaged with. Such employees shall be encouraged or motivated somehow, some of the options as a way of retaining such employees would be the following;

1. Be promoted to the next level of management provided there is a vacant position
2. A higher position can be created for such an employee funds permitting

• An increase of salary from 20% upwards shall be instituted.

1. An honorarium shall be issued in terms of finance
2. A publicized award for such an employee shall be done, e.g. website publicity for six (6) months.
3. Other terms of the bonding agreement shall remain the same.

9.10 SUSPENSION OF STUDY LEAVE

There are unforeseen instances where study leave is to be suspended, by the CHEM-CLEANER employee. Such will be allowed with a maximum period of one year, but it will be expected that each year the employee shall make an effort to update the training committee on efforts made to return to studies. Moreover, suspension will be allowed under all or one of the following conditions;

1. Unoffered courses in a particular year

In this situation it will be expected that the employee shall furnish the Managing with the following documents;

• The name of unoffered course and an indication of when it might be offered, such a letter shall be written and signed by the institution
• The employee before requesting suspension shall show efforts made to get the similar course in other institutions or alternative courses they may
• Suspension will not just be given but there should be convincing efforts that show that there are no such courses to be offered at any institution even if done either, part- time or distance-learning.
  1. Family problems

This is the situation where, employees are having family problems which they cannot afford to be away from home; however if possible such problems shall be documented as prove, problems that will be considered;

• Death of a parent, adult or spouse looking after children while on study
• Children`s death or
• Financial problems in case of those who are paying for their own

Ill health of the employee proven by a registered medical practitioner

9.11 EXTENSION OF STUDY LEAVE

There are unforeseen instances where study leave is to be extended, by the CHEM-CLEANER employee. Moreover, suspension will be allowed under all or one of the following conditions;

1. Improving on what he/she has just completed as an agreed course between her and CHEM-CLEANER
2. The course to be done is desperately needed at CHEM-CLEANER
3. The course to be done is relevant to achieving CHEM-CLEANER`s
4. The employee has done exceptionally well in the previous course
5. Request of extension is not due to failure of one of the modules
6. Ill health of the employee proven by a registered medical practitioner

9.12 EVALUATION AND MONITORING OF TRAINING AND DEVELOPMENT

1. Institutional Training and Development Reports

Upon completion of a training course, every officer shall write a report on among other topics there should be , objectives of the course, how he/she has benefited from it and how the organization will benefit, challenges during training should be identified, recommendations should be shown and a work plan how the recommendations will be implemented.

1. MONITORING AND EVALUATION

CHEM-CLEANER shall solicit half yearly progress reports from academic institutions to monitor officer’s individual performance and to evaluate the training. If such reports are not received timely the sanction shall be to either terminate or suspend the study leave.

1. TRAINING AND DEVELOPMENT RECORDS

CHEM-CLEANER shall maintain a training profile of its employees, which shall be updated as and when employees acquire additional qualifications.

1. INSTITUTIONAL ACCREDITATION

All training including inter alia, academic, vocational, technical and professional, done locally and externally, shall be conducted by institutions duly accredited by an accreditation authorities recognized by the Government of Lesotho and CHEM-CLEANER.

10. HR FORMS

Declaration Form

I………………………………………………….(NAME IN FUL) hereby declare that I have read the foregoing rules and agree that the study leave awarded to me shall be governed by these rules and that in the event of a breach by me of any of the above rules my study may be suspended or terminated forth with.

………………………………. Candidate (Signature)

I certify that the Declaration was both read and signed by the Candidate in my presence as Human Resource Officer on……………Day……………………….20………..

Signed for Human Resource ………………………………………..

Signed for Witness ……………………………………………………………………

10.1 DISCIPLINARY RECORD

1. It applies between employee and Supervisor
2. The form should clear show the date, employee name and supervisor’s name.

1. It has to show the code of the offence, description of the offence and possible results of the offence.
2. It has to be signed by both supervisor and employee

10.2 NOTICE OF DISCIPLINARY HEARING FORM

It must be done at least 48hours before the disciplinary hearing.

It has to clear show date of issue, name of complainant, name of defendant, position of the defendant, code of the offence, description of the offence, date of the offence, when the hearing will be help and what rights of the defendant in the hearing are.

10.2.1 The hearing panel should include:

• Chairperson of the hearing who supposed to be neutral
• Mediator – a person how is knowledgeable in Labour law who will protect both parties.
• Secretary – a person who will record minutes
• Witnesses for both parties if there are any.

10.3 Notice of Hearing form

Name of employee:

Mr /Mrs /Miss…………………………………………………………

EMPLOYMENT NO.……………………….

Complainant: …………………………………..

Date of issue: ……………………………………

Venue for the hearing: ………………………….

You are hereby notified to attend a Disciplinary hearing on…………………….. (Date)

at………………………………………………………………….. (Place)

Where you will be required to answer to the following charge/s brought against you:

You contravened Company Rule No……………………………………………… pertaining

to

……………………………………………………………………………………………………………

………………………………………

In that on /about (Date)…………………………………………………… at or near

………………………………………………… (Place), you (State the act/s/allegation/s)

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

The charges are classified as minor/serious misconduct in terms of CHEM-CLEANER Disciplinary Code. You are entitled to bring one representative to the hearing. This representative shall be an employee of the CHEM-CLEANER. In addition, if you require any witnesses to be present at the hearing, please notify Management by advising the office Human Resource immediately so that the necessary arrangements may be made.

Please be advised that if you do not present yourself at the hearing without good reason, the hearing shall proceed in your absence and a finding made accordingly.

……………………………………………………………..

…………………………………………………………………………..

SIGNED (FOR HR OFFICE)                                                     CAPACITY AND DATE

………………………………………………………… acknowledge receipt of this notice on the

……………………… (Employee’s signature) (Date)

NOTE: Copy to be sent to Human Resources for Records. The charge sheet is filled by the Complainant and forwards it to HR for setting of the date, venue and time for hearing.

APPENDIX 2

SUMMARY OF INQUIRY/FORMAL HEARING

SUMMARY OF DISCIPLINARY INQUIRY/FORMAL HEARING

(For use at any Appeal Hearing)

DETAILS OF INQUIRY/FORMAL HEARING:

Venue:

……………………………………………………………………………………………………………

………………………

Date:

……………………………………………………………………………………………………………

…………………………

Chairperson:

……………………………………………………………………………………………………………

………………

Panel:

……………………………………………………………………………………………………………

……………………………………………………

……………………………………………………………………………………………………………

…………………………………………………..

Interpreter:

……………………………………………………………………………………………………………

………………..

Alleged Offender:

……………………………………………………………………………………………………………

……….

Representative:

……………………………………………………………………………………………………………

………….

Complainant:

……………………………………………………………………………………………………………

……………..

WITNESSES:

1. …………………………………………………………………………………………………
2. ………………………………………………………………………………………………….
3. ………………………………………………………………………………………………….
4. ………………………………………………………………………………………………….

WITNESSES FOR THE ALLEGED OFFENDER:

1   …………………………………………………………………………………………………..

2. ………………………………………………………………………………………………….
3. ………………………………………………………………………………………………….
4. ………………………………………………………………………………………………….

DOCUMENTS:

Documentary Evidence used:

1. ………………………………………………………………………………………………………

…………………………………

2. ………………………………………………………………………………………………………

…………………………………

3. ………………………………………………………………………………………………………

…………………………………

4. ………………………………………………………………………………………………………

…………………………………

MINUTES OF THE DISCUSSIONS

(Charges and Rule(s) alleged to be breached)

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

……………………………………..

FACTS ESTABLISHED

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………

REVIEW RECORD

Date engaged………………………………………………………………… Total no. of years with

CHEM-CLEANER

………………………………………………………………………………………………………………………

……………………………….

Previous Warning:

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………

JUSTIFYING FACTORS/IRRITATING FACTORS:

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

……………………………………………………………………………………………………..

VERDICT………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

………………………

SIGNED:……………………………………………………………………………… DATE:

…………………………………………………….

CHAIRPERSON

SIGNED:…………………………………………………………………………….. DATE:

……………………………………………………..

PANEL MEMBER

SIGNED:……………………………………………………………………………. DATE:

……………………………………………………..

PANEL MEMBER

10.4 Formal Hearing Guidelines/checklist

MISCONDUCT/POOR WORK PERFORMANCE/INCAPACITY ILL HEALTH/INJURY

Chairperson:………………………………………………………….. Date:

……………………………………….

Comments:

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

………………………………………………. Signature:

……………………………………………………………………………………………………………

………………….. Name:

……………………………………………………………………………………………………………

…………………………. Capacity:

……………………………………………………………………………………………………………

……………………..

Cc: Human Resource Office

10.5

Mr/Mrs/Ms/……………………………………………………………… Date:

………………………………………………

RE: DECISION ON YOUR DISCIPLINARY HEARING

Following Disciplinary hearing conducted on

……………………………………………………………… the panel has found you guilty/not guilty of the offence of

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

………………………………………………………………………… leveled against you.

The punishment/sanction imposed is

……………………………………………………………………………………………………………

…………………………………… with effect from

……………………………………………………………………………………………………………

……………

You are hereby advised that you have a right to appeal against the decision of the panel, in writing by close of business on…………………………………………………………………………………………………….. and that a copy of such an appeal must be filed with Human resources. The summary of the record is enclosed for your information.

Human Resource

Include Summary of Record

10.6

REQUEST FOR AN APPEAL

(This form is to be completed by the appellant and received by Administration Secretary/Human Resource Office of CHEM-CLEANER within Five (5) working days of receipt of the decision of the Panel)

EMPLOYEE’S NAME:

……………………………………………………………………………………………………………

EMPLOYEE’S NO.:

……………………………………………………………………………………………………………

…..

JOB TITLE:

……………………………………………………………………………………………………………

……………..

Date of inquiry/hearing:

……………………………………………………………………………………………………..

Name of Chairperson:

…………………………………………………………………………………………………………

Corrective action imposed:

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………..

The above employee wishes to request an appeal against a decision of an inquiry/formal hearing/appeal person Mr. / Mrs. ……………………………………………………………

(Appropriate letters to be circled)

• Appeal against the finding;
• Appeal against corrective action imposed
• Appeal against both the finding and the punishment

Reasons for Appeal (Appropriate letters to be circled)

• Lack of jurisdiction e. Commission had no right to hear the matter
• Procedural (Specify):

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

…

• Incorrect i.e. Panel came to an incorrect decision
  • Alleged misconduct/unsatisfactory performance never Specify:

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…….

• Chairperson’s assessment of evidence Specify:

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

……………………

• Insufficient evidence to prove a Specify:

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

……………………

• New evidence/witnesses available which could affect the result of the Full description of new evidence/copies of witnesses statements to be annexed:

…………………………………………………………………………………………………

…………………………………………………………………………………………………

……………………………………………………………………………………………….

• Other reason/s for the incorrect finding>. Specify:

…………………………………………………………………………………………………

…………………………………………………………………………………………………

………………………………………………………………………………

• Corrective action too harsh/inappropriate/inconsistent. State what would have been the reasonable/appropriate/consistent:

……………………………………………………………………………………………………………

……………………………………

• Other reason/s. Specify:

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

…

The following reasons are submitted in support of this appeal:

………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………

……………………………………………………………………………………

Employee’s Signature: …………………………………………       Date:

………………………………………………………. Representative’ Signature: ……………………………………… Date: ………………………………………………………….

Cc: 1. Human Resources Office

2. Relevant Manager

10.7

APPEAL PROCEDURAL STEPS

The following steps are to be taken after the disciplinary hearings:

• Step 1
  • After the report of the disciplinary hearing has been signed by the panel, a letter to the employee which states the decision of the panel shall be sent by the Human Resource Office, with a copy to the relevant head/Manager and a copy to the employee’s
  • Such a letter must state the employee’s right of appeal, the time within which such an appeal may be made if an employee wishes to lodge such an appeal and that she/he shall copy the letter of such appeal to (a) the relevant head/manager and (b) Managing Director
  • The Human Resources shall process the outcome of the Panel’s decision upon receipt

• Step 2
  • The recipient of the notice of appeal shall formally advise the chairperson of the Appeals Panel, who will promptly request the managing Director /Senior Management to nominate the two members or others as necessary. The appellant shall then be advised of the date and venue of the sitting, with a copy to (a) The relevant supervisor Manager and (b) Chief Executive

• Step 3

Once the Appeals Panel has heard the appeal and made a decision, it shall communicate that to the Human Resource Office who will inform the appellant of the outcome, and further advising him of his right to proceed with the matter to the DDPR if he is still not satisfied with the outcome.

All communications and correspondence shall be marked CONFIDENTIAL to ensure the confidentiality.

10.8

               i.  OVERTIME/REST DAY FORM

(To be filled before the overtime hours commence) SECTION A

10.9

PERSONAL RECORD FORM (this can be part of employment Contract)

Please read this form thoroughly before filling it out. The information provided should be as accurate as possible. Should changes arise in the information provided, advice Administration Office with a period of two (2) weeks after such occurrence. You should note that the onus is on staff member to keep the information up-to-date.

1.SURNAME……………………………..MAIDEN SURNAME………………………………..

2. GIVEN NAMES…………………………………………………………………………………
3. DATE OF BIRTH……………………………………. 4. SEX…………………………………
4. POSTAL ADDRESS…………………………………………….………………………………

……………..……………………………………………………………………………………….. 6. PHYSICAL ADDRESS………………………………………………………………………….

7. HOME TELEPHONE NO. ……………………………………………………………………..
8. MARITAL STATUS ……………………………………………………………………………
9. IF MARRIED, SPOUSE’S NAMES ……………………………………………………………
10. DATE OF BIRTH ………………………………………………………………………………

• SPOUSE’S WORK ADDRESS AND TELEPHONE (If working/employed) ……….

………………………………………………………………………………………………………

………………………………………………………………………………………………………

• BENEFICIARY (IES) IN THE EVENT OF DEATH ………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

11. PARTICULARS OF PARENTS:

FATHER’S NAME …………………………………………………………………………….

MOTHER’S NAME ……………………………………………………………………………

12. PARENTS HOME ADDRESS ………………………………………………………………..
13. IF MARRIED, NAMES AND ADDRESSES OF YOUR PARENTS IN-LAW ……………..

………………………………………………………………………………………………………………………

………………………………………………………………………………………

14. PRESENT POSITION …………………………………………………………………………
15. QUALIFICATIONS ……………………………………………………………………………

16. PREVIOUS EMPLOYMENT RECORD (where applicable):
17. a) ORGANISATION …………………………………………………………………………
18. b) LENGTH OF SERVICE …………………………………………………………………..
19. c) POSITION HELD …………………………………………………………………………
20. PROVIDE ANY OTHER RELEVANT INFORMATION YOU MAY WANT THE COMMISSION TO KNOW: ……………………………………………………………………