Update R.S. P POLICY

Textilers (Pvt.) Ltd.
DEPTT: Human Resources TITLE: Recruitment, Selection & Placement Policy Issue Date: 20- 05 - 06 Page 1 of 9
1. OBJECTIVE To systematically analyze and identify companys human resource requirements and ensure availability of workforce qualitatively compatible with the specific job requirements within the ambit of prevailing international and local laws and regulations. 2. SCOPE This policy applies to management cadre and non-management cadre employees belonging to all functional units (production, auxiliaries, and support services) of the company and different contractors operating for various outsourced functions within the same premises. 3. RESPONSIBILITY Manager Human Resource in collaboration with all department heads is responsible for implementation of this policy. 4. PROCEDURE 4.1 GENERAL: This policy has been introduced to streamline the process of Recruitment, Selection, and Placement through effective regulatory procedures based on companys strategic plans within the ambit of local laws and social accountability requirements as spelt out under International Labor Organization (ILO) conventions. Summarily, company addresses Social accountability issues as follows:4.1.1 DISCRIMINATION: TEXTILERS being an EQUAL OPPORTUNITY employer, respects cultural differences. It believes in the employment of workers based on MERIT alone rather than their race, gender, personal characteristics, religion or beliefs. 4.1.2 FORCED LABOUR: The company does not hire FORCED, PRISON or IDENTURED labour. It always ensures that the employment is not forced upon the workers through any unfair or pressure tactics. Rather, the individuals desirous of joining the company do so voluntarily and at their own sweet will. 4.1.3 CHILD LABOUR The company strictly abides by the child labor regulations. In view of the business exigencies, quality commitments, deadlines, and security reasons; the company
PREPARED BY: APPROVED BY: ISSUED BY: DESIGNATION MANAGER H.R. SIGN REASON FOR CHANGE

management, prefers hiring of individuals possessing authentic documents in support of their qualifications, experience, and age. The company, therefore, prefers a candidate seeking employment to furnish legible photocopy of his National Identity Card (NIC) to varify his age. However, if the NIC is lost, a copy of First Information Report (FIR) along with photocopy of either of the followings should be submitted to Human Resource Department. Official receipt of new application Valid passport Valid driving license Birth Certificate Matriculation Certificate Service Book (in case of ex-forces personnel)
This is in addition to signing an UNDERTAKING that in the event of failure to produce the new NIC within the specified time limit, the company may terminate the services of the concerned employee. 4.1.4 COMPENSATION & BENEFITS The company engages individuals in SKILLED, SEMI SKILLED and UNSKILLED categories and compensates them on competitive basis taking into considerations the prevailing job-market situations. The company ensures its compliance with the requirements of MINIMUM WAGES ORDINACE (amended upto date). The company also ensures payment of all legally administered benefits to its workers as per their eligibility. Payment for overtime work is computed / disbursed as provided for under the local law. 4.1.5 HARASSMENT OR ABUSE /FAIR DISCIPLINARY PRACTICES The company management strictly curbs all forms of harassment, corporal punishment, physical and/or mental abuse at all levels. All disciplinary matters are resolved in accordance with the provisions of the applicable law. 4.1.6 WORKING HOURS AND OVERTIME The company allows one full rest day to its employees after every six work days. The company does not allow its workers to work for more than nine (9) hours a day and forty eight (48) hours a week. Time put in over and above forty eight (48) hours in a week is considered as overtime and compensated as provided for under the laws. However, the company ensures that, if required due to business exigencies, an employee does not put in more than two (2) hours extra time per day so that the aggregate working hours do not exceed sixty (60) in a week (Ref:- Companys Time Management Policy-I ). 4.1.7 FREEDOM OF ASSOCIATION

The company honors its employees right to associate or not to associate with any group, as long as such groups are legal in Pakistan. The company does not interfere with, prevent or obstruct the legitimate right of its employees joining or forming an association without vitiating the legal norms. 4.1.8 HEALTH & SAFETY The company always looks forward to and ensures to provide safe and healthy workplace that complies with local laws and the buyers standards. Moreover, the company management also ensures that the overall environment including production area and office blocks are in conformity with the requirements of National Environmental Quality Standards (NEQS). 4.2 RECRUITMENT (SOURCING) 4.2.1 The companys human potential composed of management and nonmanagement employees, has been functionally divided into eight (8) groups (Ref : COMPETENCE ASSESSMENT AND PLACEMENT CRITERIA ANNEX (A)). Human Resource Department maintains WORKFORCE ANALYSIS of each functional unit of the company, to control and regulate its human potential within the approved optimum limits. Besides, organograms of each department are also prepared, maintained, and updated by Human Resource Department to represent the reporting levels and structural profile of a department.
4.2.2
4.2.3 POSITION PROFILE for each job identified in WORKFORCE ANALYSIS for different functional units of the company, has been prepared to provide in-depth feed back about specific job requirements. This helps in: (a) Making objective oriented presentation of vacancies through PERSONNEL REQUISTION FORM. (b) Structuring tests and interviews conforming to job requirements (c) Issuing realistic / by name job descriptions to candidates selected for specific jobs / trades in the company. (d) Assessment and analysis of training needs, and (e) Monitoring and regulating on the job performance. 4.2.4 Different positions in the company fall vacant from time-to-time as a result of: (i) Inter-department transfers and promotions (ii) Resignations/Terminations (iii) Retirements (iv) Death (v) Diversification/expansion programs

In order to replenish the gaps due to reasons (i) to (iv) above, it is mandatory for a section incharge or a department head to present his workforce requirement through PERSONNEL REQUISITION FORM. This document is completed with the desired information and submitted to Manager Human Resources for necessary scrutiny and to ensure that the requisitioned workforce is within the APPROVED LIMITS not only number wise, but also it is within the prescribed range in terms of salary and wages. 4.2.5 In order to induct additional workforce due to companys diversification/expansion programs - Ref: 4.2.4(v), and creation of new designations, the WORKFORCE ANALYSIS has to be revised and upgraded for approved strength based on the requirements identified through PERSONNEL REQUISITION FORM - one form used for one designation only. Personnel Requisition Forms, workforce analysis, and organograms are approved by Director Operations or any other senior executive of the company so authorized by him. No recruitment, is carried out without compliance with these documentary formalities and submission of the originals to Manager- Human Resource enabling him to monitor and regulate the proceedings accordingly. In order to plug the gaps resulting out of circumstances as in clause 4.2.4, sourcing of suitable candidates is primarily carried out from within the company as far as possible, through: a. Transfer of surplus employee(s) involved in similar operations/trades from other departments in line with companys procedure for INTERDEPARTMENT/LOCATION TRANSFERS (Ref: Procedure 4.8 here in-after). b. Promotion of an available competent employee from a junior position within the same or other department. However, if the in-house search fails to produce the desired results, the company management resorts to the following methods in order of priority: i. ii. Through personal contact or references Referring to DATA-BANK maintained by Human Resource Department. iii. Through business/vocational institutions. iv. Through advertisement of jobs in the print media. v. Through management consulting companies. 4.2.8 The company also grooms a crop of Trainees and Management Trainees in-house in specialized trades/disciplines from newly passed-out professionals to cater to its future requirements on on-going basis.
4.2.6
4.2.7
PREPARED BY: APPROVED BY: ISSUED BY:
DESIGNATION MANAGER H.R.
SIGN
REASON FOR CHANGE

4.2.9
Workforce requirements within the categories - UNSKILLED and SEMI SKILLED, are usually catered through personal references and sometimes through walk-in interviews subject to advertising the positions in the print media. Besides, the company does not entertain any labor contractor to source its workforce requirements.
4.3
SELECTION (COMPETENCE EVALUATION) 4.3.1 Applications, Curriculum Vitae and all supported documents submitted by the prospective candidates for a specific position are minutely studied by Manager Human Resource to ensure compatibility with the job parameters (Ref: POSITION PROFILE).
4.3.2 Short-listed candidates are invited for tests and/or interviews structured or unstructured or a mix of both. 4.3.3 The candidates invited to appear in tests and/or interviews, are required to fill-in Companys EMPLOYMENT APPLICATION available both in English and Urdu languages. This is normally got filled in their own handwriting. Where candidates are deficient to read and write URDU, HRD staff helps them out. Moreover, all documents including appointment letters, code of ethics, employment applications, and joining report, are red out and terms and conditions of employment explained by another employee belonging to the same region/province in URDU or the regional language. The applicant is also required to answer, and sign the CODE OF ETHICS, also available in English and Urdu along-with the employment application. 4.3.4 Candidates are tested/interviewed in line with the requirements set-forth in the COMPETENCE ASSESSMENT AND PLACEMENT CRITERIA ANNEX A for each employment group. Results of the tests/interviews are incorporated in the ASSESSMENT SHEET. 4.3.5 Interviewers (if other than the department head) and/or department heads recommendations are given due consideration while finalizing the selection of a candidate for placement in a specific position. MERIT is the sole criterion for selection of a candidate for placement in a specific position. In case of more than one similar openings, the top-order candidates are selected for occupying the positions. External influence or pressure tactics used by an individual lead to his disqualification right away. The final selection, however, is approved at the sole discretion of the management i.e. the Chief Executive Officer (CEO) or Director (Operations).
DESIGNATION MANAGER H.R. SIGN REASON FOR CHANGE
4.3.6
4.3.7

4.3.8
It is incumbent on a candidate selected for employment with the company to submit a JOINING REPORT to MANAGER HUMAN RESOURCES and receive TEMPORARY ENTRY PASS. This is to facilitate his entry into the factory, recording his attendance at the Time Office (Main Gate), and issuance of PROVISIONAL (NEW EMPLOYEE) PASS, on daily basis. This arrangement persists till the issuance of Company Identity Card to him within two days by ADMINISTRATION DEPARTMENT. APPOINTMENT LETTERS and JOB DESCRIPTIONS are issued in English or Urdu, subject to assessment of ones capability of understanding the language, by Manager Human Resource. These documents are delivered to the appointee under acknowledgement.
4.3.9
4.4 ORIENTATION AND PLACEMENT 4.4.1 Orientation is objectively aimed at equipping a new-comer with the company history, track record of its achievements, its future goals, the linkage of its human potential with its past achievements and, how it envisages its newcomers to blend their skills and learning with companys future aspirations.
4.4.2 Human Resource Manager while interacting with each new comer in the management cadres, senior or junior, subsequent to selection formalities, provides necessary orientation on companys profile and objectives underlying its QUALITY POLICY, companys CODE OF ETHICS, its commitment to Social Accountability Standard ( Social Compliances) and employment regulatory procedures. Orientation regarding job-related (professional) issues is conducted by the respective department head himself. 4.4.3 On conclusion of the orientation session, the new employee is conducted to his place of duty and introduced to his departmental colleagues. 4.5 PROBATION 4.5.1 All new employees (except those hired on temporary basis), including those hired as TRAINEES are required to complete probationary period of three (3) months. 4.5.2 The period of an illegal lock-out or strike is not counted towards probationary period. However, on completion of three months from his date of appointment, the time lost is added back to complete the probationary period before services of the employee can be confirmed. But any break in actual duty period due to sickness, accident, Leave,

involuntary closure of establishment, legal lock-out or strike is considered as part of the probationary period. 4.5.3 The performance of an employee is monitored and evaluated through PERFORMANCE EVALUATION FORM to ensure successful completion of his probationary period. Based on the evaluation, services of an employee are confirmed in writing by the management. Upon confirmation, a Probationer becomes Permanent employee of the company. Unless explicitly expressed in terms and conditions of ones letter of appointment, or indicated in the ASSESSMENT SHEET revision of salaries / wages and other benefits at this stage cannot be claimed by an employee. The services of employees falling within the scope of WORKMEN failing to complete their probationary period successfully, are not extended but terminated without notice or payment in lieu thereof, before the expiry of probationary period. Whereas in, the case of management cadre employees (essentially non-workmen), the matter is dealt with as per terms and conditions laid down in their appointment letters.
4.5.4
4.6
BADLI (REPLACEMENT) 4.6.1 A Badli as the term implies, is a Temporary employee (workman or a non-workman) hired to fill the gap due to the absence of a permanent employee for justifiable reasons including suspension of a permanent employee for domestic enquiry. 4.6.2 A badli upon completion of three (3) months continuous employment or after completing an aggregate period of one hundred and eighty three (183) days, during any period of twelve months in companys employment intermittently, becomes a permanent employee of the company.
4.7
TEMPORARY EMPLOYMENT 4.7.1 An individual is hired on temporary basis in situations arising out of abruptly increased work-load as part of companys business commitments associated with time constraints, and which is beyond the capacity of approved optimum human potential available in the company. 4.7.2 4.7.3 The increased work-load is specific in nature and likely to be finished before nine (9) months Well before the expiry of nine (9) months, the management reviews the situation to determine if more time in excess of the stipulated nine months may be required for completion of the job. If the extra time so determined is fairly long i.e. likely to exceed one year or so, the individual becomes

permanent upon completion of nine (9) months of service with the company. 4.7.4 If the work is likely to continue indefinitely and more work-load is to follow, the situation is construed as of permanent nature and the individual is retained and granted the status of Permanent employee with retrospective effect after he had completed three (3) months probationary period of his service with the company. If the work is likely to continue for a short period i.e. a few more weeks in excess of nine months or less than one year, the individual is retained in temporary employment and informed accordingly in writing. Mode of payment i.e monthly rate, daily rate or piece rate, does not provide the criteria to decide the status of a workman as TEMPORARY or PERMANENT. The nature of work / duties is the deciding factor in this regard. Therefore, companys daily rated and piece rated workers falling within the scope of APPROVED STRENGTH are essentially treated at par with other permanent workers for the purpose of all benefits as provided for in local labour laws and companys policy.
4.7.5
4.7.6
4.8
TRANSFERS 4.8.1 4.8.2 The services of an employee during his association with the company may be transferred interdepartmentally within the same or other locations. Transfer of an employee takes place due to one of the following reasons: a. Promotion to higher position, b. Job rotation process, c. Workforce reinforcement in similar positions, d. Demotion, as a result of punishment for: Below standard performance, Breach of company rules, regulations, and code of ethics, Any act or omission translated into misconduct and dealt with in accordance with the provisions of labor laws applicable in this regard. Cases of transfer on account of on account of Promotion or Demotion are supported with performance evaluation. However, transfer cases on account of job rotation or workforce reinforcement in similar vacant positions in other departments/locations can be dealt with simplicitor, and would not require performance evaluation as a pre-requisite. Transfer of an employee for any of the above reasons is carried out through EMPLOYEE TRANSFER FORM to be completed by either or both department heads, as the case may be. Therefore, it is incumbent on department head(s) involved in a transfer case to comply with the requirements of the document.
4.8.3
4.8.4

4.8.5
4.8.6
The Employee Transfer Form reaches Human Resource Department for final review and scrutiny before it is submitted to the concerned director for approval and, thereafter, upgrading the Human Resource Information System (HRIS) accordingly. For deputizing an employee from one process (function) to another within the same department, a simple written intimation is submitted to Human Resource Department under acknowledgement within twenty four (24) hours.
4.9
RE-HIRING 4.9.1 Company does not hire a person whose services have been terminated on account of MISCONDUCT in past whether by Textilers or any of his former employers, unless he has a proven successful track record of four years employment subsequent to such termination. In exceptional cases owing to business exigencies and the competence of the candidates, the time period of four (4) years for rehiring is relaxed, at the sole discretion of the management. In case of termination for reasons other than misconduct, the circumstances leading to such termination are evaluated before considering an employee for re-employment in the company. An individual having resigned from companys employment is rehired subject to evaluation of circumstances leading to his resignation. Re-hiring is based on availability or non-availability of potential candidates in the job market. Salary and wages are yet other important factors to impact the re-hiring process.
4.9.2 4.9.3 4.9.4
NOTE:- The final discretion as to accept, reject, or withhold any document related to this policy for lack of procedural compliance, falsified or inaccurate information, lies with Manager Human Resources only. 4.5 PERATIONAL DOCUMENTS Employment Form Assessment Sheet Personnel Requisition Form Work Force Analysis Temporary Entry Pass Employee Transfer Form Training & Skill Development Form
DESIGNATION MANAGER H.R.
SIGN
REASON FOR CHANGE

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Textilers (Pvt.) Ltd.

Textilers (Pvt.) Ltd.

Textilers (Pvt.) Ltd.

Textilers (Pvt.) Ltd.

PREPARED BY: APPROVED BY: ISSUED BY:

DESIGNATION MANAGER H.R.

REASON FOR CHANGE

Textilers (Pvt.) Ltd.

PREPARED BY: APPROVED BY: ISSUED BY:

Textilers (Pvt.) Ltd.

PREPARED BY: APPROVED BY: ISSUED BY:

Textilers (Pvt.) Ltd.

PREPARED BY: APPROVED BY: ISSUED BY:

Textilers (Pvt.) Ltd.

PREPARED BY: APPROVED BY: ISSUED BY:

Textilers (Pvt.) Ltd.

4.9.2 4.9.3 4.9.4

PREPARED BY: APPROVED BY: ISSUED BY:

DESIGNATION MANAGER H.R.

REASON FOR CHANGE

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