E M P L O Y E E H A N D B O O K
RIU reserves all rights of ownership of this document. No part of this publication may be reproduced, stored or transmitted in any
form or by any means electronic, photocopying, recording or otherwise without permission from RIU.
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INTRODUCTION
This Handbook provides key information regarding Universitys policies and workplace
standards for employees. It is intended to be an internal reference tool for University staff and
is presented for informational purposes only. The Handbook applies to all the employees of the
constituent institutions and secretariat of the Riphah International University.
The content of this handbook, and any other communication by the University representatives,
written or oral, is not intended to generate contractual obligations or rights between the
University and its employees.
The policies stated herein are subject to change at any time at the sole discretion of the
Competent Authorities. The details of these policies are available with the Human Resource
Department (HRD) of the Riphah International University.
This handbook is intended to be a summary guide and it may not address every situation that
might arise during your employment period. The officers of HRD are always available for your
service and support.
This version of the Employee Handbook is issued by the University and is effective from
January 01, 2012.
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TABLE OF CONTENTS
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1.1 Introduction
Riphah International University (RIU) was chartered by the President of Pakistan on October 16,
2002, vide Ordinance No. LXXVI of 2002.
President of Pakistan is the patron of Riphah International University. Maj. Gen Mohammad
Zulfiqar Ali Khan TI (M), SBt. (Retd) is the first and founding Chancellor of RIU. The Board of
Governors duly represents the Federal Government and the sponsoring body of RIU i.e IIMC-T.
a. RIU is committed to provide quality education and training with high priority for research
and development. RIU makes use of modern teaching methodologies and techniques.
The charter given to RIU allows it to affiliate other educational institutions and establish
campuses within the country and abroad.
b. The University strictly follows the guidelines set by the Higher Education Commission and
works within the framework of education policy and regulations formulated by the Federal
Government from time to time.
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2. GENERAL INFORMATION
2.1. Human Resources Department
Human Resource Department (HRD) is responsible for coordinating all services
related to recruitment, staffing, compensation and benefits, training and
development, performance appraisals for the employees. The HRD also assists
employees in solving work-related problems, supplying information, and
promoting good employer-employee relations. A major function of the HRD is to
implement approved human resource policies and procedures.
2.2. Duties
Employees are expected to perform all the assigned duties and responsibilities of
their designated positions, and all other duties as assigned to them by the
Strategic Unit (SU) head from time to time to the satisfaction of the SU head.
Employees are also expected to perform their duties and responsibilities in a
conscientious manner, complying with the RIU Regulations and Management
Directives, departmental procedures, and SU heads directives.
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3. EMPLOYMENT AT RIPHAH
3.1. Recruitment & Selection
Recruitment refers to the process of hiring right people for the right job or function,
usually undertaken by the Human Resources Department (HRD). It also may be
undertaken by another Department or a member of senior management in
consultation with the Human Resources Department. The recruitment procedure
at University is regarded as a Centralized process wherein the HRD plays a key
role in providing suitable candidates for a particular job.
The aims of this policy is to recruits and select the most qualified persons for
positions available within the University and upholds merit, personal integrity and
commitment to the Islamic Ethical Values as the governing Principles of its
induction policy. Other details are as follows:
a. All regular appointments to professional and management positions shall
be advertised appropriately.
b. A properly constituted selection board shall interview candidates applying
for such posts in response.
c. The minimum eligibility criteria for faculty positions prescribed by relevant
regulatory authorities i.e. PEC & HEC shall be followed.
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the concerned polices and benefits that may have an impact on employee
performance and realization of RIUs mission.
3.4. Probation
The term Probation relates to the period of trial for a newly inducted employee
within a specified period of time. The aim of this policy is to ensure that the
employee and employer are able to evaluate each other during the initial
employment period. This is done to provide a period of time for job adjustment
and an opportunity for both the new employee and the supervisor to determine
whether to continue the employment relationship. Further details are as follows:
a. Probation period for Management & Staff positions are 3 to 6 months and
for Faculty positions it is for one semester.
c. All new employees will be informed of the outcome of their probation at the
completion of the probation period.
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Involuntary separation
a. Termination from service on disciplinary grounds
b. Non-renewal of employment contract
c. End of contractual or substitute employment
The services of a regular employee may be terminated by giving one months
notice to Faculty (At the end of the semester), one month notice to Management
and fifteen days notice to Staff level or equal month(s) wages paid in lieu of the
notice.
Except for employees on consultancy contract, the service of an employee may be
terminated without prior notice in the following cases:
During the period of probation; provided that where such employee is
appointed by promotion his service shall not be so terminated, instead he
shall be reverted to the former post.
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All salaries are annual and divided by twelve to calculate the monthly salary. If the
salary has to be calculated for less than a month the following formula will be
used:
4.3. Allowances
This section outlines the details of all the allowances which University employees
are entitled to against their respective grades. These allowances are categorized
as follow:
a. Travel Allowance (TA)
b. Qualification Allowance
c. Additional Duty Allowance
d. Mobile Phone Allowance
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4.4. Benefits
This section outlines all the benefits given to RIUs employees. It also includes the
set procedures which the Human Resources Department will be following
regarding these benefits. These benefits are designed to facilitate employees of
the University during their career with it. These benefits are categorized as
follows:
a. Leave Benefit
b. Health & Medical
c. Cash Award
d. Eid Bonus
e. Hajj/ Umrah
f. Welfare and personal Loan
g. Employee Old Age Benefit (EOB)
h. Day Care
a. Leave Benefit
i. The leaves are calculated on pro-rata basis from January 1st to
December 31st of every year.
ii. Employee will earn leaves every month right from the date of
joining on pro-rata basis.
iii. 14 days Leave from the remaining leave balance will be carried
forward to the next year.
iv. RIU offers leave facilities on full pay to all contractual and
permanent employees as per detail given below:
Type of Leave Entitlement Faculty Eligibility Entitlement Management / Eligibility
Faculty Staff
Annual Leave 45 Days Employee will earn 30 Days Employee will
3.75 Per Month earn 2.5 Per
Month
Study Leave Depend on the approval of Vice Chancellor
Ex-Pakistan Depend on the approval of Vice Chancellor
Leave
Maternity 45 days Minimum 1 Year 45 days Minimum 1
Leave Service Year Service
Short Leave 3 short leaves in a month is accounted as 1 leave and deducted from annual leave
balance.
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c. Cash Award
The aim of this policy is to give Cash awards to all those competent
employees who put their efforts in any specific project and throughout the
year Cash award act as an incentive for the employees.
All those employees who put in their efforts and who give their best to the
University are rewarded with cash awards upto 25% of their salary (In a
year). It can be recommendations by the Head and SU Head on the basis
of as and when required.
e. Welfare Loan
Welfare loans will be given to needy and poor staff members whose salary is not
more than Rs. 75000 per month only. Such loans so granted shall be recoverable
in 10 installments or otherwise as determined by the Competent Authority.
In order to regulate the loan facility subject to availability of sufficient funds under
the Head in line with criterion as follow:
Service period more than one year but less than three Equal to one months salary at the maximum.
years.
Beyond three years but less than 5 years. Equal to two months salary subject to maximum
Rs. 100,000.
i. All the permanent employees are covered under the following EOBI
schemes:
Old Age Benefit Pension Plan.
Old Age Benefit Disability Plan.
ii. The University shall pay this scheme on monthly basis to EOBI as follows:
RIU pays 5 % of 9,500/- per month and 1% of Rs. 9,500/- per
month will be deducted from employees salaries on monthly basis.
iii. Other details of EOBI scheme is as follows:
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g. Day Care
The University provides the facility for child care in which female employees can
bring their children up to 4 years of age along with them. Although an Aya is
provided in the center who is responsible for the maintenance of the centre
whereas, the tacking care of the children is the responsibility of the mothers
through their own maids.
It is to inform that mothers are required to bring toys for their children because this
facility is not provided by the University.
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c. Career Plan addresses the growth path for each employee on the basis of his or
her performance, suitability for the position and growth potential that is aligned
with the existing and future positions.
i. Transfers
ii. Employee Training and Development
iii. Educational Development & Professional
iv. Performance Management
v. Promotions
i. Transfers
The aim of this policy is to plan internal resource transfers to meet job
requirements and to provide employees with the opportunity to develop their
careers and skills set.
ii. Employee Training & Development
The aim of this policy is to outline the role of training at University so that
employees shall be provided with the necessary skills. It help the employees
to fulfill the requirements of their career path. Training will also ensure that
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The Performance Management System (PMS) will enable the employee to identify
the strengths and weaknesses, both in terms of objectives (what an employee
does) and competencies (how it is done or skills and personal attributes that
support the achievement of objectives).
v. Promotions
To reward the high performers by promoting them to next level provided they fulfill
the required standards set by the regulatory authorities and organization. This
policy will help the management to keep its employee motivated.
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The objective of this policy is to promote the individual on the basis of his
performance and experience and rewarded accordingly by giving either
compatible designation, profile, salary or other compensation subject to the
availability of the budgetary position.
Other details are as under:
All promotions for faculty, management& staff positions shall be made on
the basis of merit and it shall be effective from September 1st of every year.
No employee shall claim for the promotion to a particular post or grade by
virtue of seniority alone.
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6. GENERAL ADMINISTRATION
This chapter outlines the policies and procedures related to general administration in the
University. The management of desires that employees should adhere to all the
disciplinary related policies and code of conduct. In addition to this, the management also
realizes the importance of employee relations at workplace.
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b. Personal Favors: No employee shall receive any gift or a personal favor from the
client with which the University is in the state of business.
c. Professional Attire: All the employees are required to appear and behave
according to the Islamic principles and practices as mentioned in Quran and
Sunnah.
g. University Asset Management: The University has the right to inspect all letters,
desks, packages etc; brought into or off the premises. Employees refusing to
allow a University representative to conduct an inspection shall be subject to strict
disciplinary action.
i. Personal Conduct
The University expects its employees to achieve and maintain a high standard of
ethics, professional conduct and work performance to ensure the organization
maintains its reputation with all internal and external stakeholders.
The policy will be seen to be successfully applied when all employees are seen to
perform their duties professionally with skill, care and diligence. It is includes the
following:
i. Observing Universitys policies and procedures.
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ii. Treating colleagues with courtesy and with respect for their rights, duties
and aspirations.
iii. Employees who do not conform to this standard of conduct will be subject
to disciplinary action as detailed in this Manual.
j. Work Conduct
The organization is committed to the highest ethical standards and to compliance
with all applicable laws and regulations. It is the obligation of our employees to:
i. Conduct them honestly and ethically.
ii. Avoid conflicts of interest, and disclose to their immediate superiors any
relationship that appears to constitute a conflict of interest.
iii. Comply with applicable University laws, rules and regulations.
k. Duty to Report Violations
Employees are responsible for reporting in good faith of the organization, any
circumstances that the employee believes may constitute a violation of this Code
of Conduct.
a. At Work
During office hours, all staff members are expected to devote their time fully to the
work assigned to them.
b. Personal Work
Within the specified working hours, no personal work is to be carried out.
c. Dress
The dress code is for both men and women, purely based on Islamic ethical
Standards for all employees failing which will lead to disciplinary action.
d. Equipment
Use of the Universitys equipment e.g. computers for personal use is discouraged.
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e. Chain of Command
Staff members will recognize the regular administrative channels of the
organization and direct any correspondence, communication or approaches
through proper channels.
f. Politics
Staff members shall not engage in any political activity that is inconsistent with, or
might reflect upon, the independence and impartiality required by their status as
staff members of the organization. Any staff member who becomes a candidate
for public office of a political character shall resign.
a. Excellence in Leadership
The University expects all employees in a supervisory capacity to exemplify
appreciative leadership in their associations with employees and other staff.
Further, the organization expects all directors or managers to be mutually
supportive and to integrate their areas of responsibility, policies and procedures
with others throughout the University community.
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c. Productivity
All employees are expected to meet high productivity standards. At the University
productivity relates to time management, teamwork, efficiency, cooperation and
contribution. The standards contributing to high productivity include, but are not
limited to, the following:
i. Consistently reporting to work and leaving work according to work
schedule.
ii. Fully engaging in the work while on paid time.
iii. Meeting deadlines.
iv. Asking for assistance when necessary.
v. Assisting others with information, knowledge, time and resources.
vi. Being prepared to give extra time when necessary.
vii. Responding positively to unanticipated overtime needs.
viii. Limiting unscheduled absences.
ix. Learning and using technology and databases for maximum efficiency.
x. Starting meetings on time; ending on time.
xi. Being prepared for meetings well before.
xii. Avoiding unnecessary interruptions of others at work.
xiii. Following-up on activities that have been delegated.
xiv. Following RIU systems and procedures.
xv. Minimizing the need to conduct personal business during work hours.
b. Email Groups
The organization has various email groups for the ease of communication
between the Departments and between different SUs. These email groups must
be used for official correspondences or for religious information only. It is also the
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responsibility of the employees to use the organization equipment for official use
and to ensure that all the equipment is operational and in good working condition.
Anti-viruses must be installed and updated regularly as it has an impact on the
internal communization of the organization. Also the backup of the computers
should be taken regularly (if required).
c. Employee Discipline
The University aims to provide its employees with the contracted compensation,
worthwhile employment and competitive conditions of services and fringe benefits,
and in return expects acceptable behavior and adherence to the trust and loyalty
and therefore looks to its employees to:
i. Carry out the duties and responsibilities for which they have been engaged
or subsequently appointed, in a conscientious and energetic manner, with
due regard to the interest of the University and to others employees;
ii. Follow the instructions of the Head;
iii. Maintain high standards of honesty with due respect for the property and
possessions of the institution and other staff.
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