HRD/NKG/TRP/2013/001_________________________

Termination Policy
N K Group believes in treating its employees fairly at all the grounds in
accordance to the industry norms for making any judgment.
Termination means ending an employees services with the respective
company on the basis of non performance / absconding / habitual late
coming absenteeism / disciplinary issues / fraudulent. Its the last step to
be executed for any of the aforementioned reasons.
Group solely is about people management & practices For The People By
The People concept. For any of the concern areas respective reporting
manager and the head of the department would be responsible for
channelizing the HR processes.
HR defines the degrees for all the levels to be practised. Stated as below:
DISCIPLINARY TYPES AND DEGREES
FREQUENCY
TYPES
4th
Written Reprimand
Written Warning
Final Written Warning
Dismissal

Areas
Nonperformance
Absconding
Habitual Late
Coming

DEGREES
1
2

1
2
3

1st

2nd

3rd

2
3
3

3
4
4

Degr
ees
1
1
2

WR
1
1
1

WW
2
2
-

FWW
3
3
3

DS
4
4
4

Habitual
Absences
Fraudulent
Disciplinary
Issues

2
3
3

3
3

4
4

HODs need to ensure that the following steps are being followed by the
managers for the employee in question:

Deciding a feedback session with the employees quarterly

Identifying the concern Area
Counseling of employee by manager in alliance with HR representative
Defining a timeline for improvement on the concern area
A conveyance based on the meeting to be sent on mail to employee by
manager keeping in loop HR representative; HOD.
In case of no improvement first Show Cause Notice to be sent to
employee prescribed with timeline for improvement. To be filed in
Personal File.
Mode of delivery would be on mail(with read receipt option
activated)
In case of improvement, put a comment accordingly and close the
case. To be filed in Personal File.
In case of no improvement second Show Cause Notice to be issued
to employee prescribed with the last timeline for improvement.- To be
filed in Personal File.
Mode of delivery would be on mail(with read receipt option
activated)
In spite of defined reminders & no improvement then issue a final
termination letter.
Mode of delivery would be on mail (with read receipt option
activated); Register AD; Courier. Preserve the Register AD & Courier
details.

Important Points
Practice of policy as per the guidelines Responsible Holder :- HOD +
HR representative

 All the communication with respect to the concern areas of an

employee to be documented by respective reporting manager.
Familiarize the Reporting Managers / HODs with the different HR
policies Responsible Holder: - Head HR + HR representative.
In all cases procedural fairness guidelines will apply. This means the
warning and dismissal process must allow the employee to offer their
view of the events concerned. The employee must have every chance
to defend himself/herself and has the right to appeal a decision made.
If this process is not followed the dismissal may be overturned by an
Industrial Relations authority.

HRD/NKG/TRP/NP/2013/001___________________
Termination_Non Performance_Policy
Termination based on Non Performance is executed when an employee has
failed to deliver the output as expected in his role assignment.
Termination is opted when an employee has failed inspite of defined
warnings as per Termination Policy.
HR defines the degrees for all the levels to be practised. - Termination
Policy.
Before executing the termination letter based on non performance one need
to take the following points in consideration as per Termination Policy.
1) Written Reprimand
i) Probation Period

 An employee is on probation for six months; manager need to have

two formal feedback session within the stipulated timeline.
Responsible Holder: Reporting Manager + HR representative.
In case of Extension Of Probation on the basis of not upto mark
performance A letter to be issued by HR on intimation from the
reporting manager.
ii) Counselling Session
A session with the concern employee to be conducted by the manager
in asociation with the HR representative as per the Termination
Policy.
All the required areas to be discussed in detail prescribing alongwith
the timeline as well, and a support to be extended by the manager.

2) Written Warning
i) Show Cause Notice
In case the employee is not able to perform as discussed during the
counselling session then manager needs to issue a first Show Cause
Notice to the employee prescribed with a timeline of 15 days for
improvement. To be filed in Personal File.
All the areas that need to be worked upon have to be mentioned in
detail. To be filed in Personal File.
Manager to closely monitor the performance & record the same.
In case of no improvement second Show Cause Notice to be issued
to employee prescribed with the last timeline for 15 days to improve.To be filed in Personal File.
3) Final Written Warning
i) Termination Letter
After all discussions & warning still there is no improvement in
performance then a request for termination of services needs to be
sent to HR represenative for issuing the Termination Letter.

 Manager needs to initiate the request with approval from HOD then
to HR.- All the required documents to be submitted to HR for further
processing.
HR needs to have final go ahead from the HR Head.
HR to send the hard copies of letter to manager for despatching to the
employee.

Important Points
Practice of policy as per the guidelines Responsible Holder :- HOD +
HR representative
All the communication with respect to the concern areas of an
employee to be documented by respective reporting manager.
Familiarize the Reporting Managers / HODs with the different HR
policies Responsible Holder: - Head HR + HR representative.
As per Termination Policy all the documents / process has been
executed by the manager Responisble Holder:- HR representative.
In case of any gap by the manager process need to be initiated again
from the skipped level.
Formats to be shared with the Team Managers.- Responsible Holder:HR representative.
The warning and dismissal process must allow the employee to offer
their view of the events concerned. The employee must have every
chance to defend himself/herself and has the right to appeal a decision
made. If this process is not followed the dismissal may be overturned
by an Industrial Relations authority.

HRD/NKG/TRP/AB/2013/001___________________

Termination_Absconding_Policy
Termination based on Absconding is executed when an employee has failed
to inform his / her immediate manager about the absence for a month.
Termination is opted when an employee has failed inspite of defined
warnings as per Termination Policy.
HR defines the degrees for all the levels to be practised. - Termination
Policy.
Before executing the termination letter based on absconding one need to
take the following points in consideration as per Termination Policy.
4) Leave w/o intimation

 An employee is not coming to office for continuous Three Days and

has not even informed his immediate manager.
Employee informs manager verbally / SMS then he needs to be asked
for a rejoining date.
If the employee again sents / informs the manager that he cannot join
on the prescribed date and gives a new date, then the manager
requires to issue a warning letter in association with the HR
representative accordingly.
5) Show Cause Notice
Manager in association with the HR representative require to issue a
first Show Cause Notice to the employee to report office within
15 days of timeline.
Notice to be sent via Register AD as well as Courier.
Salary Hold request to be sent to HR representative. Responsible
Holder:- Manager
In case the employee reverts / informs that due to medical reasons
is not coming then he / she needs to submit the medical records.
Medical records to be verified by the empanelled doctor within the
company.
If Doctor gives a go ahead then HR representative needs to inform
the employee and take a rejoining date from him / her.
If the medical documents are found not to be genuine and
employee fit to come office then manager needs to issue warning
letter in association with HR representative to employee.
In case there is no response from the employee within the
prescribed time of 15 days, manager to issue second Show Cause
Notice to employee with the final time line of 15 days.
6) Termination Letter
On receiving no response from the employee within stipulated timeline
manager to initiate his / her termination process request with approval
from HOD.
All the required documents to be submitted to HR for further
processing.
HR needs to have final go ahead from the HR Head.
HR to send the hard copies of letter to manager for despatching to the
employee.

Important Points
Practice of policy as per the guidelines Responsible Holder :- HOD +
HR representative
All the communication with respect to the concern areas of an
employee to be documented by respective reporting manager.
Familiarize the Reporting Managers / HODs with the different HR
policies Responsible Holder: - Head HR + HR representative.
As per Termination Policy all the documents / process has been
executed by the manager Responisble Holder:- HR
representative.
In case of any gap by the manager process need to be initiated again
from the skipped level.
Formats to be shared with the Team Managers.- Responsible Holder:HR representative.
The warning and dismissal process must allow the employee to offer
their view of the events concerned. The employee must have every
chance to defend himself/herself and has the right to appeal a decision
made. If this process is not followed the dismissal may be overturned
by an Industrial Relations authority.

HRD/NKG/TRP/AB/2013/001______________________
Termination_Habitual Absences_Policy
The group has a human resources strategy that recognizes the value of its people.
A standard for conduct and performance to be set agreed & communicated with all
employees. In case an employee fails to meet the standard, appropriate corrective
action, such as counseling, should be undertaken.

Habitual Absence means employee availing leaves for casual reasons i.e.
every week taking leave / 4-5 leaves in a month. This accounts a disciplinary
actions against the employee.
HR defines the degrees for all the levels to be practised. Stated as below:
7) Written Reprimand
i) Counseling Session
Manager to counsel the reportee regarding his / her habitual absences
in association with the HR representative.
Memorandum to be documented for the same.
8) Final Written Warning
i) Termination Letter
After all discussions & warning still there is no improvement in habitual
leave then a request for termination of services needs to be sent to HR
represenative for issuing the Termination Letter.
Manager needs to initiate the request with approval from HOD then
to HR.- All the required documents to be submitted to HR for further
processing.
HR needs to have final go ahead from the HR Head.
HR to send the hard copies of letter to manager for despatching to the
employee.

Important Points
Practice of policy as per the guidelines Responsible Holder :- HOD +
HR representative
All the communication with respect to the concern areas of an
employee to be documented by respective reporting manager.
Familiarize the Reporting Managers / HODs with the different HR
policies Responsible Holder: - Head HR + HR representative.
As per Termination Policy all the documents / process has been
executed by the manager Responisble Holder:- HR representative.
In case of any gap by the manager process need to be initiated again
from the skipped level.

 Formats to be shared with the Team Managers.- Responsible Holder:HR representative.

The warning and dismissal process must allow the employee to offer
their view of the events concerned. The employee must have every
chance to defend himself/herself and has the right to appeal a decision
made. If this process is not followed the dismissal may be overturned
by an Industrial Relations authority.

HRD/NKG/TRP/HLC/2013/001____________________
Termination_Habitual Late Coming_Policy
The group has a human resources strategy that recognizes the value of its people.
A standard for conduct and performance to be set agreed & communicated with all
employees. In case an employee fails to meet the standard, appropriate corrective
action, such as counseling, should be undertaken.

As per company norms an employee is allowed for late coming thrice in a

month. However if the employees continue to be late for more then three
days in a month then a proper action needs to be initiated.
HR defines the degrees for all the levels to be practised. Stated as below:
9) Written Reprimand
i) Counseling Session
Manager to counsel the reportee regarding his / her habitual late
coming in association with the HR representative.
Memorandum to be documented for the same.
10)

Final Written Warning

i) Termination Letter

After all discussions & warning still there is no improvement in habitual

late coming then a request for termination of services needs to be sent
to HR represenative for issuing the Termination Letter.
Manager needs to initiate the request with approval from HOD then
to HR.- All the required documents to be submitted to HR for further
processing.
HR needs to have final go ahead from the HR Head.
HR to send the hard copies of letter to manager for despatching to the
employee.

Important Points
Practice of policy as per the guidelines Responsible Holder :- HOD +
HR representative
All the communication with respect to the concern areas of an
employee to be documented by respective reporting manager.
Familiarize the Reporting Managers / HODs with the different HR
policies Responsible Holder: - Head HR + HR representative.
As per Termination Policy all the documents / process has been
executed by the manager Responisble Holder:- HR representative.

 In case of any gap by the manager process need to be initiated again

from the skipped level.
Formats to be shared with the Team Managers.- Responsible Holder:HR representative.
The warning and dismissal process must allow the employee to offer
their view of the events concerned. The employee must have every
chance to defend himself/herself and has the right to appeal a decision
made. If this process is not followed the dismissal may be overturned
by an Industrial Relations authority.