POLICY REGARDING PROMOTIONS OF WORKMEN

1.  OBJECTIVES:
1.  The objective of the Promotion Policy for the employees in the workmen category is to:

• Provide, keeping in view the organizational requirements, adequate growth opportunity consistent with merit and suitability.

• To lay down clear and unambiguous principles to regulate promotion of workmen to higher levels.

• To ensure uniformity, consistency and fairness in the promotion of company workmen.

2.  SCOPE & COVERAGE:
1.  This Statement of Company Policy will be applicable to all employees in workmen category borne on the regular rolls of SJVNL.

2.  The Policy Statement will not be applicable to workmen who are appointed for a limited tenure, superannuated persons reappointed in the company's service and to other workmen appointed on a purely casual or temporary basis.

3.  Workmen in whose cases a clause in the terms of initial appointment explicitly provides for eligibility for consideration for promotion after completion of a specified period of service in the grade in which the workmen initially joins the corporation will be excluded from the purview of this policy statement.

4.  Workmen who are on deputation to SJVNL or who retain lien on the service of the parent organization will not be covered by this policy statement.

5.  HPSEB employees working on deputation basis in SJVNL shall also not be covered by this policy statement.

6.  The Workmen of SJVNL on deputation to other PSUs/Autonomous Bodies/ Government shall be entitled for proforma promotion in SJVNL. The promotion will be effective only after the Workmen revert back to SJVNL.

3.  GENERAL PRINCIPLES:
1.  Promotion of workmen to positions in next higher grades will be on the basis of seniority, merit, efficiency, grade service and suitability and vacancies. The appointing authority may consider aggregation of grades in the level W1 – W2 and W3 to W6 and W7 to W 11 at its own discretion for the purpose of assessing vacancies. Promotions from workmen to supervisory category shall be considered from W6 to S1 grade, subject to employee possessing prescribed qualifications for the supervisory posts as stipulated in Promotion Channels.

1. In respect of Workmen not possessing the prescribed qualifications for promotion to supervisory cadre, they will be required to qualify departmental examination as prescribed by SJVNL for this purpose. For being eligible to appear in the departmental examination, the employees in the workmen category will be required to have put in atleast three years of service as workmen in the level of W7. The Competent Authority to approve the syllabus, examination body and method of examination etc. will be CMD.
    
2. Corporate HRM Division will issue notification for holding of departmental examinations, keeping in view the vacancy position and number of Workmen eligible to appear in the departmental examination in each function/level. The departmental examination will be centrally administered by Corporate HRM Division.

Note: Once an employee secures qualifying marks in a paper(s) is not further required to appear in the same paper(s). Employee is required to appear only in the left-out paper(s) in the subsequent departmental examination. However employee should qualify in all papers taken together in a maximum of four attempts.

2.  The workmen will be considered twice in year i.e. w.e.f.1st January and 1st of July every year. The probation of a Workman on promotion shall commence from the date of promotion.

3.  33% Vacancy shall be reserved in skilled/semi-skilled category for promotion from unskilled category and 50% vacancy shall be reserved in Supervisory category for promotion from workmen category. Employee not possessing graduate degree will be considered for stagnation promotion to S2 level after putting 7 years service at S1 level. No employee will be promoted beyond S2 level unless he possesses graduate degree.

4.  ELIGIBILITY PERIOD:
1.  In view of the fact that merit, efficiency and suitability can be meaningfully determined on the basis of assessment of performance and potential over a reasonable period, there shall be a minimum period of service in a grade, to be called the "Eligibility Period": and only those workmen who complete the minimum period so prescribed will be eligible for consideration for promotion to the next higher grade.

2.  The eligibility period for promotion to next higher grade for employee in the workmen category shall be as under:
W1 & W2 - 5 years
W3 to W11 - 4 years

1. The eligibility period for stagnation promotion to the next special grade for employees in the workmen category shall be as under:-
   W2 to W3 (special) - 8 years
   W6 to W7 (special) - 7 years
   W3 (special) is unskilled grade and W7 (special) is skilled grade.

3.  Management will have the power to increase or decrease the Eligibility Period based on requirements, vacancy position etc.

5.  STANDARD DATES FOR PROMOTION:
1.  To enable promotions being effected in a planned and rational manner and to ensure that anomalies and unavoidable widening of inter-se differences are kept down to the minimum, promotion of workmen to available vacancies will normally be made effective from standard date/dates.

2.  While determining the eligibility period, the seniority weightage granted to a workman, as laid down in the terms of appointment, will be taken into account.

3.  Workmen who are found fit for promotion will be considered for promotion effective from the standard dates, as mentioned below:

1. Workmen who complete the eligibility period as on 1st January shall be considered for promotion from 1st January; and

2. Workmen who complete the eligibility period as on 1st July shall be considered for promotion from 1st July.

3. A Workman who has been considered by DPC and is not found suitable for promotion will become due to be considered from next year from the date arrived at as per sub para (a) & (b) above i.e. One full year will be added to his eligibility date each time he/she is dropped by DPC.

4. Workmen who were not promoted due to non availability of vacancies will be considered by DPC from immediate next standard date. However, candidates will have to compete with the new batch and merit shall be drawn by the DPC by considering the factors as envisaged in herein.

6.  PERFORMANCE APPRAISAL:
1.  The Performance Appraisal System in operation for the employees of the company, as modified from time to time, will generally provide the basis for determination of merit, efficiency, potential and suitability of employees for promotion to the next higher grades.

2.  The appraisal year shall be the calendar year for the Workmen and the Annual Appraisal/Assessment Report format shall be the same as prescribed from time to time. In respect of Workmen who have been transferred on deputation to other organization, the concerned Personnel Deptt. shall maintain and obtain annual appraisal report. The authorities and procedure for annual assessment shall be as per SJVNL rules.

3.  The Appraisal System will be on a 5 point scale, as defined in the Appraisal formats. For the purpose of promotion to the next higher grades, the ratings given in the Annual Appraisal/Assessment Reports shall be converted in points as under:

4.  COMMUNICATION OF ADVERSE REMARKS:

a. In the event of the overall assessment being ‘un-satisfactory/not-satisfactory’ communication will be issued to the concerned Workman within one month of the report being counter-signed by the counter-signing authority. For this, the counter signing authority will send back the report to the reviewing officers for issuing the necessary communication to the concerned Workman. The communication issued by the reporting/reviewing officer will contain all details and specific facts and figures substantiating the adverse remarks. The identity of the superior officer need not be disclosed.

b. The appraisee concerned will be asked to give his comments on the communication issued. The appraisee should give his comments within one month of the receipt of the communication. The adverse report alongwith comments of the appraisee will be examined by the counter-signing authority, in consultation with the reporting and reviewing officers, who will record his final decision alongwith reasons. In case the adverse remarks have been recorded by the counter-signing authority, an officer senior to the counter signing authority in consultation with the countersigning authority and the reviewing officer shall record the final decision alongwith reasons. The final decision will be taken within one month of the receipt of the comments/representation of the appraisee. Wherever, the reporting/reviewing counter-signing officer is CMD, his decision regarding expunction/retention of the adverse comments after due examination of the explanation submitted by the appraisee will be final.

c. The final decision will be communicated to the appraisee with regard to:

1. The earlier assessment being retained.
   or
2. After due consideration the earlier remarks are expunged and the same being noted in the appraisal form.

7.  GRADE SERVICE:
1.  The points for grade service i.e. service rendered by the workmen in their respective grades shall be as under;

8.  TESTS, INTERVIEWS & QUALIFICATION BARS:
1.  In addition to fulfilling the other eligibility conditions, A Workman must possess the requisite qualifications prescribed in Promotion Channels, for the next higher post against which he is to be considered for promotion.

2.  For Promotion from workmen to supervisory grade (W6 to S1) or unskilled to skilled grade (W2 to W3) or skilled grade (W2 to W3) or skilled to highly skilled grade (W6 to W7), the employee must qualify in the test(s) and/or interview, as may be prescribed with the approval of appointing authority. Test(s) and interview may also be prescribed, if required, for promotions in intermediate workmen levels with the approval of appointing authority.

3.  The test (s)/interviews, wherever prescribed, shall be conducted by a Committee to be constituted by appointing authority.

4.  The total number of points available for test (s)/ interviews shall be 40.In cases where both test (S)/ interviews are prescribed, the points shall be divided in the ratio of 1:1

9.  CRITERIA FOR PROMOTION TO THE NEXT HIGHER GRADE:
9.1 Factors which are to be taken into account for determining suitability for promotion of a workman and the weightage thereof shall be as under:

a ) Promotion of workmen from the grade of W1 to W2 and W2 to W3 and W3 to W4 to W10 to W11:

The Points for the Performance Appraisal Ratings and Grade Service shall be as given in para 6.3 and 7.1 respectively. In cases where no test and/ or interview is involved, the total maximum points Will be 60.
 The overall “Qualifying Percentage” for" Promotabi1ity" will be 60%.

b) Promotion of Workmen from Workmen to Supervisory cadre (W6 to S1) or unskilled to skilled cadre (W2 to W3) or skilled to highly skilled cadre (W6to W7) :

The point for the performance appraisal ratings and Grade Service shall be as given in para 6.3 and 7.1 respectively. The overall “Qualifying percentage” for “Promotability” will be 75%.

2.  SC/ST candidates shall be given preference as per Govt. guidelines issued from time to time.

10.  CONSTITUTION AND ROLL OF DEPARTMENTAL PROMOTION COMMITTEE:
1.  All the promotion in workmen cadre will be carried out by respective project. For the purpose of promotion of work- men to the next higher grade, a Departmental Promotion committee (DPC) shall be constituted to be approved by appointing authority, as under:

• HOD of employee concerned
• Chief Personnel Manager/Sr.Manager (Pers.)
• One other Head of Department
• SC/ST representatives
• A representative from Corporate Personnel to be nominated by Director (Personnel)

2.  The DPC will be held every year in the month of April. The DPC will consider the suitability or otherwise of the eligible workmen for promotion to the next higher grade, on the basis of their qualifications, Appraisal Reports, Test (wherever applicable) and other documents/records available in the personal files which may have a bearing on their being considered for promotions.

3.  The DPC shall take into consideration the Performance appraisal Reports including Special Performance Report, if any, for the last 4/5 years. In case, a Workmen is not promoted in the first / subsequent DPCs, the next DPC will consider the best 4/5 Performance appraisal Reports out of the reports for the last 5/6 years.

4.  Those workmen who have been found suitable for promotion will be ranked in order of merit. Where the aggregate of the points is the same, they will be ranked in the order of seniority, as per the following criterion:

• Length of service in a grade from the date of joining inclusive of seniority weightage, if any or from the date of promotion in SJVNL.
• Merit position in the selection panel where date of joining is the same or the merit position in the DPC minutes where date of promotion is the same.

5.  The panel of the selected workmen, in the order of merit will be drawn by the Departmental Promotion Committee and submitted to the competent authority for approval. The competent authority shall be the appointing authority of the respective posts/levels.

6.  The promotion orders shall be issued by the respective HRM Division after approval of the appointing authority.

11.  RESERVATION FOR SC/ST
1.  The directives of the Govt. of India with regard to reservation of posts for SC/ST employees in the matter of promotion, as issued from time to time, will be followed in SJVNL also.

12. DEBARRING:
1.  A Workman whose Annual Confidential Report/Performance Appraisal for any year during the minimum eligibility period is rated ‘Unsatisfactory/Not Satisfactory’ will not be considered for promotion

2.  Workman who has been awarded minor punishment will be debarred for a period of one year from the effective date of punishment order from consideration for promotion. However, when an enquiry is prolonged for more than two years from the date of issue of charge sheet and such delay is not attributable to the Workman and as a consequence of enquiry leads to award of censure, then in that event the Workman shall not be debarred for promotion for more than two years from the date of his/her eligibility. No Workman who has been awarded three/more minor punishments in the same calendar year or major punishment shall be considered for promotion for the next two years from the effective date of the last punishment order. However Workmen will be considered by DPC for promotion immediately on the next standard date of promotion as soon as the period of currency of punishment is over, subject to completion of eligibility period.

3.  Any Workman who has been on EOL for a period of 30 days or more in a year or 90 days in 3 consecutive years will not be considered for promotion, unless such leave is on medical grounds. Further, impact of EOL (other than on medical grounds) shall be as under:

1. If EOL during the eligibility period is less than or equal to 30 days, the same will have no effect on the eligibility date for promotion.

2. If EOL during the eligibility period is more than30 days and less than or equal to 60 days, the eligibility period will be extended by six months.

3. If EOL during the eligibility period is more than 60 days and less than or equal to 90 days, the eligibility period will be extended by one year.

4. If EOL during the eligibility period is more than 90 days and less than or equal to 120 days, the eligibility period will be extended by one year and six months. If the EOL during the eligibility period is more than 120 days, the eligibility period will be extended by two years. The maximum effect of EOL on extension of eligibility period in a grade will be two years.

5. If EOL is for less than six months in the assessment period, the assessment may be considered as representative of the whole assessment period.

4.  No Workman under suspension or against whom disciplinary or vigilance proceedings have been instituted shall be promoted until he is unconditionally reinstated or exonerated. In case of unconditional reinstatement or exoneration, he will be allowed promotion with retrospective effect, but the financial benefit accruing due to promotion will be allowed with effect from the date of issuance of promotion orders only and no arrears will be payable on this account, unless specifically mentioned otherwise in the promotion order DPC proceedings shall be kept in sealed cover. In light of the judgment of Hon. Supreme Court in case of Union of India etc. Vs. K.V. Janaki Raman (AIR1991SC2010), the sealed cover procedure be adopted in following circumstances:

• Workman under suspension.
• Workman in respect of whom a charge sheet has been issued and the disciplinary proceedings are pending; and
• Workman in respect of whom prosecution for a criminal charge is pending.

The procedure and guidelines as communicated by Department of Personal & Training vide OM dated 14th September’ 1992. be adhered.

5.  Other conditions for debarring employees from promotions as laid down by the Govt. of India/Company from time to time will be followed.

13.  GENERAL:
1.  All clarifications/doubts relating to this policy may be referred to the Corporate HRM Division and the decision of Director (Personnel) shall be final and binding in this regard. Minor modifications/alterations/additions in the rules can be made by D(P)/CMD.

2.  The management reserves the right to modify, cancel, add or amend any of the provisions of the policy at any time.