HRM Ossaat

Orissa Society for Social Audit, Accountability and
Transparency (OSSAAT)
Human Resource Management Manual

(DRAFT Not for Circulation)
Panchayati Raj Department
Government of Odisha
Prepared by:
OMEGA Technical Support Team

Orissa Society for Social Audit, Accountability And Transparency (OSSAAT) HRM Manual
TABLE OF CONTENTS
Definitions............................................................................................................................. 5
Chapter 1: Introduction........................................................................................................7
1.1 Background.............................................................................................................. 7
1.2 Orissa Society for Social Audit, Accountability and Transparency (OSSAAT)...........7
1.2.1 Objectives of OSSAAT......................................................................................7
1.3.2 Functions of OSSAAT.......................................................................................8
1.3.3 Institutional Governance..................................................................................8
1.3.4 Organization and Society Structure..................................................................9
1.4 About the Manual...................................................................................................11
Chapter 2: Recruitment, Selection and Induction............................................................12
2.1 Recruitment............................................................................................................ 13
2.1.1 Recruitment Procedures................................................................................13
2.1.2 Recruitment Sources......................................................................................13
2.1.3 Recruitment Team..........................................................................................14
2.1.4 Functions of Recruitment Team......................................................................14
2.2 Selection................................................................................................................ 15
2.2.1 Transparency in Selection Process................................................................15
2.2.2 Selection Team...............................................................................................15
2.2.3 Function of Selection Team and Selection Stages.........................................16
2.3 Contracting and Appointment.................................................................................17
2.3.1 Appointment of Contractual Staff....................................................................17
2.3.3 Appointment of Deputed Staff........................................................................18
2.3.4 Appointment of VRPs.....................................................................................18
2.4 Induction and Orientation.......................................................................................18
Chapter 3: Staff Management, Entitlement and Benefits................................................20
3.1 Staff Management..................................................................................................20
3.1.1 Attendance....................................................................................................20
3.1.2 Use of Office Equipment & IT usage (fax, email & internet)............................20
3.1.3 Discrimination and Harassment.....................................................................20
3.1.4 Staff Code of Conduct....................................................................................22
3.1.5 Misconduct.....................................................................................................22
3.1.6 Disciplinary Mechanism.................................................................................23
3.1.7 Staff Records.................................................................................................25
3.1.8 Transfer of staff.............................................................................................26
3.1.9 Human Resource Management Information System (HRMIS).......................26
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3.2 Entitlements........................................................................................................... 27
3.2.1 Holidays......................................................................................................... 27
3.2.2 Leaves........................................................................................................... 27
3.2.3 Travel Allowance (TA) and Dearness Allowance (DA)....................................30
3.2.4 Provident Fund (PF) and House Rent Allowance (HRA)................................30
3.2.5 Group Insurance............................................................................................30
3.2.6 Grievance Redressal System.........................................................................30
Chapter 4: Training and Capacity Building......................................................................32
4.1 Training Need Analysis (TNA)................................................................................32
4.2 Training Plan.......................................................................................................... 32
4.2.1 Types of Training............................................................................................32
4.2.2 Methods of Training........................................................................................33
4.2.3 Training Material............................................................................................34
4.3 Training Conduct....................................................................................................34
4.4 Training Evaluation and Feedback.........................................................................34
Chapter 5: Performance Appraisal and Management......................................................35
5.1 Applicability............................................................................................................ 35
5.2 Conducting Performance Appraisal........................................................................35
5.2.1 Performance Management Team (PMT)........................................................35
5.3 Performance Appraisal Process.............................................................................35
5.3.1 Performance Planning....................................................................................35
5.3.2 Monitoring Staff Performance.........................................................................36
5.3.3 Evaluating Staff Performance.........................................................................36
5.3.4 Identification of Training and Capacity Building Needs...................................37
5.3.5 Incentive/ Increment Payment Process..........................................................37
5.3.6 Career Path (Reward and recognition)...........................................................37
Chapter 6: Separation........................................................................................................38
6.1 Cases of Separation...............................................................................................38
6.1.1 Termination of contract...................................................................................38
6.1.2 Resignation offered by staff member..............................................................38
6.1.3 Non-renewal of contract.................................................................................38
6.1.4 Separation because of Desertion...................................................................38
6.1.5 Separation due to death.................................................................................39
6.1.6 Transfer of Deputed Staff...............................................................................39
6.2 Process of Separation (All Case of Separation apart from Death)..........................39
Annexure 1: Governing Body of OSSAAT........................................................................41
Annexure 2: Executive Committee of OSSAAT................................................................43
Annexure 3: Staff Position Matrix.....................................................................................45
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Annexure 4: Sample Selection Process...........................................................................48
Annexure 5: Offer Letter Format.......................................................................................50
Annexure 6: Staff Contract Sample..................................................................................52
Annexure 7A: Staff Reporting Structure...........................................................................56
Annexure 7B: Disciplinary Authority................................................................................57
Annexure 8: Attendance Register Format........................................................................58
Annexure 9: Grievance Registration Form.......................................................................59
Annexure 10A: Charge-sheet Format...............................................................................60
Annexure 10B: Show Cause Notice Format.....................................................................61
Annexure 10C: Issue of Penalty Order Format................................................................62
Annexure 11: Format for Leave Application.....................................................................63
Annexure 12: Format for Transfer Application.................................................................64
Annexure 13: No Dues Certificate Format........................................................................65
Annexure 14: Exit Interview Form.........................................................................................66
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Definitions
Following expressions used in Human Resource Management Manual shall have following
meaning unless inconsistent with subject or context:
“State” means the State of Odisha;
“OSSAAT” means the Orissa Society for Social Audit, Accountability And
Transparency
“Society” means the Orissa Society for Social Audit, Accountability And Transparency
(OSSAAT)
“Area of Operation” means the areas where the Society will operate or carry out its
activities;
“Governing Body” means the Governing Body of Orissa Society for Social Audit,
Accountability And Transparency (OSSAAT) constituted under Society Registration Act,
1860.
“Executive Committee” means the Executive Committee of the Orissa Society for Social
Audit, Accountability And Transparency (OSSAAT) constituted under Article 11;
“State Team Monitors” means the State Team Monitors of the Orissa Society for Social
Audit, Accountability And Transparency (OSSAAT)
“District Resource Persons” means the resource persons engaged by the Society at
District level;
“Block Resource Persons” means the resource persons engaged by the Society at Block
level;
“Gram Panchayat Resource Persons” means the youth identified from labourers’ families
to conduct the social audit at the Gram Panchayat level;
“Financial Year” means the year commencing from 1st of April to the 31st March of the
following year;
“Prescribed” means the prescribed guidelines issued by the Executive Committee and
approved by the Governing Body from time to time.
"Year" means the financial year of Government of Odisha
“Staff member” means individual appointed to desired posts on contract or deputation for
Orissa Society for Social Audit, Accountability And Transparency (OSSAAT). This will not
include those working under services being outsourced by Orissa Society for Social Audit,
Accountability And Transparency (OSSAAT) for executing different activities.
“Employer” means Orissa Society for Social Audit, Accountability And Transparency
(OSSAAT)
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“The Manual” means Human Resource Management Manual of Orissa Society for Social
Audit, Accountability and Transparency (OSSAAT)
“HR” refers to Human Resource
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Chapter 1: Introduction
1.1 Background
1. Today, Governments across India and developing economies internationally are facing
the demand for greater accountability, social inclusion and effective public service delivery.
On the other hand, with growing pace of development across the country, citizens are
becoming more assertive and informed about their rights. In this context, social audit has
gained immense importance and has been acknowledged as an integral part of development
and welfare schemes within the country by Government of India. In particular case of rural
development schemes such as Mahatma Gandhi National Rural Employment Guarantee
Scheme (MGNREGS), Social Audit has been mandated as a part of the scheme guidelines
with defined roles and procedures to be followed to ensure effective implementation and
inclusive decision making as well as public vigilance.
Social Audit and MGNREGS: As an attempt to enhance the role of Social Audit under
MGNREGS, in June 2011, Ministry of Rural Development, Government of India has come
out with a set of Rules called Mahatma Gandhi National Rural Employment Guarantee Audit
of Schemes Rules 2011. As per the provisions of these rules, all State Governments are
mandated to identify and establish an independent institution to govern the conduct of social
audit by providing creating necessary implementation capacity across and among different
tiers of governance and stakeholders concerned.
1.2 Orissa Society for Social Audit, Accountability and Transparency (OSSAAT)
2. In line with above background, Panachayati Raj Department (PRD), Government of

Odisha has formulated an institution called Orissa Society for Social Audit, Accountability
and Transparency (OSSAAT). The objective of OSSAAT is to work towards strengthening
and deepening the Social Audit processes in Odisha to ensure so that Social Audits become
an integral part of the governance system.
OSSAAT for the first time in India, created space for Social Audit at Palli Sabha (meeting in
revenue village) level, to facilitate conduct of impartial and effective audit of rural
development schemes and programmes
1.2.1 Objectives of OSSAAT
3. The objective of the OSSAAT is to strengthen the Social Audit processes in Odisha so
that Social Audit becomes an integral part of the Governance process in the State. The
society OSSAAT is mandated to conduct social audits once in every six months in each
revenue village (51,349 revenue villages X 2 = 102698 Social Audits in a year) across 6234
Gram Panchayats in 30 districts of the State. The specific objectives of the Society are;
 to create an enabling environment for GPs to conduct impartial and effective social
audits for development schemes and programmes in its territory;
 to ensure that the social audit process remains autonomous from mainstream
Government administration as well as the implementing agency at all times;
 to be responsible for proper conduct of social audit for MGNREGS and other
Government program / schemes in Odisha;
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 to build capacity at grassroots level (both civil society and citizens) for strengthening
social audit for Government programme/ schemes;
 to evolve process, tools and formats of Social Audit for other Government programme/
schemes;
1.2.2 Functions of OSSAAT
4. In order to achieve the aforesaid objectives, the Society will:-

 facilitate social audit for MGNREGS in Odisha and other Welfare / Development
Schemes;
 identify, train and recruit suitable resource persons at village, block, district and state
level, to conduct social audit in effective and efficient way;
 prepare formats, tools, and manuals for social audit process;
 innovate method for social audit to represent accurate data;
 create awareness amongst the public about their rights and entitlements under various
Government schemes on which social audit to be conducted;
 ensure data collected through social audit by the implementing agencies is correct and
verify records with primary stakeholders and worksites;
 ensure that corrective action is taken based on social audit reports;
 engage specialists or institutions in the specific areas as per requirement for social audit;
 act as liaison between Government and Civil Society groups/ NGOs on issues of
Transparency and Accountability;
 provide guidelines for the conduct of affairs of the Society and update them from time to
time;
 do all such other acts and things, either alone or in conjunction with other organizations
or persons, as the Society may consider necessary, incidental or conducive to the
attainment of its objectives;
1.2.3 Institutional Governance
5. Society is governed by a set of bylaws and includes a governing body headed by the
Chief Secretary, Government of Odisha. The governing body of the Society will constitute an
executive committee for extension of the policy decision to the field level and exercise all
powers vested in it. The executive committee is headed by the Director, OSSAAT and other
senior officers of the Society will be its members. The following are the bodies and
authorities of the Society:
a. Governing Body (Details available in Annexure-1)
6. The Governing Body has full control of the affairs of the Society and will have authority to
exercise and perform all the powers, acts and deeds of the Society consistent with the aims
and objects of the Society. In particular and without prejudice to the generality of foregoing
provision
b. Executive Committee (Details available in Annexure - 2)
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7. Executive Committee is responsible for acting for and doing all deeds on behalf of the
Governing Body and for taking all decisions and exercising all the powers, vested in the
Governing Body except those which the Governing Body may specifically specify to be
excluded from the jurisdiction of the Executive Committee.
1.2.4 Organization and Society Structure
8. Please refer to Diagram 1.
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Diagram 1: Organogram of Orissa Society for Social Audit, Accountability And Transparency (OSSAAT) Implementation Cell
(Abbreviations used: P.E. = Programme Executive, APE = Assistant Programme Executive, D.E.O = Data Entry Operator)
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1.3 About the Manual
9. This Manual seeks to provide an insight on the different aspects of Human Resource
Management. The Manual summarizes form of systems and procedural documentation
applicable to the Society and its staff members covering all aspects related to the following:
 About the Society
 Staff Recruitment and Selection Process
 System and process of engaging outsourced human resource
 Service Conditions and Terms of Service for Society Personnel
 Working Systems, Procedures and Code of Conduct
 Benefits and Entitlements
 Grievance Redressal Mechanism
 Performance Management
 Capacity Building and Training Interventions
 Separation
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Chapter 2: Recruitment, Selection and Induction
10. Orissa Society for Social Audit, Accountability and Transparency (OSSAAT), is governed
by the State Government Employment Rules and Regulations. The Society is an “Equal
Opportunity Employer” and does not discriminate any of its staff/ any other third party
either individual or an organization on the basis of race, colour, religion, sex, origin, age, or
disability. All practices of the Society are ethically guided by the principles aligned to abide
by the state government employment rules and regulations.
Diagram 3: Recruitment, Selection and Induction Process (Flow Chart)
Advertisement in various
Identify a vacancy Receive all applications online
media
Receive applications & Documents by Post
Filter all online applications on previous set criteria

RECRUITMENT and SELECTION
Criteria Satisfied Criteria Not

Satisfied
List of Shortlisted candidates Verify online filled Not Verified
and rejected candidates with Verified
information with the
reason of rejection will be received documents
published on website Rejected
Applications
Organise Objective Written Test
Publish list of shortlisted Unsuccessful
for shortlisted candidates
candidates on website
Successful
Organise Descriptive written and/or

Computer aptitude test and/or Group Unsuccessful
Discussion and/or Interview as
applicable for candidates
Successful
Joining of new Offer the

Staff member(s) Candidate
Introduction to MGNREGS Introduction to the Roles and responsibilities

Scheme & Social Audit OSSAAT & its Functioning of new staff member
explained in detail
INDUCTION
Administrative Procedures,
Entitlement and Benefits are
explained
Induction of new
staff Complete
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2.1 Recruitment
11. Definition: Recruitment is defined as the process of finding and attracting capable
applicants for employment. The process begins when new recruits are sought and ends
when their applications are submitted. The result is the pool of applicants from which new
employee are selected.1
12. Appointments for the Society can be made only against vacant posts2 prescribed and in
accordance with the conditions in this regard prescribed by the State Government from time
to time.
2.1.1 Recruitment Procedures
13. The recruitment of all staff member positions will be coordinated by the Director,
OSSAAT. OSSAAT Directorate’s office will monitor adherence to all organizational Policies
& Procedures in inviting application from the prospective candidates.
I. Advertising: Advertisements of all positions with their Job description (JD) must be
approved by Director, OSSAAT to ensure compliance with the Society’s policies and
procedures. These advertisements will be then published in newspapers and/or websites.
All filled up applications must be received / directed to the Office of the Director, OSSAAT
or as directed within the advertisement.
II. In-House Recruitment: The organization by notification may give all current staff
members within in the organization an opportunity to apply for the advertised position or
an opportunity for promotion. The society may also seek applications for deputation from
IAS/OAS’s.
III. External Agency: The Society may engage an external agency on sub-contract basis to
support and facilitate the recruitment process.
2.1.2 Recruitment Sources
14. Recruitment can be done through any of the following Sources:
I. Open Market Sourcing: All such appointments will be on contractual basis for a fixed
tenure. The terms and conditions laid out in the contract of a “Contractual Staff 3” will
govern the employment of individuals recruited through the said source.
II. Campus Recruitment: Society may recruit from the college campus across Odisha or
any other as required. All such appointment will be on contractual basis and for a fixed
tenure.
III. Deputations and Redeployment: Appointments on Deputation will be regulated in

terms of the State Government rules relating to Deputation of its officers. All Government
staff members will be eligible for deployment under sanction post on deputation as per
1
William B. Werther and Keith Davis, Human Resource and personnel Management, Fourth Edition, McGraw
Hill, New York, 1993, p.195
2
This process may be followed for all contractual positions except Director, OSSAAT and VRP
3
Contractual Staff refers to appointments which are either Full Time Contract or Part Time Contract.
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requirement of the Society. The retired person from the government departments can
be redeployed, if so decided by the Society.
IV. External Consultants: External Consultants may be hired by the society as and when
required for short-term or long-term basis. The society may undertake an empanelment
or conduct direct interviews for such appointments.
V. Outsourcing: Positions at the district/ Block/ Village level can be outsourced to the
external HR agency or NGO(s).
2.1.3 Recruitment Team
15. Under the guidance of Director OSSAAT, a recruitment team should be formed.
Recruitment Team will support the overall recruitment function of the society. This team will
comprise of 3-5 staff members (headed by Deputy Director, Administration & Finance). The
team will be permanent in nature and will be responsible for all kind of staff recruitments to
be taken up on yearly or intermittent basis as per society staff needs. The recruitment team
will report to the Director, OSSAAT
2.1.4 Functions of Recruitment Team
16. The recruitment team will be responsible for conducting and facilitating the overall
recruitment and selection process respectively in consultation with the Selection Team. The
key function of the recruitment team will as follows:
 Mapping Recruitment Needs: The recruitment team will be responsible for
mapping vacancies within the Society and address any such vacancies in
consultation with the respective district/ unit4.
 Inviting Applications: The Recruitment team will perform the following task in-
house unless an external agency is recruited for the task. In such a case, the
recruitment team will be responsible for monitoring and supervising the below given
tasks:
o Developing Application Forms: The team will develop job postings and
format or templates for applications to be sent and specify relevant fields
which are specified in the Job Specification like educational qualification, no.
of years of experience, area of expertise, etc.
o Job Posting Job advertisement for contractual positions mentioned under
Annexure-3 will be developed by the recruitment team and uploaded in no. of
online (PRD website, OSSAAT website, etc.) and off-line (newspaper,
bulletins, etc.) portals.
 Collection and Maintenance of Application in a Database: The team will use
customized third party software/ existing in-house solutions available with the
department to receive, collect and sort applications. A database of applications
including application forms, uploaded resumes and related documents received will
also be maintained using the software and will be managed by the recruitment team.
4
Social Audit, Administration and Finance and MIS
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 Assisting in the Selection Process: Recruitment team will also assist the selection
team in selection process in Initial Screening, Conducting Tests, Facilitating
Interviews and coordinating with applicants.
 Any other as designated by the Director, OSSAAT or representative staff designated
by him/ her.
2.2 Selection
17. Selection is the process of differentiating between applicants in order to identify and hire
those with a greater likelihood of success in a job 5 i.e. Selection is the process of picking
individuals (out of the pool of job applicants) with requisite qualifications and competence to
fill jobs in the organisation.
18. The Selection process will be carried out as detailed in the Diagram-3. A Selection Team
within the Society (formed by Director, OSSAAT) will be responsible for conducting the
overall selection process and will be facilitated by the recruitment team. The Society may
also utilize the present staff members or seek the services of an external HR Agency as a
support functionary within the selection process.
2.2.1 Transparency in Selection Process

 Number of vacant posts and the selection process may be hosted on the website.
 Interview panel would be formally constituted and would have a pre-fixed date and
place for selection.
 All Interview panel will have a Society representative as the chairperson assisted by
external consultants / experts. In case of external consultant(s), the same may be
outsourced from another government department/ agency, PSU’s, etc. in
consultation with the Director, OSSAAT.
 All panel members will be oriented for conducting Interview and the marking system
will be uniform.
 A scoring system will be developed for every selection stage which will allow
quantitative scores in each parameter and preparation of a final merit list on that
basis
 All process will be recorded and objectively scored, final scores sheet will be
available with Society and hosted in the website.
2.2.2 Selection Team
19. A selection team will be formed to facilitate the overall selection process. The Selection
Team will be led by Director, OSSAAT or any person designated by him/ her and panel of
experts6 of the respective field (MIS / Finance /Social Audit, Administration, etc.). The
selection team will be facilitated by recruitment team.
5
K Aswathappa, Human Resource and Personnel Management, Fourth Edition, Tata McGraw Hill Education,
p.156
6
These may include in-house experts/ officers from other government agencies or PSU’s or outsourced
professionals from an external agency or agencies.
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2.2.3 Function of Selection Team and Selection Stages
20. The selection team along with recruitment team will be primarily responsible for the
following tasks as a part of the selection process (for sample selection process refer to
Annexure-4):
I. Initial Screening: This will be done using in-house or third party software
customized to support the selection process with support from the recruitment team.
The Initial screening of Application will be done based on pre-set criterion established
for each position. Selection team will be responsible for finalizing the screening cut-
offs or weighted7 scores for first stage of shortlisted applications.
II. Testing: Testing will be an essential part of the selection process and will be
conducted for screened applicants shortlisted after initial screening. Objective test or
several other types of tests may be conducted during this stage of the selection
process. These test will assess candidates’ on their domain knowledge, skills,
attitudes, and values, proficiency and other skills set deemed essential for the
different vacancies.
III. Group Discussion: Shortlisted candidates for managerial posts may be called for
group discussions. Group discussions will be organized on relevant topics and issues
as deemed fit by the Selection Team.
IV. Interviews8: Subjective interviews will be conducted for the applicants shortlisted in
the previous selection stage. This may involve 2 staged interviews. Interviews
scores will be given to each candidate interviewed on criterion like Domain
Knowledge, Quality of Experience, Communication Skills, Suitability (for Post),
Presentation, Leadership Qualities, etc.
o Personal Interview: The interview will be conducted on one-to-one basis and

is most potent method to judge a candidate. This interview will assess both
HR and Technical facet of the candidate and identify best suitable persons for
the Society. The Interview will be utilized as a selection tool and candidates
can be finalized on the basis of overall score including interview scores.
o Group Interview: A group interview will be conducted by interview panel

which may include HR personnel, Domain Expert and Director, OSSAAT or
any other representative staff member designated by him/her. This offers to
conduct interviews in group and assess how people are reacting to questions
in front of others. This also gives a comparison of responses to similar
questions.
V. Finalising Candidates and Placing Final Offer: Based on the Interview scores list
of selected candidates will be prepared. This list of final selected candidates will be
posted online.
7
Weightage and scoring procedures against each position/ category is mentioned in Annexure 4
8
It is not mandatory to conduct both types of interviews. However, it is suggested to do so in order to ensure
selection of right candidate for the right position in a transparent manner.
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Case of Disqualification based on reference check, record and medical verification
The Society reserves the right to reject any application in case of following observations
following cases:
 Lacks the minimum qualification requirements;
 Inability to furnish any of the documents, certificates or proofs requested at the time
of application in original or as attested copies.
 A record of dismissals, removals, or resignations;
 Who is not in good standing as evidenced from inquiries of former employers;
 Who has practiced deception in his/her application
 Any other causes and reasons deemed sufficient for disqualification by the selection
team.
 Before joining duty, the selected candidate will be required to furnish a certificate of
health fitness from a registered medical practitioner.
 He / She shall also furnish one character certificate.
 A Gazetted officer, interview panel or external agency hired may go for a reference
check with his/her past organization failing which selection will be cancelled.
2.3 Contracting and Appointment
Appointment of Director
Director, OSSAAT is appointed by Panchayati Raj, Department on the recommendation of
search committee. Search committee will be formed under the guidance of Secretary
Panchayati Raj, Department. This search committee will consist of members from other
Government agencies from the Odisha or/and India, independent thinkers and members
from NGOs etc. Profiles may be sourced from an open market, recommendations from other
departments in GoO, etc.
2.3.1 Appointment of Contractual Staff
21. On completion of the selection process contracts will be issued to all selected candidates
for respective posts, excluding those where deputation is applicable. All selected candidates
will be issues Offer letters (refer to Annexure- 5) initially. On intimation of acceptance of the
offer letter in written/ fax, contract will be issued (refer to Annexure- 6). Contracting will be
undertaken by the Administrative staff from the Administrative Unit under supervision of
Deputy Director, Administration & Finance. All contractual appointments will be subject to
renewal based on performance review.
Case of Application Forfeiture and Inability to Join Post-Selection

In case a selected applicant forfeits his application or is unable to join the Society within
stipulated joining period. The next best candidate will be considered for the post.
 Full Time Contract: All persons selected from open market will get a full time contract
for 1 year (renewable on yearly basis 9). All staff member recruited on Society positions
9
All full time contracts will be renewed on performance basis (as mentioned under Chapter 5 of the Manual
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unless specified in the terms of employment or in case of deputations (as provided in the
Annexure-3) will be on “Full Time Contract”.
 Part Time Contract: In case a person is appointed to a position of shorter duration in

comparison to “Full Time Contract” and which is intermittent in nature or in a position
where it is clearly impractical to employ on a continuing monthly basis, will get a
temporary contract of few days or months. Such type of appointment will be referred to
as “Part Time Contract”
Recruitment of VRPs
VRPs will be searched and appointed by the BRPs in their jurisdiction villages. Minimum
qualification criteria must be followed while searching and appointing VRPs. The duration of
appointment will be 10-20 days twice a year.
2.3.2 Appointment of Deputed Staff
22. On selection, the appointment of staff members from the Government Departments and
other Institutions of the State on deputation shall be in accordance with the terms and
conditions stipulated by the State Government. A provision for additional allowance for
deputed staff may be made in line with the staff those being appointed on deputation will be
made. Once appointed, the deputed staff member will be governed by the rules and
regulations of Society, to the extent that they are not in contradiction of the terms and
conditions of service of their parent Department/ agency.
2.3.3 Appointment of VRPs
23. Village resource persons (VRPs) can be taken for short contract period as prescribed by
the Ministry of Rural Department, Government of India. VRPs can be selected by the Block
Resource Persons (BRPs) directly, satisfying minimum qualification criteria and guidelines of
Ministry of Rural Department, Government of India.
2.4 Induction and Orientation
24. Induction of new staff is an important process through which they are oriented about the
Society’s objectives, scope of operation, activities and staff specific roles, entitlements and
other related matters. OSSAAT will have an induction process in place to be followed for
inducting all newly recruited staff. The induction and orientation will be conducted by
Selection Team of OSSAAT and external experts as required. The induction program would
provide all the information on OSSAAT, its goal and objectives, role / responsibilities,
operational modalities, reporting structure (refer to Annexure -7A), components, technical areas
and HR issues including roles, responsibilities, reporting, performance management and working
procedures.
Table 2: Indicative Session Plan for Induction

Session Areas to be Covered Mode
Session–1: About the Society i. What is OSSAAT Presentation along with
i. Society’s vision and mission essential documents.
ii. Scope of operations and Activities
iii. Society Policies and Code of
Conduct
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Session–2: Social Audit and its i. What is Social Audit Presentation along with
role in Development Schemes ii. Social Audit and development essential documents.
schemes
iii. Role of Society Staff in Social
Audit
iv. How to conduct a Social Audit
:Method, Toolkits and Formats
Session–3: Roles and Functions i. Category wise Functions Presentation along with
of Different Categories10 ii. Role and Responsibilities of Each essential documents.
position
iii. Reporting Structures
iv. Code of Conduct
Session–4: Administrative i. Administrative Systems &
Procedures, Entitlement and Procedures Presentation along with
Benefits ii. Category-wise entitlements and essential documents.
benefits
iii. Procedures for availing entitlement
and benefits, etc.
25. The induction program would be planned by the Selection Team under supervision of
Deputy Director, Administration & Finance Unit. It should be completed for all appointed staff
before they take program responsibilities. An indicative Induction Session Plan is shown
above (Table-2). This plan may be modified suitably, as deemed feasible.
10
Separate sessions for different categories maybe conducted
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Chapter 3: Staff Management, Entitlement and Benefits
3.1 Staff Management
3.1.1 Attendance
26. Each staff member must observe the fixed term work schedule for his/her work location.
Absence from duty must be accounted for under established leave policies on approved
leave forms. Failure to properly notify, concerning an absence and to receive necessary
permission may result in disciplinary action up to and including salary deduction and
termination. Any individual who is consistently late for work, or who does not return from
lunch periods promptly, is subject to disciplinary action up to and including termination.
When it is necessary to leave work early; the staff member is to make necessary
arrangements with the line authority prior to the time of departure. Normal office timing is 10
am to 5 pm with half an hour lunch break at 1.00-1.30pm.
3.1.2.1 Daily Attendance Register (Refer to Annexure-8)
27. Daily Attendance register should be maintained to record the hours and days worked and
absences for each staff member. Leaves or absence reported on the Request for Leave
Form should also be maintained. It is suggested that the biometric system should be
installed where ever possible to maintain and record attendance of the staff.
3.1.2.2 Case of Absence
28. A staff member is expected to report to work according to the work schedule. If unable
to do so, the Manager, Administration or reporting authority must be notified at the opening
of the work day or as soon as possible. Failure to give proper notification of absences shall
be considered sufficient cause for disciplinary action or separation from organisation
employment. An unauthorized11 absence of more than ten (10) consecutive working days
may be considered job abandonment and may result in removal from service.
3.1.2 Use of Office Equipment & IT usage (fax, email & internet)
29. The use of society property including telephones and other office equipment such as
computers, laptops, fax machines, or copiers should be restricted to official usage. It is
expected that any personal business conducted over the telephone will be kept to a
minimum. Excessive personal phone calls or use of photocopiers, computers, etc. for
personal reasons may lead to restrictions or disciplinary actions. The use of the Internet and
e-mail is recognized as a valid business tool and is to be used for purposes related to the
performance of a job or for gathering applicable information for OSSAAT. Excessive use of
this technology for personal use may lead to restrictions or disciplinary actions.
3.1.3 Discrimination and Harassment
30. OSSAAT shall be committed to providing and maintaining an open, positive work
environment, which is free from any discrimination or harassment. All staff of OSSAAT must
be treated with respect, dignity, and courtesy. There shall be no discrimination or harassment
11
Unauthorized includes both unapproved and uninformed absence.
20 | P a g e
against any person on the grounds of race, colour, religion, national origin, disability, age,
sex, marital status, sexual orientation or citizenship.
31. Any discriminatory action against deputed staff or contractual staff shall be met with
disciplinary action. Every complaint shall be promptly and thoroughly investigated and
confidentiality is maintained as far as the situation would permits.
32. Discrimination means treating staff differently, in any aspect of staffing, solely because
of a trait or characteristic that is not related to their ability to do their job.
33. Harassment is a behaviour that is offensive to individuals including negative

stereotyping, unwelcome sexual advances (from the same or opposite sex), epithets, sexist,
racist or religious slurs, demeaning jokes, gestures, written or graphic material that
communicate these concepts and any other conduct that makes the working environment
hostile or offensive.
34. Specific types of prohibitive conduct include, but are not limited to:
 Request for sexual favours;
 Making any religious comments to demean a person;
 Making any racial comments to demean a person;
 Use of abusive language against any person;
 Making comments of one’s age;
 Verbal or physical conduct of sexual nature;
 Discussion of a person’s physical characteristics or dress;
 Use of offensive language or demeaning terms;
 Narrating offensive jokes or sexually explicit stories;
 Circulation or posting of offensive pictures;
 Spreading rumours or talking to third parties about an individual in a demeaning
fashion;
 Any unwelcome advances.
35. All/any of the above are/is prohibited through any mode of communication
including in person, over the phone, on voice mail, through pen and paper, on e-mail,
through chat, through SMS or any other form of communication.
36. Sexual harassment cases will be addressed as per the guidelines of Supreme
Court of India.
37. If harassment is found to exist after enquiry, appropriate officers shall take prompt
corrective action. Depending on the severity of the act, the discipline may range from a
written warning, a copy of which is placed in the offending person's personnel file, to
immediate suspension or even dismissal.
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3.1.4 Staff Code of Conduct
38. OSSAAT forbids that staff members have any interest in, or engage in, any business or
professional activity, or incur any obligation that is in substantial conflict with the proper
discharge of duties in society’s interest. Specifically, no staff member should:
a. Accept or solicit any gift, favour, or service that might reasonably tend to influence him/
her in the discharge of his/her official duties, or that he/she knows, or should know, is
being offered him/her with intent to influence his/her official conduct;
b. Accept employment or engage in any business or professional activity that he/she might
reasonably expect would require or induce him/her to disclose confidential information
acquired by reason of his/her official position;
c. Accept other employment or compensation which could reasonably be expected to impair
his/her independence of judgment in the performance of his/her official duties;
d. Make personal investments that could reasonably be expected to create a
substantial conflict between his/her private interest and Society’s interest;
e. Intentionally or knowingly solicit, accept, or agree to accept any benefit for having
exercised his/her official powers or performed his/her official duties in favour of
another;
f. Full-time staff members are not allowed to be concurrently employed as a paid
lobbyist for any association, organization or agency.
3.1.5 Misconduct
39. Following is a list of misconducts for which a staff member staff may be charged. This list
is illustrative and not exhaustive and depending of the act of omission/ commission the
nature would be included for issue of Show Cause Notice / Charge sheet.
 Any kind of non-adherence observed with regards of Staff Code of Conduct;
 Wilful insubordination or disobedience, whether or not in combination with another, of
any lawful and reasonable order of a superior;
 Going on an illegal strike or abetting, inciting, instigating of action in furtherance
thereof;
 Theft fraud or dishonesty in connection with the OSSAAT property or the theft of
property of another staff;
 Taking or giving bribes or any illegal gratification;
 Habitual absence without prior sanction of leave, or absence without leave for more
than ten consecutive days or overstaying the sanction leave without sufficient
grounds or proper or satisfactory explanation;
 Late attendance on not less than four occasions within a month;
 Drunkenness, riotous, disorderly or indecent behaviour on the premises of OSSAAT;
 Habitual neglect of work, or gross or habitual negligence;
 Habitual breach of any rules or instruction of the maintenance and running of any
unit, or the maintenance of the cleanliness of any portion of OSSAAT;
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 Wilful damage to work in process or to any property of OSSAAT;

 Gambling when at work;
 Refusal to accept a charge sheet, order or other communication;
 Unauthorized possession of any lethal weapon at work.
3.1.6 Disciplinary Mechanism
40. In the event of any staff committing one or more of the misconduct(s) the following
procedure shall be followed:
a. Disciplinary Process shall be maintained and monitored centrally at the Bhubaneswar
office of OSSAAT.
b. Disciplinary Authority of staff under OSSAAT is mentioned in Annexure 7B;
c. A written complaint is to be submitted by the person affected/ witness to the
Manager, Administration of OSSAAT.
d. The Manger, Administration will prepare the Warning Letter/ Charge sheet (refer to
Annexure 10A) and Show Cause (refer to Annexure 10B) as the case may be, get it
signed by Deputy Director, Administration & Finance as the central Disciplinary
Authority and serve the same upon the staff concerned.
e. The staff concerned shall be required to submit a statement of defence to the
Administration Cell within the stipulated time as mentioned in the Show Cause/
Charge sheet.
f. In the event of non-receipt of a reply/ statement of defence, it would be presumed
that the staff has nothing to offer in his or her defence and will lead to initiation of
next course of action.
g. In case wherein the staff submits his or her statement of defence or reply, the same
will be examined by the Disciplinary Authority who would suggest for either dropping
the charge(s) in case the reply is found to be satisfactory with evidence or for
proceeding with domestic in case the reply is not found to be satisfactory.
h. If the recommendation of the Disciplinary Authority is to drop the charge(s), a letter to
the effect will be prepared by the Disciplinary Authority, signed by the Deputy Director
Administration & Finance and issued to the staff concerned.
i. Case(s) wherein Disciplinary Authority has advised for preceding with domestic
enquiry, Deputy Director, Administration & Finance will form the Enquiry Committee
comprising of representative(s) of the Department in question and Deputy Director,
Administration & Finance or the person nominated by Deputy Director Administration
& Finance. A Presenting Officer would be nominated who would present the case
before the Enquiry Committee on behalf of the Management. The Manager
Administration in the committee would be the defacto Member who over and above
of participating in the enquiry proceedings would maintain all the documentation like
maintaining the proceedings of the enquiry, exhibits produced before the committee,
etc. An order for constitution of Enquiry Committee would be issued by the Deputy
Director, Administration & Finance and copies sent to all concerned.
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j. The Chairman of the Enquiry Committee would then issue an Enquiry Notice
indicating the date, time and venue of the enquiry.
k. The charge sheeted staff member will be given the liberty of defending his or her
case alone or take help of a colleague who shall be his/her colleague from OSSAAT.
l. The Committee would go into every detail of the incidence, examine the facts,
witnesses and exhibits brought before the committee, draw out the conclusion
whether the charge(s) have been proved or not and submit the Enquiry Report to the
concerned Deputy Director, Administration & Finance.
m. The Deputy Director, Administration & Finance would go through the Enquiry Report
and based upon the findings of the Committee & the severity of the charge(s), the
Deputy Director, Administration & Finance would take decision upon the quantum of
punishment that is to be imposed on the charge sheeted staff member.
n. The Manager Administration will prepare the requisite order and get it signed by the
Deputy Director, Administration & Finance (Disciplinary Authority) and serve upon the
staff.
Diagram 4: Disciplinary Mechanism
Warning Letter Issued Minor Misconduct
with Counselling Misconduct Committed by staff
First Instance
Repetition / Major Misconduct
Charge sheet / Show

Cause Issued
Reply received
No Yes
Not Satisfactory Satisfactory
Constitution of Enquiry Committee
Enquiry Report
Charge
Dropped &
Yes No Exoneration
Letter Issued
Penalisation
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3.1.6.1 Penalties
41. Wherever applicable Penalty order shall be issued (refer to Annexure – 10C) in lieu of
penalties that can be vested on the staff member on whom charges have been proved.
Types of penalties are defined as follows:
3.1.6.1.1 Minor Penalties

 Withholding of Promotion, if any
 Suspension
 Withholding of increments of remuneration with or without cumulative effect
 Recovery from remuneration or such other amount as may be due to staff, of the
whole or part of any pecuniary loss, caused to the Society due to negligence or
breach of orders.
3.1.6.1.2 Major Penalties

 Reduction to a Lower Grade or Post
 Dismissal from service
 Removal from service which shall not be a disqualification for future employment
3.1.6.2 Action not considered “Penalty”
42. The following shall not amount to a penalty:

 Issue of warning;
 Withholding of increment of an staff on account of his work being found
unsatisfactory or failure to pass a prescribed test or examination;
 Non-renewal of service contract of an staff on account of his work being found
unsatisfactory;
 Non-promotion, whether in an officiating capacity or otherwise, of an staff to a higher
post for which he may be eligible, but for which he is found unsuitable;
 Termination of service of a staff appointed under a contract or agreement.
3.1.7 Staff Records
43. Once appointed, all the relevant staff records will be maintained with the Society
administrative unit. This will include all documents received from a staff member during the
selection process (for contractual staff) and any additional documents required by the
Society as deemed necessary.
Table 3: List of Documents
List of Documents Contractual Staff Deputed Staff

1) Application Form √ -
2) Educational Certificates √ √
3) Experience Certificates √ -
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4) DoB certificate √ √
5) Address Proof √
6) Reservation Specific Certification (as √ -
Applicable)
7) NOC’s form previous employer/ √ -
Government Agency (as Applicable)
8) Service Tax Registration (Copy) √ -
9) Other(s) as per Society Requirement(s) - -
44. Service books shall be maintained for each staff member as per the guidelines 12 of
central government which include all the records related to leaves (availed and pending)
performance appraisal (process and rating), case of misconduct (proceedings, if any),
grievance, etc.
3.1.8 Transfer of staff
45. Staff may be transferred from one unit to another and from one location to another as per
OSSAAT requirement. These transfers can be done on temporary basis or permanent basis.
Staff can initiate their transfer by submitting application form in prescribed format (provided
in Annexure 12) to the administration unit with valid reason. Application of a staff member will
be considered only if there is a post lying vacant in the location he/she is applying, subject to
the Management decision. The personal request for transfer can only be allowed during April-June
of every year No such transfer can be allowed within 6 months from the date of joining in a
particular place of posting for any staff. Deputy Director, Administration & Finance will be in-
charge for all transfers within the society. In case of transfer from one location to another,
transfer allowance will be provided to the staff members (Listed in Table 4).
Table 4: Transfer Allowance

Officers Allowance for baggage and shifting
self / family (Lump sum)
District Resource Person/ Programme Rs.10,000
Executives
Block Resource Person Rs.5,000
Others Rs.2,000
3.1.9 Human Resource Management Information System (HRMIS)
46. HRMIS can be used, which can be a third party software/ in-house developed software/
available HRMIS in market, to keep records of various HR functions. The following
information shall be an integral part of HRIS
 Recruitment and selection records (e.g. test scores, rank, Application Forms,
Interview ratings etc.)
 Personal records (certificates, records of qualification, identity proof)
 Service Related records (leave management, length of service, payroll system,
record of grievances and dispute, training records, disciplinary records)
 Job history (type of activities on the job, engagement units, performance scores on
the job)
12
For guideline refer to http://cga.nic.in/html/book6/chapter%204.htm
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 Education and training

 Terminating / separation record
47. The list is illustrative only. More information can be added / deleted as per the changing
requirements of the Society.
3.2 Entitlements
3.2.1 Holidays
48. The holidays are as per State Government holidays.

a. If a holiday occurs while a staff member is on leave (in case of C.L), it will be
counted as a holiday and not as leave.
b. If a staff is on leave and the holiday (including Sundays) occurs between the leave
period then the holiday will be considered as leave i.e. if a staff will take leave on
Saturday and Monday, Sunday will also be counted and calculated as leave.
c. A staff member who is on leave without pay is not eligible for pay for a holiday.
d. The Director or the designated authority may arrange work schedules to fit the
Society operation in order to provide efficient and economical operation.
3.2.2 Leaves
3.2.2.1 General Guidelines
 All “type of leaves” require prior intimation to the reporting authority. An application for
leave must normally reach the office of the authority granting leave at least three working
days before the date from which the leave is to be commenced. Format for leave
applications are attached in Annexure-11. In case of inability to submit an application due
to emergency the staff member must inform the reporting authority via email/ telephone.
This message should be recorded and once the staff member returns to work, s/he
should submit a leave form to cover her/his absence. In such cases, leave applications
should be submitted and approved within two day of joining.
 Leave already granted may be curtailed or cancelled at any time by the authority
granting the leave to meet emergency requirements of the Society.
 Any kind of leave not covered under the rules shall be decided by the reporting authority.
 If a staff member is nominated for any kind of official workshop / training, the period of
absence from working office shall be treated as pay days.
 If a staff member is applying for the leave to go out of the country, prior permission from
the Government and Director, OSSAAT must be obtained.
 A staff member when on leave shall not take up any paid assignment elsewhere unless
approved.
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 In addition to the types of leaves, Society reserves the right to issue “Extra Ordinary
Leave” in specific cases of emergency where the staff has exhausted CL and EL and
needs leave for exigency. This leave will be without pay.
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3.2.2.2 Leave Entitlements (Listed in Table 5)
Table 5: Leave Type and Entitlements
Leave Type Entitlement

I. Earned i. Earned leave to the staff members shall accrue at the rate of 2.5 days
for each completed month of service.
ii. Earned Leave to the extent of 50% of the unutilized leave can be carried
forward after the year end which ends on 31 st December only in case of
those staff members who have completed two terms of contractual
service under the Society in the same designated post
iii. The holidays in between leave exceeding 10 days and above shall be
counted as on leave.
II. Casual i. A staff member can avail maximum 15 days casual leave in a financial
year. The leave shall accrue as 1. 25 days for each completed month.
ii. Casual leaves are not subject to carry forward for next financial year.
iii. Leave can be granted to a staff member of the Society as per State
Government norms.
iv. A staff member on casual leave shall be considered as on duty and his
pay shall not be deducted.
v. Casual leave cannot be combined with any other kind of leave but can
be taken in continuation of holiday or holidays.
vi. Casual leave shall not be granted in excess of 10 days at a time.
III. Maternity i. All female staff members are eligible to avail 3 months Maternity Leave
on production of medical certificate.
ii. The period of leave granted may extend up to 84 days, i.e., six weeks
before and six weeks after the expected date of delivery subject to
maximum of 3 months.
iii. The leave may be considered as leave with pay for which maximum
three months encashment of leave may be allowed.
iv. This leave is applicable even in case of a miscarriage, including abortion
– supported by a medical certificate to that regard.
v. Maternity leave may be combined with any other leave.
vi. Maternity Leave shall not be debited against the leave account.
vii. Such leaves will be limited to two occasions subjected to the maximum
number of two living children.
i. These may be granted only in case of special emergency cases and with
IV. Extraordinary
approval of Departmental Head. The sanctioning authority will be Mission
Leave
Director/ Addl. Director for all staff categories
i. It will be applicable only when the staff has exhausted his / her CL and
EL days. It will be treated as leave without pay.
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3.2.3 Travel Allowance (TA) and Dearness Allowance (DA)
49. TA / DA rules of OSSAAT will be applicable which require approval by the Government of
Odisha for the Society and are laid down in finance manual for the society.
3.2.4 Provident Fund (PF) and House Rent Allowance (HRA)
50. All the contractual staff will be entitled to PF as specifically approved by the Government
of Odisha for the Society over and above the monthly pay. HRA may also be provisioned for
contractual staff which requires approval by the Government of Odisha for the Society.
3.2.5 Group Insurance
51. Group Term Insurance and Group Health Insurance may be provisioned for contractual
staff as per discretion of the Society Executive Committee.
3.2.6 Grievance Redressal System
3.2.6.1 Applicability of Grievance
52. The Grievance redressal mechanism will be applicable and come into force in the
following cases:
 Related to terms of service and benefits and their interpretations. Examples: issues
related to leave, working beyond normal hours, workload, etc.
 Related to the work environment. Examples: Related to cleanliness of premises, space
for functioning, furniture etc.
 Relating to interpersonal relationship, discipline and conduct of colleagues, etc.
 Any other issue(s) related to staff management.
3.265.2 The Grievance Redressal Process
53. The Grievance Redressal Process is shown in Diagram 5 and will be as follows:
a. In case of any grievance, the staff member has to log the complaint with Manager
Administration at the Administration cell of the Administration & Finance Unit. The
case can be logged through email/ letter/ fax. The complaint needs to be lodged in a
Grievance registration form (refer to Annexure 9).
b. On receipt of complaint, an Acknowledgement letter/ email/ fax will be issued by the
Manager Administration to the staff member who logged the complaint. This
communication will also be marked to the first level of reporting authority13.
c. If the complaint came from Block/ District, it will be forwarded to the concerned State
Team Monitor (in case of Grievance sought at District or block level) to resolve the
issue within 2 weeks.
d. If the issue is resolved the case file will be closed.
13
Reporting authority is the 1st level immediate reporting authority
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e. If the escalates further or complaint came from the state office, then the complaint
will simultaneously be forwarded to the concerned Joint/ Deputy Director of the unit
to resolve the issue within 2 weeks.
Diagram 5: The Grievance Redressal Process
Grievance logged by staff by email/letter/fax
Acknowledgement letter should be given to the staff member

who logged grievance
Route the query to the concerned State Team Monitor to resolve the issue
within 2 weeks
Route the query to the concerned Joint/ Deputy Director of the unit to
resolve the issue within 2 weeks
Escalate the issue to the Director, OSSAAT of the unit to

resolve the issue within 2 Weeks
Issue Resolved
f. If the issue is resolved the case file will be closed.

g. In the case escalates further, a joint meeting with the Director, OSSAAT and all
reporting authorities related to the matter will review the case and settle the same in
discussion with staff member seeking redressal.
h. The case is finally settled at this level.
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Chapter 4: Training and Capacity Building
54. The Society will take up an open-ended approach to training and development. All staff
members will be encouraged and provided adequate capacity building and skills
development aligned to the scope of work and functions, additional skills necessary for
performance enhancement, soft skills, etc. Training and Capacity Building of staff members
will be the sole responsibility of the Concerned Head of the Units of the Society.
4.1 Training Need Analysis (TNA)
55. Training Needs Analysis (TNA) will be undertaken on periodic basis to assess the
training needs of different levels of personnel engaged under different categories and units.
TNA will also be linked to performance management system wherein the appraisal process
output will also help finalizing training needs of staffs. Various TNA Strategies as indicated
below may be used in the TNA Process.
(i) Structured questionnaire
(ii) Interview
(iii) Consultation with seniors
(iv) Observation
56. Based on the outcome of the TNA initiative or outcome of performance appraisal, the
annual training plan or calendar can be developed or modified. The information may also be
used to update the Job Descriptions or Specifications as found suitable.
4.2 Training Plan
57. A clearly thought training plan/schedule and process based approach will be the key to
achieving effective training. This will also include time period for training, types of training,
methods of training, training material to be made available.
4.2.1 Types of Training
58. The training plan will specify different types of training which include
(i) Induction Training: This is a part of the induction process and is the initial training to
be imparted to all the new joining staff members indicative sessions to be covered as a
part of this training are mentioned in Table-2(in chapter 2).
(ii) Periodic Training: Society will decide the periodicity of training to be conducted for
staff members in consultation with respective Society Units and the Director, OSSAAT.
Ideal training period would half-yearly or yearly as per suited to different categories of
staff members.
(iii) Special Training: Based on introduction of a change within the normal working
environment, practices or scope of work, special training beyond periodic training may
be conducted by the Society.
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Training of VRPs
VRPs will be trained on the methods, tools, and formats used for the Social Audit by the
BRPs. The training will be conducted for 2 days prior to the starting of the Social Audit. The
training will be conducted through classroom training and by role playing methods.
4.2.2 Methods of Training
59. CLASS ROOM TRAINING: One of the eminent training methodologies includes classroom
training by resource persons. The training can be conducted using in-house staff members/
external experts or consultants14 from diverse fields. Classroom training can be monotonous
and therefore, should not be limited to lectures or PPT’s. Class room training may include
interactive class-room sessions including case studies, role plays, question-answers
sessions, etc. Further to ensure participatory training environment and practical learning, this
training may also be combined with field visits.
Table 6: Suitability of Classroom Training

Suitability Indicative List of Areas
(i) Orientation about existing process and (a) Induction Process and Orientation
practices of the Society included in the :
(ii) Introduction of a new practice/ procedure that (a) Procedural changes

may be adopted by the Society due to: (b) Policy changes
(c) Innovations, etc.
(iii) To impart necessary knowledge and skills like: (a) Soft Skills / Computer proficiency
(b) Training of Trainers (ToT)
(c) Management Skills
(d) Inter-Personal Communication (IPC), etc.
(iv) Introducing and imparting necessary (a) Scheme Implementation Process

knowledge about process/ formats of Social (b) Method and procedure to be adopted for
Audit or scheme specific changes and Social Audit
orientations on guidelines including: (c) Tools and formats to be used for the Social
Audit
(d) Changes in Guidelines
60. PRACTICAL/ FIELD TRAINING: In line with above, to ensure conclusive skills
development and cross learning the Society may take up practical or field training in the
following forms:
I. Exposure Visits: Exposure visits are an effective tool for understanding application of
knowledge in practice and facilitate cross-learning. Such visits may be conducted:
(a) Within Odisha - across districts/ block/ GPs to acquaint the staff members
about on-going Social Audit process in the field.
(b) Nationally and Internationally – to study best practices implemented across
other states for improving Social Audit. International visits may also be taken up
14
Experts and external consultant from different Government Departments, Training Institutions, PSU’s and
external agencies may be invited to conduct class room training sessions.
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to assess applicability of innovations implemented across borders which may

be introduced in Social Audit to improve process effectiveness.
4.2.3 Training Material
61. Different training material based on TNA may be developed indigenously by the Society
with support from allied training institutions such as State Institute of Rural Development
(SIRD)/ National Institute of Rural Development (NIRD). In case required, external agencies
may be recruited through transparent procurement procedures to undertake the task once
approved by the Director, OSSAAT. The Society may also utilize or modify existing material
available or used for training of personnel on schematic matters. The training material may
include a mix of pictorial training manual along with aided material to ensure effective
training sessions.
4.3 Training Conduct
62. State Institute of Rural Development will be training partner of the Society. The institute
will be responsible for conducting all trainings to be undertaken as per training plan or as
indicated by the Society. In exceptional cases, the Society may also invite other institutions/
individuals for conducting training session(s) after obtaining approval from the Director,
OSSAAT.
4.4 Training Evaluation and Feedback
63. All trainings conducted will be recorded and documented. Training feedbacks will be
taken in the form of open-ended questionnaires on completion of a training session. The
feedback mechanism will be used to assess the effectiveness of training conducted and
areas of improvement as appropriate.
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Chapter 5: Performance Appraisal and Management
5.1 Applicability
 Performance appraisal will be applicable to both contractual staff and Deputed Staff
of OSSAAT.
 Performance Appraisal of contractual staff will be the basis for contract renewal,
increment/incentive and promotion as feasible. The appraisal will form the basis for
continuation of service term in the society for Deputed staff.
 Performance year under performance appraisal will be the same as financial year.
 Performance appraisal will not be applicable unless a staff member completes 1

complete year of service. In such cases, Performance Appraisal will be carried out on
completion of a service year.
5.2 Conducting Performance Appraisal
64. Performance Appraisal is the systematic process by which the Society will involve its
staff members, as individuals and members of a group, in improving organizational
effectiveness in the accomplishment of Society mission and goals.
5.2.1 Performance Management Team (PMT)
65. The Performance Appraisal and Management activities will be coordinated by a

Performance Management Team (PMT) headed by Deputy Director Administration &
Finance, and include representative of the Training and Capacity Building Team and
Director, OSSAAT.
5.3 Performance Appraisal Process
66. There are six steps in the performance management process:
5.3.1 Performance Planning
67. Performance planning involves identifying Key Performance Areas (KPAs) and finalizing
Key Performance Indicators (KPIs) finalized against each KPA. These details will be
attached against each Society unit and respective staff member records.
5.3.1.1 Group Indicators
68. The KPIs for group performance will be based on the targets set based on the scope of
work being covered by a Unit or sub-unit under each unit of the Society. The indicators will
be calculated as percentage of achievement of either the budget or the targeted number for
an activity or activities. A percentage number may be generated against each activity
achieved and average percentage achievement may be therefore compiled. The average of
all the percentages will form the basis of rating unit performance.
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69. The Manager Administration will coordinate the activity and collect the information by
integrating the relevant information into a spread-sheet/ software to generate a Performance
Appraisal scores or rating directly.
5.3.1.2 Individual Indicators
70. Individual KPI will be both quantitative (80% weightage) and qualitative (20% weightage)
in nature. This qualitative KPI will be based on overall management capabilities like time
management, cost effectiveness, leadership ability and innovation on the job. For every
position. Two indicators for qualitative assessment amounting to 20 percentage weightage
are fixed for all positions except Programme Assistant and secretarial staff. 1 to 5
quantitative KPIs are proposed with equal weightage to each of these, totalling to 80%
weightage.
5.3.2 Monitoring Staff Performance
71. Besides the annual appraisal, quarterly reviews may be conducted to understand staff
performance and flag any issues affecting progress/performance which are beyond the
control of staff member. All reporting officers must conduct at-least one formal progress
review with each of their staff members at approximately the midpoint of the appraisal period
or on half yearly basis. The reporting officer may provide an official rating to the staff during
this process and identify areas for improvements. Such progress reviews may also be
conducted on quarterly basis, if the Society decides to do so and as per the discretion of the
Director, OSSAAT.
5.3.3 Evaluating Staff Performance

72. Performance appraisal will be conducted by the reporting officer by taking reviews for a
staff from his peers, superiors, unit members, subordinates, suppliers/ vendors, customers
and from the staff to form the basis for 360 degree performance appraisal and the scores
submitted will be reviewed and finalized by the reviewing officer. The reviewing officer will
have the authority to make changes in the score. Each staff will make a self-appraisal and
give scores on the basis of predefined KPIs and place it before the reporting officer who will
ratify the scores and send it to reviewing officer for approval.
73. The performance of all staff members would be rated based on set parameters and on a
standard scale. This rating scale will also identify the band/level in which the staff member
has achieved during the performance appraisal process. An indicative performance
evaluation scale is given below.
Table 7: Indicative Performance Evaluation and Grading Scale

Overall Grade (Both Individual Target Achieved Performance Incentive/
and Group Indicators Increment Due
Grade – A (Very Good) Above 80% of the set target 7% of Annual Pay
Grade – B (Good) Above 65% but below 80% 5% of Annual Pay
Grade– C (Average) Below 65% NA
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5.3.4 Identification of Training and Capacity Building Needs
74. The appraising team would identify areas of growth and capacity building for staff based
on the performance and data from one to one interaction. Areas in which performance is
below 65% could be essentially explored for training and capacity building.
5.3.5 Incentive/ Increment Payment Process
75. The performance pay will be calculated by the PMT based on rankings obtained by units
as well as individual. Total incentives for an individual will the sum of group and individual
incentives.
 The incentive will be paid on a monthly basis spread over 12 months of the year
followed by the year for which performance is assessed
 If the performance appraisal gets over on a particular month after the performance
year, incentives calculated till that month will be paid at one time and the incentive
will be paid on a monthly basis
 If a staff member leaves 15 the Society on a particular month, he / she will be eligible
incentives calculated for the number of months on service after the performance year
is complete. The amount will be calculated on a pro-rata basis
5.3.6 Career Path (Reward and recognition)
76. Career growth /Promotion can be given to in-house candidates if otherwise found eligible
when such higher post is either vacant or a new post is created, provided staff member has
the competence and fulfils the desired qualification and experience required for such post.
The promotion can be done by a committee as approved by the Director, OSSAAT and
Executive Committee.
15
Leaving refers to Separation or Transfer
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Chapter 6: Separation
6.1 Cases of Separation
77. Separation of staff from OSSAAT can occur in following cases:
6.1.1 Termination of contract
78. Failure of any staff member to comply with one or more of the foregoing standards of
conduct shall constitute grounds for removal from office, or termination, whichever is
applicable. The contractual engagement with OSSAAT may be terminated through a written
notice as per the following provisions.
 Without notice during probation on disciplinary grounds or for performance below
required standards based on performance appraisal.
 One month notice from either side or one month’s pay (gross) in lieu of notice period
 In case of notice period is less than one month, pay will be deducted/ provided on a pro-
rata basis if Director, OSSAAT approves.
 During the month of termination, the staff member will be eligible to get all allowances on
a pro-rata basis. This clause will however not be applicable to cases of termination
without any notice.
 Days in service will be calculated till the last day (rounded off to lower day in case of
fractions) of presence at office.
 Without any notice by OSSAAT on disciplinary grounds or financial misappropriation.
6.1.2 Resignation offered by staff member
79. Resignation may be offered by the staff member due to his/her personal reasons. The
resignation letter should be addressed to the Director, OSSAAT with a copy marked to the
reporting officer. Staff must serve one month notice or pay his/her one month salary in lieu of
the notice period.
6.1.3 Non-renewal of contract
80. Non-renewal of contract could happen either form OSSAAT side or from the staff side
due to various reasons. If the contract is not renewed by the OSSAAT, the Society has to
intimate the staff member in written mentioning the reason(s) for non-renewal of contract.
6.1.4 Separation because of Desertion
81. In case a staff member is absent from service without prior intimation to the reporting
authority for over a specified period16, he/she will be deemed to have “Deserted” his/ her
respective services due to the Society. In case of desertion, Society shall make contracts
over telephone to enquire about reason of desertion. If suitable answers are not received the
Society may serve at least two letters to the permanent residential address as per Society
records. In case of no response from the staff member, he/ she will be considered for
separation because of Desertion.
16
In All cases except from maternity leave this period will be of 10 days.
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82. Accounts unit shall prepare a final list of recoverable (in case of advances) and dues
and inform the Director, OSSAAT. If required legal proceedings (notice through newspaper)
may be initiated against the person.
6.1.5 Separation due to death
83. Separation can occur due to the death of the staff member while on contract or
deputation. In case of unfortunate death of a staff member, the Manager Administration
will be responsible to prepare a status list of clearance from all offices / departments
of the Society and submit to Director, OSSAAT for approval. A condolence message
from the Society signed by the Director, OSSAAT and all the staff members may be sent to
the bereaved family. Recoverable (in case of advances) may be settled as per the
accounting norms and payment of dues made to the nominated member as per Society
records within a fortnight.
6.1.6 Transfer of Deputed Staff
84. Deputed staff can be transferred to the other government department may lead to his
separation from the OSSAAT.
6.2 Process of Separation (All Case of Separation apart from Death)
85. In all cases of separation except unfortunate death of a staff member exit interviews shall
be conducted. This process shall be conducted just before the actual release of staff
member. Following process of separation may be followed:
1) Intimation for Separation: The separation either by the staff or by Society needs to
be intimated 1 month prior to the intended date of separation. This may be done
formally through an application from any of the parties concerned or via letter or
email.
2) Exit Interview would be conducted by Manager Administration or State Team

Monitor (in case of District Staff) within OSSAAT. The exit interview will be recorded
in the prescribed format (refer to Annexure 14) and will be conducted as a semi-
structured interview to seek valuable feedback on areas of improvement. On
completion of exit interview and submission of the Exit Interview form, a sanction
letter for approval of starting the separation process will be initiated. Follow
formalities will be adhered to conclude the separation process.
3) Preparing List of Recoverable: Accounts unit shall prepare a final list of

recoverable (in case of advances) and dues within fifteen days of receipt of the copy
of the approved resignation letter. All recoverable must be first settled as per the
accounting norms before payment of dues.
o Case of Separation before completion of 1 year of service: The training
expenses incurred for the staff by sending him for the In-house / Immersion /
Training of Trainer or workshop/ seminar etc. shall be recovered from the staff
if he resigns without rendering less than one year service after attending the
training/seminar/workshop etc
4) Handing Over Charge: The staff will deposit all recoverable including assets like
laptop or mobile offered by the Society (if any) and settle advance (if any) before
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handing over the charge. The staff member should hand over charges to her/his
reporting officer.
5) Issue of No Dues Certificate (For format refer to Annexure-13): Once charge is

handed over, in all cases of separation due to above causes except “Separation due
to Death”, the staff member concerned will be issued a ‘No Dues Certificate’ before
the last day of his/her duty from all concerned offices/ department of OSSAAT. This
certificate shall be finally signed and approved by Deputy Director Administration &
Finance after payment of all dues. This is the final step as a part of the separation
process and based on Issue of No Dues Certificate, the staff member will be relieved
of his duties within the Society.
Note: In case of death/ demise of a staff member step 3, 4 and 5 will be followed.
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Annexure 1: Governing Body of OSSAAT
Sl No. Designation Status of Governing Body

1 Chief Secretary Chairperson
2 Principal Secretary/ Secretary , Finance Co-Chairperson
Department
3 Secretary, Panchayati Raj Department Vice-Chairperson
Members
Sl No. Designation Status of Governing Body
4 Principal Secretary, Forests and Member
Environment Department
5 Principal Secretary, Water Resources Member
Department
6 Principal Secretary, Agriculture Member
Department
7 Secretary, Woman and Child Member
Development Department
8 Secretary, Food & Consumer Welfare Member
Department
9 Secretary, ST and SC Development Member
Department
10 FA cum Additional Secretary- Finance Member
Department
11 To be nominated from Civil Society Member
Organisation
12 To be nominated from Civil Society Member
Organisation
13 Director- Orissa Society for Social Audit, Member Secretary -cum- Convener
Accountability and Transparency
The Governing Body will have full control of the affairs of the Society and will have authority
to exercise and perform all the powers, acts and deeds of the Society consistent with the
aims and objects of the Society. In particular and without prejudice to the generality of
foregoing provision, the Governing Body may:
 Make, amend, or repeal any bye laws relating to administration and management of the
affairs of the Society subject to the observance of the provisions contained in the Act.
 Consider the annual budget and the annual action plan, its subsequent alternations
placed before it by the Member Secretary from time to time and to pass it with such
modifications as the Governing Body may think fit.
 Monitor the financial position of the Society in order to ensure smooth income flow and to
review annual audited accounts.
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 Accept donations and endowments or give grants upon such terms as it thinks fit.
 Delegate its powers, to the Chairperson, Vice Chairperson, Member Secretary or other
authorities of the Society as it may deem fit.
 Appoint committees, sub-committees and boards etc. for such purpose and on such
terms as it may deem fit, and to dissolve / remove any of them.
 Develop and adopt its own rules and regulations for recruitment and appointment of
experts and administrative / technical staff and set its own compensation package for
such experts / staff to be recruited from the open market and/or deputation basis.
 Develop and adopt its own procurement procedures for procurement of goods and
services.
 Authorise the Member Secretary to execute such contracts on behalf of the Society as it
may deem fit in the conduct of the business of the Society.
 Do generally all such acts and things as may be necessary or incidental to carrying out
the objectives of the Society or any of them, provided that nothing herein contained shall
authorize the Governing Body to do any act or to pass any bye-laws which may be
repugnant to the provisions hereof, to the powers hereby conferred on the Governing
Body and other authorities, or which may be inconsistent with the objectives of the
Society
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Annexure 2: Executive Committee of OSSAAT
The Governing Body will constitute an Executive Committee which will be responsible for
acting for and doing all deeds on behalf of the Governing Body and for taking all decisions
and exercising all the powers, vested in the Governing Body except those which the
Governing Body may specifically specify to be excluded from the jurisdiction of the Executive
Committee.
The Executive Committee of the Society, to whom the management is entrusted, shall
consist of the following members:
Sl No. Designation Status in Executive Committee

1. Director- Orissa Society for Social Audit, Chairperson
2. Joint Director- Orissa Society for Social Co-Chairperson
Audit, Accountability and Transparency
3. Deputy Director- Admin and Finance Vice-Chairperson
-Orissa Society for Social Audit,
4. Deputy Director- MIS- Orissa Society for Member
Social Audit, Accountability and
Transparency
5. Social Audit Consultant Member
6. State Team Monitor Member
 The Executive Committee may co-opt additional members and/or invite subject experts
to its meetings from time to time.
 Meetings of the Executive Committee shall be convened by the Convener by giving clear
seven days’ notice in writing along with the Agenda specifying the business to be
transacted, the date, time and venue of the meeting.
 Meetings of the Executive Committee shall be held at least once in three months or more
frequently if necessary.
 The minutes of the Executive Committee meetings will be placed before the Governing
Body in its next meeting.
 The various Committees constituted by the Governing Body shall submit their reports to
the Executive Committee who shall be empowered to take decisions on their
recommendation
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Annexure 3: Staff Position Matrix
Age Limit: Upper Limit for all contractual staff position is 45 years. In case of deputed staff
the Age limit will be as per State Government rules and regulations.
Position No. of Pay Job Specifications Job Profile

Posts Scale (Experience, Qualification)
Contractual Positions
Director, 1 Rs. Senior Government Official with Director, OSSAAT will be responsible
OSSAAT 60000/- sufficient seniority having for managing the society and will be
PM minimum 15 years in service and accountable for the proper conduct of
in the rank of Joint Secretary/ the OSSAAT’s affairs to achieve its
Joint Director or Social Activist mission and vision.
with at least 15 years of
experience in Rural Development
on Rights based approaches and
Social Audit
Social Audit 1 Rs. To be hired on a consultancy Social Audit Consultant will provide
Consultant 45000/- basis from civil society/ rights technical and advisory support to the
PM based organization with at least 8- director of OSSAAT.
10 years of experience of working
on Social Audit / Accountability
issues
Joint 1 Rs. Senior Government Official with Joint Director Social Audit will be
Director, 45000/- sufficient seniority with minimum responsible for carrying out Social
Social Audit PM 8-10 years in service and in the Audits in the jurisdiction of the
rank of Joint Secretary/ Joint OSSAAT.
Director or Social Activist with at
least 8-10 years of experience in
Rural Development on Rights
based approaches and Social
Audit
Deputy 1 Rs. Diploma in Accounting or The Deputy Director, Administration &
Director, 35000/- Business Administration and/or Finance will be responsible for
Administrati PM completion of second level of a maintaining day to day financial,
on & recognized accounting program accounting, administrative and
Finance17 combined with related financial personnel services in order to meet
experience. legislative requirements and support
OSSAAT operations
Deputy 1 Rs. Must be BE/ B. Tech. in Deputy Director, MIS will manage and
Director, 35000/- Information Technology or maintain OSSAAT’s Management
MIS PM Computer Science or MCA. MBA Information Systems (MIS) and to
degree will be added Advantage. ensure effective use of MIS.
Manager 1 Rs. Must have Masters degree/ Manager Administration will plan, direct
Administrati 20000/- Diploma in Administration and HR/ and coordinate supportive services and
on PM Labor relation. Well versed in HR activities for the society, such as
labor laws. Good negotiation skills record-keeping, mail distribution,
At least 5-8 years experience of telephone operator/receptionist, and
working on office administration other office support services of
and people’s issues OSSAAT.
State Team 8 Rs. Any graduate having 3-5 years of State Team Monitor will be responsible
Monitor 20000/- experience in field research work for a cluster of districts (not more than
PM in a right based organization 5) where the social audits are being
conducted.
Manager 1 Rs. M.Com/ B.Com from any Manager Accounts will be responsible
Accounts 20000/- recognized University/ Institution to look after accounts of OSSAAT
17
The Position of Deputy Director Administration and Finance is for deputation.
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PM with experience in handling
accounts using computer based
Double Entry Accounting
Procedure and PGDCA with min.
2 Years of Experience
Manager 1 Rs. Graduation with 5 years of Manager Communication will lead all
Communica 20000/- experience in managing the communication within OSSAAT and
tion PM communication. with outside media including
Government or funding authorities.
Manager 1 Rs. Master Degree in Sociology, Manager Follow up will follow up the
Follow up 20000/- Social Work/ Economics/ Mass social audit proceedings and actions
Programme PM Communication/ MBA in Rural and look after the data compilation and
Management or PG Diploma in its integrity.
Rural Management/ Rural
Development from any recognized
University/Institution with min. 2
Years of Experience
Manager, 1 Rs. Must be BE/ B. Tech. in Manager MIS will be assisting Dy
MIS 15000/- Information Technology or Director MIS to manage and maintain
PM Computer Science or MCA. OSSAAT’s Management Information
Systems (MIS) and to ensure its
effective use.
Computer 1 Rs. BE/B. Tech/MCA/BCA having Computer program will be responsible
Programme 15000/- good knowledge of Networking for the smooth functioning of MIS and
r PM and Programming. Knowledge of
Network issues for OSSAAT.
current terminology and standards
used in local area networks and
wide area networks.
Programme 31 Rs. Graduation with 5 years of Program Executive will provide support
Executive 15000/- experience in managing to their line Managers in conducting
PM communication. social audits smoothly and also in
keeping track of them at the ground
level.
Assistant 3 Rs. Graduation with 2 years of Assistant Program Executive will
Programme 12000/- experience in managing provide support to their line Managers
Executive PM communication. in conducting social audits smoothly
and also in keeping track of them at
the ground level.
District Rs. Intermediate/ Graduation with at District Resource Person will be
Resource 60 12000/- least 5-8 years experience in field responsible for a cluster of Blocks
Person PM work with from rights based where the social audits are being
organizations. conducted.
Block Rs. Intermediate/ Graduation with at Block Resource Person will be
Resource 390 8000/- least 3-5 years experience in field responsible for a cluster of Villages
Person PM work with from rights based where the social audits are being
organizations. conducted.
Executive 1 Rs. Must be Graduate or Post Executive Assistant will enhances
Assistant 8000/- Graduate in rural development or executive's effectiveness by providing
PM Graduate having minimum information management support;
experience of 2 years in relevant representing the executive to Director,
positions / social audit will be OSSAAT.
preferred.
Personal 4 Rs. Must be Graduate in any field Personal Assistant will provide
Assistant 7000/- having minimum experience of 2 Personal Assistance and support to the
PM years in relevant field. Director, OSSAAT
Junior Rs. B.Com./ M.Com./ ICAW having Provides support to their Managers in
Assistant- 1 7000/- relevant experience of 2-3 years. managing Accounts for OSSAAT.
Accounts PM
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Junior Any Graduate/Any PG or Diploma Provides support to their Managers in
Assistant - 1 Rs. having 1-3 years of Experience in managing and smooth functioning of
Administrati 7000/- managing office and HR Administration for OSSAAT.
on PM functions.
Data Entry 35 Rs. Intermediate/ Graduate having DEO will be responsible making Data
Operator 7000/- Diploma in Computers. Entry to the MIS for OSSAAT when
PM Having speed of 40-60 wpm. required and doing other data typing
work.
Support 7 Rs. Intermediate pass candidate Support Staff will provide support and
Staff 5000/- having minimum experience of 1 to their line manager in managing
PM year in relevant position. inventories in their respective office.
Village 31170 Rs. 5th standard pass candidate from Village Resource Person will be
Resource 2500/- the village responsible for a Village where the
Person18 P.A. social audit is being conducted by
OSSAAT.
Total 31722
Note:
 Statutory Income Tax/ Service Tax (contractual staff) as applicable will be deducted
from the pay by OSSAAT each month as per the State Government rules and
regulations. TDS Certificate will be furnished at the year end and as per prevailing
laws. The responsibility of paying tax on total income and filing the Income Tax
returns shall be of the staff member.
 The details given here are indicative only and are subject to revision as per
OSSAAT’s decision, Age limits can also change if OSSAAT decides so.
Other Skills for All Positions
1. HR Skills - Team Management, Leadership, Project Management, Interpersonal skills and

Communication Ability
2. Reporting, presentation, written and verbal communication skills
3. Computer Knowledge - Good knowledge of MS-Office including MS-Excel (Except Cluster
Coordinators), knowledge of database management
4. Personality and Attitude: Positive thinking, humble, stable, moderate inspirational values
5. Empathy for poor, ability to work in villages with the poor
18
Position of VRPs is very short term i.e. 10-20 days per six months
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Annexure 4: Sample Selection Process
SELECTION PROCESS
1. Advertisement will be published in two Oriya and one English largely circulated
newspaper.
2. All applicants need to apply online through Society or Panchayati Raj Department
website and generate a unique registration number.
3. The applicants need to print online generated PDF application form, paste their passport
size photograph and put their signature at the appropriate place.
4. The applicants need to send printout of the application form to the specified address
along with attested photocopies of required certificates and other documents by speed
post/ registered post/ courier only.
5. Only applications reaching before/on last date will be considered for the selection
process.
6. Filtering will be done on the basis of Upper age limit, Educational Qualification required
and minimum years of experience as defined for each category in Annexure 3.
7. Candidates satisfying eligibility criteria will be taken forward and candidates not
matching eligibility criteria will be eliminated from the process.
8. Verification of data entered by candidate during online application will be done with the
attested documents received through post.
9. Verified candidates will be taken forward and candidates whose documents do not
match with the data provided will be eliminated from the process.
10. List of Shortlisted candidates along with the list of rejected candidates with reason will
be published on the website.
11. There will be two stages of selection process:
Stage 1:
1) Marks will be allotted on the basis of marks received in their career with the
following weightage:
Weightage:
HSC +2/CHSE Graduation /Essential Total Weightage
Qualification
30 % 30 % 40 % 100 %
2) Written test (objective type) for all shortlisted candidates will be organized.
3) A list of shortlisted candidates will be prepared and published on the Society

website.
12. Shortlisted candidates will be called for Stage-2 of selection procedure
Stage 2:
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1) Shortlisted candidates from stage-1 will undergo to either of 4 processes i.e.

descriptive written test and/or Computer aptitude test and/or Group Discussion
and/or interview.
2) Maximum Marks will be allotted to these candidates as follows
Sl. Career marks & test State Level Positions District Level Positions
No.
District Resource Person
Block Resource Person

Deputy/ Joint Director
Manager/ State Team Monitors/ Computer Programmer
Data Entry Operator

Assistants/ Programme Executive
Data Entry Operators
Support Staffs
Programme Executive
Stage 1
1 Career Marks 30 30 30 30 80 30 30 30 30
2 Objective Written Test 20 20 20 20 -- 20 20 20 20
Stage 2
3 Computer Aptitude Test 10 10 20 30 -- 20 20 20 30
4 Group Discussion 10 10 -- -- -- 10 10 10 --
5 Personal interview 30 30 30 20 20 20 20 20 20
Total 100 100 100 100 100 100 100 100 100
13. Based on the performance of candidates in stage-2, a provisional merit list of successful
candidates will be generated and will be published on the website of the Society.
14. Based on this provisional merit list, Society will issue appointment letters to the selected
candidates.
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Annexure 5: Offer Letter Format
Offer Letter
Orissa Society for Social Audit, Accountability And Transparency (OSSAAT)
Panchayati Raj Department, Govt. of Odisha
Letter # OSSAAT/Year/Number Date:
To
Name
Address:
Sub: Offer of engagement as _______________for _____________(Name of Department)

of Orissa Society for Social Audit, Accountability And Transparency (OSSAAT),
Panchayati Raj Department, Govt. of Odisha.
Dear Mr. / Ms. _________,
It is hereby intimated to you that you have been provisionally selected to work as
_____________in the __________(Name of Department) of Orissa Society for Social Audit,
Accountability And Transparency (OSSAAT), under the Panchayati Raj Department, Government of
Odisha. Your engagement is purely contractual in nature for a period of one year which may be
renewed thereafter on satisfactory performance. You will be paid a monthly consolidated remuneration
of Rs. _______for this assignment. This engagement can be terminated by either side with one month
prior written notice.
If you are interested for this assignment you are asked to report to the undersigned
physically on any working day on or before _________ (date).You shall be required to sign an
agreement containing detailed terms and conditions of this offer of engagement on the date of joining
for which you have to bring non judicial stamp paper of Rs. 10 and 4 yellow pages for execution of
agreement. Your engagement with Orissa Society for Social Audit, Accountability And Transparency
(OSSAAT) shall be counted from the date of signing of agreement and physical joining in the
assignment. The offer of engagement shall stand cancelled on expiry of the aforesaid date.
If the above offer of engagement is acceptable to you, please sign and return us the
enclosed duplicate copy of this offer of engagement as a token of your acceptance of the offer
Thanking You,
Yours faithfully,
By order of Director, OSSAAT
(Orissa Society for Social Audit, Accountability And Transparency)
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ACCEPTANCE OF OFFER LETTER
I accept above terms and conditions of your offer of provisional engagement and agree to abide by
this.
Name:
Full Signature:
Date:
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Annexure 6: Staff Contract Sample
AGREEMENT (On Stamp Paper)
This agreement is made on this____( DD) day _____(MM) of _____(YYYY), BETWEEN the
Orissa Society for Social Audit, Accountability And Transparency (OSSAAT), a Society
registered under the Societies Registration Act, 1860 having its State Office at SIRD Campus, Unit-8,
Bhubaneswar-7510012 represented by its Director, OSSAAT, hereinafter called the ‘First Party ’ in
one part.
AND
Shri/Smt./Kumari ___________________ Son/Daughter of Shri__________________ aged

about__________ year of (Permanent Address) Village_________________ P.O_______________
P.S___________ Dist.__________, hereinafter called the ‘Second Party ‘in other part.
WHEREAS, the First Party is managing Orissa Society for Social Audit, Accountability
And Transparency (OSSAAT) and for implementing of the Social Audit, the First Party invited
applications from the eligible and interested candidates from open market for engagement
as____________ (Designation of the position) on contractual basis in Orissa Society for Social
Audit, Accountability And Transparency (OSSAAT).
WHEREAS, the Second Party applied for engagement as _________(Designation of the

position) on contractual basis in Orissa Society for Social Audit, Accountability And
Transparency (OSSAAT) and being selected by an approved competitive selection process offered
for such engagement.
AND WHEREAS, the First Party has agreed to engage the Second Party on contractual basis
on the terms and conditions specified hereunder and the Second Party has agreed to enter into this
contract and abide by the specified terms and conditions of this agreement.
NOW, THIS AGREEMENT WITNESSES and parties hereto, hereby agree as follows:
(1) The First Party hereby engages the Second Party on contractual basis with a consolidated
remuneration to render his/her services, as _____________ (Designation of the position) for
Orissa Society for Social Audit, Accountability And Transparency (OSSAAT) based at
_____________ for a period of one year from the date hereinabove written.
(2) The engagement of the Second Party has been made on a clear understanding that he/she
has supplied all necessary information to enable the First Party to judge his/her fitness for the
job. Should it be found later that the Second Party has given wrong or insufficient information
or misrepresented the facts; the agreement shall be terminated without any notice.
(3) The place of posting of the Second Party shall be at_____________. The First Party reserves
its right to transfer the Second Party to any other district as and when required in the interest of
Orissa Society for Social Audit, Accountability And Transparency (OSSAAT).
(4) The Second Party shall report to ……………………..(name of Reporting Officer with
Designation) in discharging his / her day to day job responsibilities.
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(5) This engagement is full-time in nature and the Second Party shall not take up any other full-
time / part-time engagement or assignments elsewhere or do any business during the period of
the agreement with the First Party.
(6) The Second Party shall be entitled for consolidated monthly remuneration of Indian
Rs.______________(Rupees________________________) for his / her services.
(7) The Second Party shall be entitled to allowances for conducting tours as per the rules of the
First Party.
(8) The monthly remuneration and other entitlement shall be paid to the Second Party by crediting
the amount to his/her Bank Account for which the Second Party has to open an account in the
scheduled Bank.
(9) The Second Party shall be entitled for the 10 days casual leave during a Calendar Year in
addition to one day weekly off day on Sundays. The Second Party shall be entitled for National
Holidays and Festival Holidays as declared by Government of Odisha.
(10) The Second Party shall perform his / her duties as set forth in the job description annexed
hereto and incorporated in this agreement. Additional duties may be assigned and the job
description may be modified from time to time by the First Party in order to accommodate
changing circumstances and needs in the best interest of Orissa Society for Social Audit,
Accountability And Transparency (OSSAAT). The Second Party agrees to perform all the
duties set forth in this job description as well those assigned by the First Party from time to
time.
(11) This agreement may be renewed by the First Party for a further period of one year subject to
satisfactory performance of the Second Party based on annual performance review.
(12) Statutory Income Tax/ Service Tax deduction will be made from the pay by Orissa Society for
Social Audit, Accountability And Transparency (OSSAAT) each month as per the State
Government rules and regulations. TDS Certificate will be furnished at the year end and as per
prevailing laws. The responsibility of paying tax on total income and filing the Income Tax
returns shall be of the staff member.
(13) The Second Party shall provide the fidelity Guarantee Insurance Policy of an assured sum of
Rs._________ from a reputed Insurance firm or company for his/her good conduct and due
performance of this contract within forty five days from the date of execution of this agreement.
(14) While in contract with the First Party or at any time thereafter, the Second Party shall not
divulge any information or knowledge gained and acquired by him/ her during the period of
agreement which could be detrimental to the interest of the First Party.
(15) The title rights, copyrights and all other rights of any nature in any material produced by Orissa
Society for Social Audit, Accountability And Transparency (OSSAAT) under the period of
this contract shall be exclusively vested with the First Party, unless otherwise vested in
Government by virtue of Society document etc.
(16) During the period of contract, the Second Party shall not participate in any political party or
contest for election for member of any local or legislative body.
(17) The Second Party would conduct herself/himself at all times with full regard for the purposes
and principles of the First Party and in a manner befitting her/his relationship with the First
Party under the contract. The Second Party shall avoid any action and in particular any kind of
public announcement which may adversely reflect on that relationship, or on integrity,
independence and impartiality which are required by the relationship.
(18) The Second Party is required to discharge his/her duties in a professional and honest manner
for accomplishment of tasks of First Party and to abide by law of the land. The Second Party is
54 | P a g e
expected to behave in a way which shall not discredit First Party or Government of Odisha in
any manner.
(19) The Second Party shall not demand or accept any bribe, gift or payment etc., from any person /
supplier / vendor for passing any bills, for giving any undue favour and in the event of its
violation, the Second Party shall be liable for disciplinary, civil / criminal actions as deemed
proper in the circumstances.
(20) The Second Party shall obey instructions given by the First Party and shall not issue any
circular, notice, letter, office order and inter office memo without approval of the First Party.
(21) This agreement may be terminated by either party by giving one month’s notice in writing or
payment of one month’s remuneration in lieu thereof other than disciplinary grounds.
(22) The First Party reserves its right to rescind the contract if the Second Party violates any of the
conditions specified in this agreement during the period of contract by giving due opportunities
to the Second Party.
(23) This contract agreement shall be terminated automatically without any notice, if the Second
Party remains unauthorized absent for more than 10 consecutive working days which will be
considered as desertion.
(24) Any duties rendered under this agreement by the Second Party shall not confer him/her any
right under any circumstances whatsoever to claim for any scale of pay or to be appointed on
regular basis in the Society or in any other State Govt. Organizations.
(25) Notwithstanding anything contained hereinbefore, or in any rules, regulations, bye-laws,
instructions, lawful orders, etc. as and when framed and issued by the First Party relating to the
conditions of the contractual engagement and additions, amendments, modifications,
alterations, etc. made in the said conditions of service from time to time shall apply to the
Second Party irrespective of whether these matters are provided for herein or not.
(26) In case of any dispute between the First Party and the Second Party in respect of the
interpretation, conduct or performance of any term of this agreement or with regard to claims
the same shall be referred to the Director, Orissa Society for Social Audit, Accountability
And Transparency (OSSAAT) whose decision in the matter shall be final and binding on
both the parties.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be signed in their
respective names on the day and year first above written
FIRST PARTY SECOND PARTY
AUTHORISED SIGNATORY FULL SIGNATURE
WITH SEAL
WITNESS:
1) Signature 1) Signature
Name:……………………………….. Name:…………………………………..
Address:……………………………….. Address:………………………………..
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………………………………….………….. ……………………………………………….
2) Signature 2) Signature
Name:……………………………….. Name:…………………………………..
Address:……………………………….. Address:………………………………..
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Annexure 7A: Staff Reporting Structure
The reporting structure of Orissa Society for Social Audit, Accountability And Transparency
(OSSAAT) at various levels will be as follows:
SL Position Reporting To
1 Director, OSSAAT As per government rules
2 Social Audit Consultant Director, OSSAAT
3 Joint Director, Social Audit Director, OSSAAT
4 Deputy Director, Administration & Finance Director, OSSAAT
5 Deputy Director, MIS Director, OSSAAT
6 Manager Administration Deputy Director, Administration & Finance
7 State Team Monitor Joint Director, Social Audit
8 Manager Accounts Deputy Director, Administration & Finance
9 Manager Communication Deputy Director, Administration & Finance
10 Manager Follow up Programme Deputy Director, Administration & Finance
11 Manager, MIS Deputy Director, MIS
12 Computer Programmer Deputy Director, MIS
13 District Resource Person State Team Monitor

Programme Executive Manager Follow up Programme / District Resource
14
Person
Assistant Programme Executive Programme Executive and Manager Follow up
15
Programme
16 Block Resource Person District Resource Person
17 Executive Assistant Director, OSSAAT

18 Personal Assistant Director, OSSAAT
19 Junior Assistant- Accounts Manager Accounts
20 Junior Assistant - Administration Manager Administration
Data Entry Operator Social Audit Consultant/ Computer Programmer/

21 Manager, MIS/ Manager Communication/ District
Resource Person and Programme Executive
22 Support Staff Respective Managers
23 Village Resource Person Block Resource Person
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Annexure 7B: Disciplinary Authority

The reporting structure of Orissa Society for Social Audit, Accountability And Transparency
(OSSAAT) at various levels will be as follows:
SL Position Disciplinary Authority

1 Social Audit Consultant Director, OSSAAT
2 Joint Director, Social Audit Director, OSSAAT
3 Deputy Director, Administration & Finance Director, OSSAAT
4 Deputy Director, MIS Director, OSSAAT
5 Manager Administration Deputy Director, Administration & Finance
6 State Team Monitor Deputy Director, Administration & Finance
7 Manager Accounts Deputy Director, Administration & Finance
8 Manager Communication Deputy Director, Administration & Finance
9 Manager Follow up Programme Deputy Director, Administration & Finance
10 Manager, MIS Deputy Director, Administration & Finance
11 Computer Programmer Deputy Director, Administration & Finance
12 District Resource Person State Team Monitor
13 Programme Executive State Team Monitor
14 Assistant Programme Executive Manager Administration
15 Block Resource Person State Team Monitor
16 Executive Assistant Director, OSSAAT

17 Personal Assistant State Team Monitor / Manager Administration
18 Junior Assistant- Accounts Manager Administration
19 Junior Assistant - Administration Manager Administration
20 Data Entry Operator Manager Administration
21 Support Staff Manager Administration
22 Village Resource Person District Resource Person
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Annexure 8: Attendance Register Format
Sl. Staff Name In Time Out Time Signed Remarks

No. (For Late coming, Half Day
Leave, any other)
1
2
3
4
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Annexure 9: Grievance Registration Form
GRIEVANCE REGISTRATION FORM
Name of the Staff Designation
Office / Unit Staff ID
Reporting Authority Name Designation of

Reporting Authority
Grievance Details - Date Time of grievance
Discussion with reporting Result of discussion –

authority – Date and time immediate superior
Next level of authority – Next level of authority

Name – designation
Discussion with next level Result of discussion –

of authority – date and next level of authority
time
Key Issue of grievance (tick): Interpersonal issues with team members or seniors / HR rules related
(leave/transfer/allowances/travel) / sexual harassment / infrastructure
or facilities provided / roles or responsibility / any other (pl specify)
Grievance Against (tick): Particular staff member (s) / system or procedure
Description of grievance:
Signature of Applicant with date:
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Annexure 10A: Charge-sheet Format
Charge-sheet
Date:
Name of the Staff:
Address of the Staff:

Staff ID:
Sub: Charge sheet
Mr. / Ms. ______________,
Body: Brief on reasons for charge sheet:
The above activity amounts to major misconduct as per Society rules as specified in the Human
Resource Management Manual.
You are therefore hereby called upon to explain in writing within five days of receiving the Letter of
charges as to why appropriate disciplinary action should not be taken against you for your above
mentioned act(s) of major misconduct.
If you fail to submit your written explanation within the above stipulated time, it will be inferred that you
admit the charges levelled against you and that you do not have any explanation to offer in your
defence.
In such eventuality, the Disciplinary committee will be at liberty to take necessary disciplinary action
against you, as it deems proper, under the circumstances.
If management wants to suspend the charge-sheeted staff
However, since the charges levelled against you are extremely serious in nature and since your
presence in the Society are detrimental to the overall discipline of the Society, it is deemed expedient
to suspend you from your duties with immediate effect.
You shall be entitled to receive subsistence allowance as per provisions of the HR rules of the Society,
during the period of your suspension, from the date of your suspension.
For Orissa Society for Social Audit, Accountability And Transparency (OSSAAT)
Authorized Signatory
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Annexure 10B: Show Cause Notice Format
Show Cause Notice
Date:
Name of the Staff:
Staff ID:
Sub: Show Cause Notice against the charges levelled on you vide charge-sheet dated ______ letter
number _________.
WHEREAS you were charge sheeted for an offence as stated.
AND WHEREAS you were granted an opportunity to defend the charges by way of Domestic
enquiry which commenced on _______ and ended on __________ (dates)
AND WHEREAS you have failed to prove your innocence before the Enquiry Officer
NOW THEREFORE, the management is constrained to take disciplinary action against you.
Without prejudice and following the Enquiry Officer’s report your act of omission/ commission has
been proved to be a serious misconduct which attracts punishment which may extend to dismissal
from service.
THEREFORE, you are hereby called upon to show cause why disciplinary action including
dismissal should not be taken against you/ why you should not be removed from service. A copy of
the findings of the Enquiry Officer is enclosed herewith for your perusal.
Your written reply should reach the undersigned within 7 days of receipt of this notice.
_____________ (Name and Designation)
Enquiry Officer
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Annexure 10C: Issue of Penalty Order Format
Issue of Penalty Order

Date:
Name of the Staff:
Staff ID:
Sub: Decision of Disciplinary Authority against the charges levelled on you vide chargesheet dated
______ letter number _________.
Pursuant to the charge sheet above referred and findings of enquiry report dated________, the
management has come to the conclusion that the charges levelled against you have been proved
categorically.
As you have been found guilty of serious misconduct, the management has decided to demote /
removal / dismiss / ____________you from service. (Mention nature of punishment)
You are, therefore, directed to settle your dues / handover charges / start working as_______
(demoted position) with effect from _________ (date) and __________hours (time).
For Orissa Society for Social Audit, Accountability And Transparency (OSSAAT)
Authorized Signatory
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Annexure 11: Format for Leave Application
LEAVE APPLICATION
Unit/Cell:
Name of the :
Designation :
Staff ID :
Period of Leave (Date No. of Type of Leave (Casual / Purpose of Leave

From-Date To) Days Sick / Earned / Maternity
/ Leave without Pay)
Signature of Applicant with date:
Address during Leave Period:
Signature of Recommending
Authority/Reporting Officer (With date)
Signature of Sanctioning Authority (With date)
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Annexure 12: Format for Transfer Application
Orissa Society for Social Audit, Accountability and Transparency (OSSAAT)
Transfer Application Form
Name: _________________________________________ Phone: __________________
Employee ID: _____________________ Position: ________________________________
Unit: _________ Current Location _______________ Line Manager: _________________
Position Requested: ________________________ Unit: ___________________________
Requested Date of Transfer: _________________________________________________
Reason For Transfer Request: ________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Describe your work experience as it relates to this position: _________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Date Application Received: ____________________ By: _______________________
Interview Date: ________________________ Time: ___________________________
To Be Interviewed By: ___________________________________________________
Comments: ___________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Action: _______________________________________________________________
Signature of Transfer Incharge: _____________________ Date: __________________
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Annexure 13: No Dues Certificate Format
NO DUE CERTIFICATE
Date:
Name of the Staff member :
Designation :
Staff ID :
Date of Joining :
CLEARANCE SIGNATURE OF SECTION-IN-CHARGE
1. Accounts Section (Any advances / dues) :
2. Administration (Equipments / Materials) :
3. HR Cell (Any recovery against training) :
4. Unit head where posted (Any official documents):
Signature of Reporting Authority
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Annexure 14: Exit Interview Form
EXIT INTERVIEW FORM
Name:________________________________________________________________________
Unit:_________________________________________________________________________
Reporting to: ________________________ Position: _______________________________
Release Date:_________________________________________________________________
REASON FOR LEAVING OSSAAT
Relocation More Pay Retirement Further Education
Family Illness Job Closer to Home End of Contract
Other __________________________________________________________________
Have you worked at more than one position at OSSAAT? Yes No
Are you interested in future employment at OSSAAT? Yes No
If yes, in what areas? ___________________________________________________________
Did you apply for a transfer? Yes No
If yes what was the outcome of the Application? ______________________________________
____________________________________________________________________________
Do you have any suggestions, recommendations, or comments about OSSAAT as a workplace?

___________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Thank you for your cooperation. We would appreciate your completing the Areas for
Improvement on the second & third page. Your replies will be used to improve OSSAAT as a
place to work.
INTERVIEWER _______________________________ DATE__________________________
COMMENTS_________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
AREAS OF IMPROVEMENT
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This survey is designed to obtain an indication of your feelings about your job and working
environment. Please complete the questions by marking the most appropriate answer(s) that applies
to your situation.
Strongly Agree Disagree Strongly NA- Don’t

Agree Disagree Know
(Please Mark (√) as appropriate)
OPPORTUNITIES FOR PERSONAL DEVELOPMENT
 Career development opportunities existed for me in

OSSAAT (e.g. coaching from my manager,
participation in cross-training or temporary
assignment, attendance at training courses,
challenging assignments)
 My work responsibilities were clearly defined
 I received regular performance evaluations (at least
once a year)
COMMUNICATION/COOPERATION
 I received appropriate feedback from my immediate
line authority about what I did well and also what I
needed to improve upon
 There was teamwork among my co-workers
WORK ENVIRONMENT/EQUIPMENT
 My work space was adequate to perform my duties
 My line authority provided me with the tools needed to
do my work
MANAGEMENT
 My line authority delegated work and responsibility
consistent with my ability
 My line authority conducted regular staff meetings with
subordinates
 My line authority assisted in the resolution of conflict
among subordinates
 My line authority treated staff with respect
 My line authority was fair
 Management in my department encouraged innovative
thinking from staff
JOB SATISFACTION
 I liked my job
 I felt I was part of the group in which I worked
 I was in a job that made good use of my skills and
abilities
 I received proper recognition for a job well done
 My work was challenging
 The morale was good in my work area
 OSSAAT is a good place to work
 I would consider re-employment at OSSAAT
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COMPENSATION/BENEFITS
 OSSAAT has a good benefits package
 OSSAAT's paid time off provisions are fair and
equitable
 OSSAAT's pay is fair and equitable as compared to
market
Additional Comments _____________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
69 | P a g e

HRM Ossaat

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HRM Ossaat

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Orissa Society for Social Audit, Accountability and

Human Resource Management Manual

Panchayati Raj Department

OMEGA Technical Support Team

“State” means the State of Odisha;

"Year" means the financial year of Government of Odisha

“HR” refers to Human Resource

2. In line with above background, Panachayati Raj Department (PRD), Government of

1.2.1 Objectives of OSSAAT

1.2.2 Functions of OSSAAT

4. In order to achieve the aforesaid objectives, the Society will:-

1.2.3 Institutional Governance

a. Governing Body (Details available in Annexure-1)

b. Executive Committee (Details available in Annexure - 2)

1.2.4 Organization and Society Structure

8. Please refer to Diagram 1.

1.3 About the Manual

Chapter 2: Recruitment, Selection and Induction

Receive applications & Documents by Post

Filter all online applications on previous set criteria

Criteria Satisfied Criteria Not

Organise Descriptive written and/or

Joining of new Offer the

Introduction to MGNREGS Introduction to the Roles and responsibilities

2.1.1 Recruitment Procedures

2.1.2 Recruitment Sources

14. Recruitment can be done through any of the following Sources:

III. Deputations and Redeployment: Appointments on Deputation will be regulated in

2.1.3 Recruitment Team

2.1.4 Functions of Recruitment Team

2.2.1 Transparency in Selection Process

2.2.2 Selection Team

2.2.3 Function of Selection Team and Selection Stages

o Personal Interview: The interview will be conducted on one-to-one basis and

o Group Interview: A group interview will be conducted by interview panel

Case of Disqualification based on reference check, record and medical verification

2.3 Contracting and Appointment

2.3.1 Appointment of Contractual Staff

Case of Application Forfeiture and Inability to Join Post-Selection

 Part Time Contract: In case a person is appointed to a position of shorter duration in

2.3.2 Appointment of Deputed Staff

2.3.3 Appointment of VRPs

2.4 Induction and Orientation

Table 2: Indicative Session Plan for Induction

Chapter 3: Staff Management, Entitlement and Benefits

3.1 Staff Management

3.1.2.1 Daily Attendance Register (Refer to Annexure-8)

3.1.2.2 Case of Absence

3.1.3 Discrimination and Harassment

33. Harassment is a behaviour that is offensive to individuals including negative

3.1.4 Staff Code of Conduct

 Wilful damage to work in process or to any property of OSSAAT;

3.1.6 Disciplinary Mechanism

Charge sheet / Show

Not Satisfactory Satisfactory

Constitution of Enquiry Committee

3.1.6.1.1 Minor Penalties

3.1.6.1.2 Major Penalties

3.1.6.2 Action not considered “Penalty”

42. The following shall not amount to a penalty:

3.1.7 Staff Records

Table 3: List of Documents

List of Documents Contractual Staff Deputed Staff