8.

3 PERFORMANCE APPRAISAL & PROMOTION POLICY FOR OFFICER

SPORTSMAN

Officer Sportsmen pursuing active sports career would not be covered by

the promotion policy guidelines listed above. A separate policy for their
progression has been developed which is as detailed below :-

a. Organisation

Sports persons who are located at Mumbai would report to the

Administration Department, HQO, Sports persons who are located
at the other cities would report to the HR Dept of the zone.

All sports persons would be treated as a 'Pool' resource, and given

specific assignments in the field of Public Relations, Liaison,
Co-ordination etc as and when required. Sports persons on such
assignments would be asked to report to a specific person in user
department, who would fill a "Short Appraisal Sheet" (Attachment
A) at the end of the assignment, and forward the same to the
Administration/ HR Department where the officer Sportsman is
reporting.

b. Performance Appraisal

Every sports person shall submit an Annual Sports Programme at

the beginning of the Appraisal Year (i.e. April broken up by quarter
as detailed in Annexure IV). The Sports achievement would be
reviewed and discussed at the end of every quarter. The short
appraisal sheets received from Department Heads where sports
persons have been assigned would also be discussed and noted in
the achievements column. These reviews would form an input into
the annual appraisal form and would be attached to the same.

c. Career Progression

Officer Sportsmen pursuing active sports career would be inducted

in Salary Grade 'A' and promoted to salary grade 'B' on completion
of eight years in the grade, subject to satisfactory performance.
However, once a sportsman is absorbed into a mainstream
function, he would be governed by the promotion guidelines
applicable to other officers of the Corporation, provided that he
would be eligible for promotion only after one appraisal has been
prepared in the main stream function.
d. Sports Action Committee

The Sports Action Committee would decide all policy issues relating
to Sports persons. The constitution and role of this Committee is
given below :-

Constitution :

Ex-Officio Chairman - Director - HR

Secretary - Head - Admn, PH
4 Members - Head - HRD
One GM from Mumbai Refinery
One GM from Marketing
Ch. / Sr. Manager - Public Relations
Co-opted Members -Notable Sports
Personalities from within the
Corporation (to be nominated
by Director - HR)

Role

SAC shall decide on the following :-

a. Approval of Annual Sports Programme

b. Approval of Infrastructural facilities
c. Financial support for coaching requirements for sports
persons (Inland and abroad)
d. Review of Sports Performance
e. Incentives / Accelerated Promotions
f. Special Leave for participation in unscheduled tournaments
g. Rehabilitation of sports persons into mainstream function.

e. Absorption into the Mainstream

Once an officer sportsman ceases to pursue an active career,

which can be defined in broad terms as and when his service
becomes available to the Corporation for mainstream functions for
atleast 70% of the time, then he is to be absorbed in a suitable
stream and assigned to a position in that stream. The process is
detailed below :-

1. The decision to absorb the officer sportsman into a

mainstream function is to be taken by the Sports Action
Committee under any of the following circumstances :-

* The sportsman makes an application in writing stating

the reasons why he does not wish to pursue an active
sports career.
 * The Chief Administration Manager makes a
recommendation based on the level of
participation/achievements in the sportsman's career
for the previous 2 years.

* The Chief Medical Advisor makes a recommendation

on health grounds.

Absorption in the mainstream function would be considered

after a minimum of four years service with the Corporation
unless there are extenuating circumstances.

2. The Sports Action Committee will review the past appraisals

of the sportsman who is to be absorbed in the main stream
function and identify his stream based on his strengths and
the assignments which he has handled well. The sportsman
would then be interviewed by the Functional General
Manager / Director of the stream into which he is to be
absorbed, and if found suitable, and appropriate assignment
would be given to him.

3. Once absorbed into the mainstream, the officers would be

nominated to intensive functional training programmes on
priority, and a 6 week on the job training programme would
be charted out for him.

4. The Sports Action Committee would monitor his progress for

one year after his absorption in the mainstream. Thereafter,
he would be treated at par with other officers in the
mainstream.

f. Special Discipline Rules

All sports persons shall abide by Standing Orders / CDA Rules as

applicable to them. In addition, they shall abide by the following
special discipline rules :-

a. Wear sportswear with HP logo in a size designed by the

Corporation, in every tournament/meet in which they
participate.

b. Participate in all tournaments / meets as desired by the

Corporation.

c. Declare all prize money awarded to them.

d. Obtain prior permission from the Corporation before

advertising any sportswear / equipment of sponsoring
companies.
e. Use of "time-off" and "Seasonal - Off" only for practice
sessions / participation in the interest of the sport.

f. Conduct in a manner becoming of an employee of the

Corporation both off and on court.

g. Obtain prior permission from the Corporation before giving

any views to the Press / Media, except with regard to their
own performance.

h. Obtain prior permission of the Corporation before

undertaking any coaching assignments for any sports
authorities / clubs / sponsors.

Any violation of standing orders / CDA Rules / Special Discipline

Rules for sports persons shall invite Disciplinary Action as per
Coproration's rules.