HINDUSTAN SHIPYARD LIMITED

Introduction
Policies, procedures, rules and regulations regarding human resources management in
Hindustan Shipyard Ltd. as formulated in the Company’s HR Manual published in January
1986 have become outdated as a result of subsequent changes incorporated through
various internal orders as well as government guidelines issued from time to time. Those
changes have now been incorporated into this revised and updated manual, which shall
supersede the original version of the HR Manual and the subsequent amendment orders.
However, in case of any contradiction with any of the existing orders issued by the
government or statutory authorities, the latter shall take precedence over the present
manual.

This revised manual known as the “HR Manual - 2017” shall come into effect from 01 Jul
2017.

Profile

Hindustan Shipyard Ltd., strategically located on the East Coast of the Indian peninsula, at
Visakhapatnam, Andhra Pradesh, is the nation’s premier shipbuilding organization catering
to the needs of shipbuilding, ship repairs, submarine construction and refits as well as
design and construction of sophisticated state-of-the-art offshore and onshore structures.
Direct sea access, excellent infrastructure, skilled work force, rich expertise garnered over
the years in building 193 vessels and repairing 1986 vessels of various types enable HSL to
offer competent services for the defence and maritime sectors.

History

The long journey towards making ships in India started during the pre-independent years
with the founding of the first green-field shipyard in the year 1941 in the name Scindia
Steam Navigation Co. Ltd by the great industrialist and visionary Seth Walchand Hirachand
which is today known as the Hindustan Shipyard Ltd.
Walchand selected Vishakhaptnam as a strategic and ideal location and took possession of
land in November 1940. The World War II was going on and in April 1941, the Japanese
bombed the town. However, Walchand was unfettered and decided to go ahead with his
 plan of building a shipbuilding industry in India. In the days when it was unthinkable of
foundation ceremony to be done by anyone other than British officials, the truly patriotic
Walchand decided to break the tradition and the foundation stone for the shipyard was laid
by Dr.Rajendra Prasad on 21 June 1941, who was acting Congress President at that time.
The first ship to be constructed fully in India after independence was built at the Scindia
Shipyard and named JalUsha. It was launched in 1948 by Jawaharlal Nehru by the first
Prime Minister of India, at a ceremony where the families of Seth Walchand Hirachand, late
Narottam Morarjee and Tulsidas Kilachand, the partners of Scindia Shipyard, were present
along with other dignitaries and industrialists.

Walchand died in 1953, and the Scindia Shipyard continued to flourish under next of kins of
founders. However, later on the government of India decided to nationalise the Scindia
Shipyard, as it was a sensitive and strategic related to defence sector of the country. After
Independence, two thirds of its holdings were acquired by Govt. of India in 1952 and
Hindustan Shipyard Ltd was incorporated on 21 Jan 1952. Balance one third share was
acquired by GoI in Jul 1961 and the Shipyard became a fully owned Govt. of India
undertaking under the administrative control of Ministry of Shipping.

Considering the strategic requirements of the nation, the yard was brought under the
administrative control of the Ministry of Defence on 22 Feb 2010. The Registered Office of
the company is located in Visakhapatnam and has a regional office at New Delhi

Objective
The primary purpose of reissuing the updated and revised version of the HR Manual is to
provide a single comprehensive reference document for all those dealing with HR matters in
the company, which shall in turn ensure objectivity, transparency and consistency in the
procedures and processes involved in HR management in the company.

Applicability
These rules shall be applicable for all HR-related matters pertaining to the permanent
employees, as well as those employed on “Fixed Term Contract” service, Retainers,
Consultants etc.
These rules will not apply to personnel employed through Contractors, OEM
representatives, consultants etc. who are not on pay roll of HSL.

Definitions
Following definitions apply:-
(a) “Company” means M/s. Hindustan Shipyard Ltd., including all its Branches /
Units
/ Regional offices / Liaison offices and having its registered office and corporate
office at Visakhapatnam.
(b) “Board” means Board of Directors of the Company.
(c) “Competent Authority” means the Board of Directors and the Chairman and
Managing Director as empowered by the Board of Directors or any other authority
delegated with power in this behalf.
(d) “Appointing Authority” in relation to a specific post means the authority declared
as such in the delegation of powers / CDA rules applicable to officers.
(e) “Fixed Term Contract” means engagement of an employee on certain
remuneration for a specified period / fixed tenure or job without a commitment for
absorption in company’s service on permanent rolls.
 (f) “Permanent post” means a post sanctioned without limit of time.
(g) “Temporary post” means a post sanctioned for a limited period of time.
(h) “Probationer” means a person employed on probation against a permanent post.
(i) “Deputation” means a person taken from Defense Service / Government Service
/ all PSUs in accordance with the Government Directives without commitment for
absorption permanently into Company’s service.

Profile of the organization

The product profile includes cargo liners, bulk carriers, passenger vessels, offshore platform vessels,
inshore platform vessels, survey vessel, mooring Vessel, HSD oiler, landing ship tanks, training Ship,
tugs, supply vessels, drill ship, dredgers, oil recovery and pollution control vessel, research vessel,
floating cranes, barges etc. for varied number of customers like Indian Navy, Indian Coast Guard,
ONGC, GML, Port trusts, DCI, SCI, Andaman & Nicobar administration etc.

 
 
Core Areas
 The shipyard has three independent business units viz. Shipbuilding, Ship Repairs and Submarine
divisions with exclusive facilities and infrastructure.

Ship Building, Infrastructure and Facilities

Sprawling in an area of 117 acres, the shipyard has an ergonomic layout that ensures
unidirectional material flow. 2000 T / month of steel can be processed in the yard with a stockyard that
can hold 30,000 tons of steel, modern plate and section treatment plant, NC Cutting Machines, heavy
duty presses, self-elevating trucks capable of handling blocks up to 250 tonnes and large
prefabrication shops with EOT cranes of adequate capacity. The Shipbuilding facilities include a fully-
covered Building Dock (240 x 53 M) with intermediate gate facility capable of building vessels up to
80,000 DWT and three Slip Ways capable of launching up to 33000 DWT. The Yard has a long
outfitting quay (460 m) of 10 M clear depth equipped with self-contained services and facilities.
 
In addition to the existing facilities, the yard has about 21 Acres of land (OPF Yard) and 20 Acres of
land in the Colony which can be effectively utilized for augmenting the existing facilities for new
construction projects.

Vision

In keeping with its image as a premier shipyard and with all these initiatives, HSL is ready to take
up further challenges in a big way, cater to the growing needs of the Defence Sector and marching ahead
towards its vision ‘To be a National Leader in Building & Repairs of Ships and Submarines’.
 Mission

To strive to continuously innovate and improve upon its performance for timely completion of
construction and repair of ships and submarines within the budgeted cost and fulfilling the requirements of
quality that is expected by its customers.

Objectives
  To construct and repair of Naval ships and Strategic / Conventional submarines.

 To modernize the yard for efficient construction of Naval ships and submarines.

 To augment technological capabilities for the design and construction of ships and Submarines.

 To develop the expertise and adequately skilled manpower necessary for the anticipated future orders.

 To incorporate 'Best Practices' in all key activities of the yard including production planning, purchase,
marketing and human resource management.

 To upgrade welding, cutting, plumbing and outfitting technologies.

 To upgrade ERP and IT systems for efficient information management and transparent operations.

Financial Structure

Hindustan Shipyard Limited: [ICRA]BBB+(Stable)/[ICRA]A2 assigned Summary of rating action

Instrument* Current Rated Amount (Rs. Crore) Rating Action Long term - Fund-based- Working Capital
Facilities 175.00 [ICRA]BBB+ (Stable); Assigned Long term/Short term - Non-fund Based-Working Capital
Facilities 1526.43 [ICRA]BBB+ (Stable)/[ICRA]A2; Assigned Long term/Short term Unallocated 298.57
[ICRA]BBB+ (Stable)/[ICRA]A2; Assigned Total 2000.

HSL has undergone a major turnaround by achieving operating and net profit for the last four
consecutive years (FY 2015-16 to 2018-19) after a gap of 65 years without any financial assistance / grant
from the Government. With the best productivity measures and improved morale, HSL has achieved an VoP of
Rs 595 Cr, Operating profit of Rs 68.08 Cr and profit after tax (PAT) of Rs 36.23 Cr during FY 2018-19. The
corresponding Operating profit and PAT reported during FY 2017-18 are Rs 69.80 Cr and Rs 20.99 Cr
respectively. During FY 2018-19, PAT has increased by 73% when compared with previous year. Even though
there is a marginal decrease in operating profit when compared with FY 2017-18, however, the operating profit
as % of turnover has increased by 5 % during FY 2018-19. This is indicative of the operational efficiency the
company has achieved.  Further, the negative net worth has been reduced from Rs 1023 Cr to Rs 577 Cr
during last four years. The performance indices of the company have also improved significantly. These
indices are now comparable to other profit making domestic shipyards and some indices (tabulated below) are
even better by giving due consideration to the order book position of the company. 
 
Impressive with the Turnaround made by the Shipyard, RADM LV Sarat Babu, IN (RETD.), C&MD, HSL was
invited to make the presentation on ‘Turnaround of Hindustan Shipyard Ltd from the status of sick/ loss making
CPSE’ during the ‘CPSE Conclave – Vision 2022’ held on 09 Apr 18  at Vigyan Bhavan, New Delhi. The
Conclave had the participation of all senior officials of CPSEs and Ministries. The event comprised of several
panel discussions spread across the day and concluded with the Honorable Prime Minister’s address to the
invitees of the Conclave.

MANUFACTURING / OPERTIOANAL PROCESS:

Ship Repairs 

Ship Repairs Complex is equipped with necessary facilities and infrastructure for undertaking
repairs of all types of ships, marine structure & offshore platforms. The Dry dock, constructed in the year 1971,
is an important adjunct to the Ship Repairs Complex for undertaking repairs of all types of ships and oil rigs.
With a size of 244 x 38 M, it is capable of handling vessels up to 70,000 DWT. The Dry Dock, the biggest and
modern dock in the East Coast is capable of docking multiple ships. Ship Repairs Complex also has 544
meters of berths, wet basin with a depth of 10 M and necessary carnage. Ship Repairs Complex, has
accomplished intricate repair jobs on a variety of Naval Ships including Submarines, Merchant Ships and Oil
 Submarine Refit 

The shipyard has exclusive Submarine Refit Facilities. HSL happens to be the only Shipyard in India
to have carried out the refits of three classes of submarines (refit of two Egyptian submarines in 1971, refit of
Foxtrot-class (INS Vagli) and EKM class (INS Sindhukirti & INS Sindhuvir) submarines of Indian Navy. 
 
The Medium Repair-cum-Modernization of Russian built INS Sindhukirti was successfully completed and
handed over to the Navy on 26 Jun 2015. This has earned many accolades for the shipyard. During the refit,
nearly 100 Km of cabling and 30 Km of high pressure piping was renewed, thereby making this the most
advanced platform ever to be undertaken in an Indian yard proving the Yard’s capability to take up orders to
construct generation next Greenfield submarines. Incidentally, this was the only instance where retrofitting of
missile system in an existing submarine was undertaken in the country. The submarine achieved RPM of 350
during its very first sea sortie for Full Power Trials, thus certifying the quality of work by the yard.
 
Considering the expertise gained in MR of INS Sindhukirti, HSL has been awarded for Normal Refit of INS
Sindhuvir, a Kilo class submarine of the Indian Navy at a cost of Rs 500 Cr. HSL, achieved another historical
milestone in submarine Repair capability by completing extensive repairs, upgrade, system integration and
trials of INS Sindhuvir on 31 Jan 2020 i.e. ahead of the contractual delivery period of 09 Feb 2020.

Organization structure
 Recruitment Rules for Officers

General
Rules regarding recruitment of officers of Hindustan Shipyard Ltd. as formulated in the
Company’s HR Manual published in January 1986 have become outdated as a result of
subsequent changes incorporated through various internal orders as well as government
guidelines issued from time to time. Those changes have now been incorporated into these
revised rules, which shall supersede the original version of the HR Manual and the
subsequent amendment orders.

These rules known as the “Hindustan Shipyard Ltd., Officers’ Recruitment Rules” shall
come into effect from 01 Jul 2017.

Objective
2.2.1. The primary purpose of codifying the present Rules is to ensure objectivity,
transparency and consistency in the procedures and processes involved in the recruitment
of personnel for employment in the company. Equally important is the objective of
attracting, selecting and appointing the right personnel for the right job as and when
necessary, so that they contribute towards the overall organizational objectives.

Applicability
These rules shall be applicable for recruitment to all posts of the Executive cadre below
Board level, including officers employed on “Fixed Term Contract” service.

These rules will not apply to the procedures for deputation, casual employment or hiring of
manpower through a third party.

Classification of Officers

The Executive cadre of the company is made up of Officers in different grades as

follows:

Pay Scale (Rs.)

Grade Rank Short Title
w.e.f 01.01.2007
Jr. Manager 12600-32500
E0 JM
Asst. Manager 16400-40500
E1 AM
 Pay Scale (Rs.)
Grade Rank Short Title
w.e.f 01.01.2007

E2 Deputy Manager 20600-46500 DM

E3 Manager 24900-50500 M
E4 Sr. Manager 29100-54500 SM
E5 Dy. General Manager 32900-58000 DGM

E6 Addl. General Manager 36600-62000 AGM

E7 General Manager 43200-66000 GM

E8 Chief General Manager 51300-73000 CGM

Officers in the grades E0 to E2 fall under Group B (non-gazetted) category, whereas those
in the grades E3 and above are classified as Group A (non-gazetted).

Posts of Grade E0 to E3

The vacancies occurring in E1, E2 and E3 grades of technical disciplines shall be

considered as one group. For non-technical discipline, vacancies from E0, E1, E2 and E3
grades will be taken as one group and will be filled up in the ratio of 1:1 between
promotions and direct recruitment1,2.

The promotion quota will be operated at E1 level for technical disciplines by promotion from
the lower grade and the recruitment quota will be operated by direct induction at any level in
the group i.e. either MTs / E1, E2 or E3 at the discretion of the management. Similarly for
non-technical disciplines, the promotion quota will be operated at E0 level by promotion
from lower grade the only exception being Security and Fire Service where promotions will
be made to E1 grade. The recruitment quota will be operated by direct recruitment at any
level in the group i.e. either MTs / E0 / E1 / E2 or E3 at the discretion of the Management3,4

Posts of Grade E4 & above

The posts in E4 grade (Sr. Managers) will normally be filled in by open advertisement on all
India basis. These posts may also be filled by promotion of deserving internal candidates
who fulfill the criteria prescribed for promotion to these posts5.

Creation of New Posts

The Chairman &Managing Director is the Competent Authority to create or abolish posts of
grades upto and including AGM(E6)6. The Administrative Ministry is the Competent
Authority to create / abolish posts of Officers in cadres of GM(E7) and CGM(E8)based on
the approval of the Board of Directors7.

The Chairman & Managing Director is competent to change any of the designations at any
time, on the recommendations of Head of the HR division, in consultation with the
 concerned Functional Director.

Modes of Recruitment

Recruitment to the various posts of Officers in the company is made on permanent or on

Fixed Term Contract (FTC) basis, which shall be made through one or more of the
following modes:-

(a) Direct Recruitment on all India basis by means of open competition based
on Written Test and/ or Interview.
(b) Appointment on promotion to the rank of Jr. Manager/Asst. Manager of
serving employees in the non-executive cadre (staff/ workmen) of the company.
(c) Deputation/ permanent absorption of officers from the Armed Forces, Central
/ State Government Service / other Public Sector Undertakings as per the extant
guidelines issued by the Government of India from time to time in order to meet
certain specialized requirements / growth opportunities of the company.
(d) Campus Selection in the case of Naval Architects and such other
specialized category of personnel, inducted as Management Trainees.
(e) Any other source as may be approved by the Competent Authority.
Qualifying Requirements

The eligibility conditions for recruitment of officers in different grades in the company are
given in Appendix 2A.

Broad guidelines for defining post-qualification work experience are:-

(a) Field of experience should broadly cover the functional requirement of the post.
(b) Total experience should be defined in terms of number of years in the relevant
field, post completion of basic qualifying course
 (c) In addition, minimum required number of years of experience in a specialized
domain may be specified as an essential requirement.

The qualifications and experience details specified in these Rules are based on present
needs of the Company and the prevailing qualifications in various disciplines in the
industry. These specifications may be revisited from time to time considering the
emergence of new technologies and disciplines in the industry and introduction of
contemporary qualifications. Therefore, CMD is empowered to approve any additional
qualifications and/ or experience requirements for direct recruitment at various induction
levels in consultation with the Head of the HR division and the concerned Functional
Director.

Special requirement for candidates applying from central government / PSU /

autonomous bodies

Those who are employed in Government / Public Sector Undertakings / Autonomous

Bodies shall have to forward their applications through proper channel or produce ‘No
Objection Certificate’ from their present employer at the time of interview, failing which the
candidates shall not be allowed to appear for the interview and no TA will be paid.

Candidates from other PSUs must have minimum 3 years’ experience in the scale of pay
one grade below the post applied for, except for recruitment to E1 grade.

Consequent upon the revision of the Central DA (CDA) and Industrial DA (IDA) pay scales,
the eligibility criteria for the posts in HSL would be on the basis of 3 years’ service in one
pay scale below the post advertised or to be filled. Since the pay scales in the CDA pattern
are common for most of the ranks and the only difference is in the grade pay, the grade pay
will be reckoned as the basis for deciding the qualifying requirement instead of one scale
below. Accordingly, the equivalent revised pay scales of various ranks in CDA and IDA
pattern as on 01 Jan 2015 are as given below(these are subject to realignment of
equivalency based on future revisions of pay scales from time to time):-

Grade IDA (Rs.) CDA (Rs.)

E0 12,600-32,500 9,300-34,800-PB2-GP 4,200

E1 16,400-40,500 15,600-39,100-PB3-GP 5,400
E2 20,600-46,500 15,600-39,100-PB3-GP 6,600
E3 24,900-50,500 15,600-39,100-PB3-GP 6,600
E4 29,100-54,500 15,600-39,100-PB3-GP 7,600
E5 32,900-58,000 37,400-67,000-PB4 GP 8,700
E6 36,600-62,000 37,400-67,000-PB4 GP 8,700
E7 43,200-66,000 37,400-67,000-PB4 GP 8,700
E8 51,300-73,000 37,400-67,000-PB4 GP 8,900
In case of internal candidates from HSL in IDA scale of pay, he / she must have minimum 2
years of experience in the scale of pay below that of the post applied for.

Eligibility conditions for candidates applying from private organizations

2.8.5.1. The eligibility of a candidate from private organization will be determined

taking into account the Cost to Company drawn, the designation, nature of work, years of
experience etc., for recruitment in Executive cadre. Candidates from Private Sector
Companies must be drawing the CTC equal to the lower grade of the post applied for, and
must be working in the company which has minimum 100 Crores turnover.

Proof of Date of Birth

The date of birth of candidates shall be verified with reference to any of the following
documents:

(a) High School or Higher Secondary School or School Leaving Certificate.

(a) Extract of Date of Birth as recorded in Municipal Records.
(b) Discharge certificate from the Armed Forces may also be accepted as the
proof of age in the absence of School Leaving Certificate.
Application for the Post

Application should be submitted typewritten as per prescribed format as specified in the

Advertisement / Website separately for each post, furnishing full particulars and
accompanied with attested copies of certificates and testimonials in support of the
qualification, experience etc. Sample format placed at Appendix 2B.

Candidates who are employed in Government / Autonomous Bodies / PSUs should apply
through their employers. If under unavoidable circumstances advance copies of
applications are entertained, the individual concerned should not be interviewed unless he
produces a No Objection Certificate (NOC) from his present employer.

Application Fee

An application fee (non-refundable) of Rs.300/- for MTs and Rs.100/- for other posts shall
be submitted by the candidates along with the application for Officers posts.

However, candidates belonging to SC / ST / PH category are exempted from payment of

the application fees. No application fee will be collected from internal candidates.

The amount of application fee may be revised from time to time with the approval of the
Competent Authority.
 Relaxation and Concessions
Age Relaxation
The maximum age limit prescribed for direct recruitment to a post is increased by 5 yrs. in
the case of candidates belonging to SC / ST8.
The maximum age limit prescribed for direct recruitment to a post is increased by 3 yrs. in
the case of candidates belonging to OBC9.
The upper age limit is further relaxed upto 5 yrs. (10yrs. for SC / ST and 8 yrs. for OBC)
in the case of handicapped persons10.
The upper age limit is relaxed by the length of Military Service, increased by further 3 yrs
in the case of Ex-servicemen and Commissioned Officers including ECOs / SSCOs for
appointment to any vacancy in Group A and Group B services / posts filled by direct
recruitment subject to the condition that the continuous service rendered in the Armed
Forces by an ex-serviceman is not less than 6 months after attestation and the resultant
age after deducting his period of service from his actual age does not exceed the
prescribed age limit by more than 3 years11 .
The relaxation in upper age limit is not available to serving Commissioned Officers 12,
except those in the last year of service/ engagement.
The upper age limit is relaxed by 5 yrs for internal candidates.
C&MD is empowered to relax upper age limit upto 3 yrs in all cases over and above the
prescribed limits mentioned above.
Concession in Application Fee
Candidates belonging to SC / ST / Physically Handicapped are fully exempted from
payment of application fee for recruitment. Such fee will not be collected from Internal
Candidates13.
Concession in Minimum Qualification & Experience
There will be no relaxation in Minimum Qualifications as mentioned in Appendix 2A of
this Manual. The SC / ST candidates are given relaxation to the extent of 20% in
experience14. However, C&MD at his discretion may relax total experience by maximum 2
years in respect of exceptionally deserving candidates.
 Relaxation in Standards

In order to fulfill the quota earmarked for SCs / STs / OBCs / Physically Handicapped, the
minimum standards can be relaxed in Selection / Interviews in respect of the reserved
candidates by C&MD.

Verification of claims of candidates belonging to SC/ST/OBC classes for purpose

of appointment to posts/services

Where a candidate belonging to a Scheduled Caste, Scheduled Tribe and other

Backward Classes is unable to produce a certificate from any of the prescribed
authorities, he / she may be appointed provisionally on the basis of whatever prima-facie
proof he/she is able to produce in support of his /her claim subject to his /her furnishing
the prescribed certificate within a reasonable time and if there is genuine difficulty in
his /her obtaining a certificate, the appointing authority should itself verify his /her claim
through the District Magistrate concerned.

General Procedure for Recruitment

The Recruitment procedure for all modes of recruitment generally comprises of the
following steps:-

(a) Proposal from User department with all relevant details including QR’s
(Qualifying Requirements to be given as essential / desirable), or suo moto
initiation of the proposal by HR department based on HR Perspective Plan and
Manning Plan.
(b) Processing by HR department considering the sanctioned man power/
manning plan and reservation criteria and obtaining the approval of the Competent
Authority for recruitment either on permanent basis or on FTC basis. The HR
department shall prepare a comprehensive Statement of Case bringing out
relevant details like previous recruitment cases, need for specific measures to
ensure maximum choice of candidates, urgency and criticality of the requirement
etc. File shall be routed through the concerned Functional Director for information
and comments, as relevant.
(c) Notification of the posts through advertisement in press, website of HSL as
well as DOP&T website and intimation to other agencies like the Defence
Services, the Directorate General of Resettlement and Training, Defence Public
Sector Undertakings, PSU Shipyards and Rajya & Zilla Sainik Boards (for Ex-
servicemen) or published in National Career Services (NCS) portal,
Employment News/ Rozgar Samachar or intimation to the universities/ institutes
for campus recruitment, as applicable. The advertisement shall clearly indicate the
specific post(s), designation/ grade, pay scale, eligibility criteria, selection process,
special relaxations if any etc.
 (d) Primary scrutiny of applications by the HR department and preparation of the
list of eligible candidates who satisfy the essential criteria.
(e) Constitution of the Selection Committee with the approval of Competent
Authority based on the proposal by the HR department, inclusive of external expert
in concerned discipline if deemed necessary.
(f) Shortlisting of candidates to be called for Written Test / Trade Test / Interview
by the Selection Committee and approval by the Competent Authority.
(g) Promulgation of the date and time of Written Test / Trade Test / Interview by
the Chairman of the Selection Committee.
(h) Issue of call letters to shortlisted candidates for Written Test / Trade Test /
Interview by HR department.
(i) Verification of all original certificates of Qualification, Experience, Age, Caste
etc.
(j) Preparation of panel of selected candidates post-interview and approval of the
Competent Authority for the select list.
(k) Approval of Competent authority for issue of offer of appointment.
(l) Issuance of offer of appointment along with Attestation Forms in prescribed
format.
(m) Medical Examination of selected candidates.
(n) Complete joining formalities of the officer namely signing of forms of Official
Secrets Act, Security Pass, Bio-Data, PF / Gratuity Nominations, Attestation
Forms, Property Return, Bond (wherever applicable) etc. as per the check-list.
(o) Prepare Induction programme for all new recruits.
(p) Direct and guide new recruits to the respective departments.
(q) Arrange for verification of antecedents of new recruits through the Security
Department.
Methods of Advertisement

The vacancies earmarked for Direct Recruitment shall be advertised on all-India basis as
under:-

(a) Short Advt. in one English and Hindi newspaper having nationwide circulation
(b) Employment News (English, Hindi, Urdu)—detailed advertisement
(c) Detailed Job-posting & other details on the Company website
(d) Any other mode as approved by CMD on the recommendation of Head
of the HR division
Short advertisement may contain basic information such as name of the posts, disciplines,
number of vacancies (indicating reserved posts), starting and closing dates for on-line
application and submission of hard copies etc., with a reference to the HSL website for
detailed information. A sample format is placed at Annexure 1.

Detailed advertisement shall contain all relevant information , including the following, apart
from those published in the short advertisements:-

(a) Brief overview of the company and prospects for the recruitees
(b) Qualification and post-qualification work experience required
(c) Age restrictions
(d) Medical standards
(e) Reservation for SC/ST/OBC/PwD/ESM
(f) Placement, probation, confirmation
(g) Pay and perquisites
(h) Selection method
(i) Service agreement bond
(j) General instructions
(k) Any other relevant information
A sample format is placed at Annexure 2.

Amendments to Advertisement. In case of poor response, it may be necessary to extend

the closing date for on-line applications, which may be published as a corrigendum in HSL
website (after due approval of the Competent Authority). However, in case it is decided to
relax any of the essential requirements regarding qualifications and experience, it would be
necessary to re-advertise as for a fresh case.

Selection Methods
The Company may select candidates through one or all of the following selection
methods:-

(a) Written Test comprising Technical Test and / or Aptitude Test.

(b) Group Task / Group Discussion.
(c) Personal Interview

There shall be written test and personal interview to fill in the posts of management
trainees. All the posts in the grade of Asst. Managers and above will be filled in by the
process
of interview only, or written test with interview as decided by the Competent Authority 15.

Written Test
The Written Test shall comprise of two parts: Part 1 comprising 60 to 70% of the questions
on Professional Subject and 40 to 30% on Computer Knowledge, Numerical Ability etc. The
candidates in the order of merit drawn in the ratio of 1:5 will be called for the Part 2 General
Management Aptitude Test. GMAT paper will contain General Knowledge, English
Comprehension and Test of Reasoning for 50 marks.

To the extent feasible, question papers shall be of multiple choice objective type. However,
it may also include descriptive-type questions as well, in order to assess the writing skills
and drawing skills of the candidates, depending upon the nature of the post. On-line test
may be conducted instead of written test, when considered appropriate.

The merit list of the candidates after General Management Aptitude Test will be prepared
based on total 85 marks i.e. 50 for Part 1, plus 35 for Part 2 test. The candidates in the
combined order of merit will be called for interview in the ratio of 1:3 i.e. three candidates for
each post.

Candidates need to secure minimum 60% marks in written test, to be placed in Zone of
consideration for the interview, with relaxations as applicable to SC/ST/OBC (non- creamy
layer)/PWD.

For recruitment of MTs in technical area, instead of written test, Company may opt for
Graduate Aptitude Test in Engineers (GATE) scores of the candidates in the concerned
discipline. On the basis of the GATE scores candidates will be short listed for further
selection process comprising of Interview.

Normally, the cut off marks in each discipline in the GATE examination will be determined in
7:1 ratio. The Selection committee will decide the final ratio of calling candidates.
Candidates, who meet the cut off marks criteria, will be short-listed for Interview in their
respective discipline.

The marks obtained in the written test/marks scored in GATE Examination will be converted
in accordance with the weightage of the written test criterion.

The list of candidates shortlisted for interview shall be posted on the Company website with
details of the interview dates, time and venue. The shortlisted candidates can download
their Call Letters for the Interview from the website (Format at Appendix 2C).
The merit lists would be drawn up separately for General, SC, ST, OBC and PH categories
in the prescribed ratios.

Interview

The candidates would be called for interview out of the combined merit list from written
tests/ GATE score cards. The weightage for written test will be 85%and 15% for interview.

The Interview will be conducted by the Selection Committee formed for this purpose. The
Selection Committee will assess SC/ST/OBC candidates separately if vacancies are
reserved. Separate assessment forms shall be used for each category of candidates
(SC/ST/OBC/UR).

The Final Rating Sheet shall be signed by the Committee members. It would be a collective
and judicious decision of the Selection Committee.

The final select list of Management Trainees will be prepared in the order of merit based on
total marks obtained in the written tests and interview. In case of a tie in the total marks,
merit list shall be prepared based on the marks obtained in the written test. In case of tie in
these marks, grades obtained in the essential qualification may be considered for preparing
the merit list.

The evaluation sheet to be adopted for the purpose of interview for executive cadre posts
is indicated at Appendix 2D. The evaluation will be done individually by each of the
members of the Selection Committee and averaged for arriving at the final merit list for the
selected candidates.

Travelling Allowance15

Candidates called for interview from outstations will be paid to-and-fro journey fare as
follows:
(a) SC / ST / PH candidates for MTs posts will be paid to-and-fro 2nd sleeper
class train fare by the shortest route.
(b) For posts in the cadre of E0 & E1– to and fro 3rd AC train fare by the
shortest route.
(c) For posts in the cadre of E2, E3 & E4 – to and fro 2nd AC train fare by the
shortest route.
(d) For posts in the cadre of E5 and above – to and fro 1st AC train fare by the
shortest route.
(e) The charges for sleeper and reservation will also be reimbursable.
No daily allowance will be paid to candidates even if they are required to stay for more than
a day.

The travelling allowance shall be admissible to Officers who join the Company as per TA /
DA rules of HSL.

Selection Committee For Interviews16

The Selection Committee shall consist of not less than 04 members, including one SC/ST
representative, wherever required. In case a Committee member is not available, the
Chairperson can opt for a suitable replacement. For Grade E7 and above a “specialist
member” may be co-opted as Additional Member of the Committee at the discretion of
C&MD.

The selection committee normally will be as follows:-

(a) For the posts of Management Trainees to Sr. Manager (E1 to E4):

Concerned / Nominated Director Chairman of the Committee

Concerned GM/AGM/DGM Member
Another GM Member
GM/ AGM/ DGM (HR) Member
DGM SC/ ST Rep. (as required)
DGM Minority Community Rep. (as required)
(b) For the posts of Dy. General Manager & above (E5 to E8):

C&MD Chairman of the Committee

External Director (from other PSU) Member
Functional Directors Members
GM / AGM SC/ ST Rep. (as required)
GM / AGM Minority Community Rep. (as required)

The SC / ST / Minority representatives will be included in the Committee provided

candidates in these categories are called for the interview.

In case of members belonging to SC / ST and / or Minority Community are not available for
the above selection committees in the respective ranks within the company, such members
may be co-opted from other public sector undertakings.

The selection committee should also include a lady officer when woman candidates are
interviewed.

The composition of the selection committee in the case of campus selection will be
minimum of three members’ viz. Chairman of the selection committee, Member of
concerned discipline and Member Secretary (HR department representative). In addition,
it should be
ensured that the selection committee includes SC/ ST/ Minority representatives, as
applicable.

HR Department shall propose the composition of the selection committees referring to the
above-mentioned norms, for approval of the C&MD.

Honorarium Payment, TA and Stay Arrangements to the External “Specialist member”

and/or External Member(s) of the Selection Committee for Interview, will be as approved by
C&MD on recommendation of Head (HR).

Recommendations of the Selection Committee

The Chairman of the Selection Committee shall submit a report based on the proceedings
of the Committee, duly signed by all its members. The report shall bring out clearly the
recommendations of the Committee reflecting its collective wisdom and due diligence in
selecting the candidates whose names are to be placed in the Select List as well as in the
panel of reserve candidates, in the order of merit.

The report shall also include the details regarding the method of selection, number of
candidates applied, number of candidates who were called for interview etc., criteria
adopted for shortlisting of candidates, number of institutes visited (in case of Campus
Selection), marks obtained in the written test and interview and any other relevant details.

The report shall also bring out deviations/ modifications, if any, adopted during the course
of the recruitment process vis-à-vis the provisions in the Recruitment Rules of the company
with justifications, for approval of the Competent Authority.

The Selection Committee may also include in its report, recommendations regarding
additional increments, personal pay etc. that may be considered for particular candidates
based on their exceptional qualifications and experience and special requests from such
candidates made during the interview.

Select List

2.13.8.1. On completion of the interviews of the candidates the selection committee shall
prepare the final Select List of candidates including a Wait List upto two candidates. The
select lists are to be promulgated only after the approval of C&MD / Board of Directors as
applicable. The select list will be valid for one year from the date of approval. In exceptional
circumstances, when the exigencies of service demands, the validity of the panel may be
extended by another six months with the approval of Appointing Authority viz., C&MD /
Board as the case may be.
Reservations in Vacancies17,18,19

2.13.9.1. Vacancies are to be reserved for the SCs, STs, OBCs and PH personnel in
accordance with the instructions issued by the Government of India in this regard from time
to time. The following are the percentage of reservation presently applicable for these
categories in respect of direct recruitment:-

(a) For SCs -16.66%

(b) For STs -7.5%
(c) For OBCs -25.84%
(d) For Disabled (Blindness or Low Vision) -1%
(e) For Disabled (Hearing impairment) -1% on identified posts
(f) For Disabled (Locomotor Disability or
Cerebral Palsy) -1%
(g) Total reservation should not exceed 50%.

Campus Recruitment
Campus selection may be resorted to for the recruitment of Naval Architects (as
Management Trainees), and such other specialized category of personnel, as an exception
in view of the limited institutes of repute offering the course and limited number graduating
in a year. In this case, instead of advertising through mass media, these institutes may be
contacted directly prior planning the visit of the Selection Committee to the campus. As a
rule, a minimum of three institutes may be visited for campus interview. A comprehensive
proposal shall be put up by the HR department in this regard, including the list of institutes
to be visited and composition of the Selection Committee, for the approval of the C&MD.

Written test and interview will be conducted at the campus of the respective institutes. In
order to restrict the number of candidates for interview, preliminary shortlisting may be done
based on the marks obtained in the written test. However, the final merit list may be
prepared based on the marks obtained in the written test as well as in the interview, which
shall be based on a collective and judicious decision of the Selection Committee.

In order to ensure parity among the different institutes, it is necessary to prepare a common
merit list for all the candidates from different institutes for arriving at the final select list and
panel of reserve candidates.

It may be necessary to conduct the campus selection even before the end of the academic
year in order to pick up the best before other companies do so. In such cases, pending
declaration of the results of the final year examination, the selected candidates may
be inducted as interns for a period of three months or till the declaration of results, whichever
is earlier.

Receipt of duly filled-up applications and submission of relevant certificates/ other

documents may be arranged during the visit of the Selection Committee to the campus.

Walk-in Interview
In case of urgent requirement of personnel with specialized knowledge and skills
required for special assignments, recruitment through walk-in interview may be resorted
to with the approval of the Competent Authority.

The user department should specify the urgency of filling up of such vacancies through
walk-in interview mode. The requirement will be notified as per rules referred above,
inviting eligible candidates to appear for Walk In Interview on a scheduled date. The
procedure to be followed for recruitment will be the same except that receipt of
applications would be on the date of interview.

Fixation of Pay on Appointment

Normally all appointments of Officers would be made on the minimum of the pay scale.
However, in case of candidates from Government /PSUs, pay protection will be granted as
per the extant rules subject to their applications being received through proper channel or
production of NOC at the time of interview. Further, if the Selection Committee so
recommends or on the basis of the appeal of the candidate, the Appointing Authority may
grant upto 5 (Five) advance increments20 to a candidate in the scale of pay of the post to
which he is to be appointed under the following circumstances:-

(a) Where a candidate is highly qualified and possesses long experience of the
type required for the post.
(b) Where a candidate is already drawing an equal or higher salary than the
minimum of the grade for which he has been selected
(c) Where a candidate has to forego various benefits accruing to him from his
present job / employment to accept the job offered by the company.
However, after joining the company, the claim to grant additional increment shall not be
entertained unless his / her joining HSL was conditional.

Verification of Antecedents
With a view to attract right talent at the right time, selected candidates are permitted to join
the organization on the strength of their Indian Passport or on the basis of a Character
Certificate issued by a Gazetted Officer not below the rank of Tahsildar or equivalent.
A
formal police verification report is to be obtained before the completion of the probation
period.
Selected candidates are provided with Attestation Forms along with Offer of Appointment
which they are required to submit duly filled in while forwarding the acceptance of offer.
These forms are subsequently sent to the Police Authorities concerned for Verification of
Character and Antecedents. The Police Verification Report shall be obtained before the
completion of the Probation Period.

Medical Examination
2.18.1 Every candidate appointed to a post in the company is required to undergo Medical
Examination by the Company’s Medical Officer at the time of joining or in lieu produce a
physical fitness certificate from a Medical Officer not below the rank of Civil Surgeon and is
required to satisfy the Medical Fitness Standards prescribed for the post.

Offer of Appointment
Appointing Authority. Following are the competent authorities for approving the offer of
appointment:-

Grade of the Post Appointing Authority

Management Trainees to AGM Chairman& Managing

(MT to E6) Director

GM and CGM(E7and E8) Board of Directors

Candidates to be appointed shall be issued with a Letter of Appointment specifying the

Terms & Conditions of appointment. This will be signed by the Appointing Authority or the
Officer to whom the power is delegated on his/ her behalf.
Candidates offered appointment shall be required to convey their acceptance of the Terms
& Conditions of appointment in writing within the time limit prescribed in the offer of
appointment and join duty within the stipulated time specified in the appointment letter.
Three months’ time shall be given to the officers serving in PSUs / Government
organizations to join the company. However, in exceptional cases, the Competent Authority
at his discretion may grant extension of the joining time.
Appointees from Central Government Services / PSUs / Armed Forces shall be required to
produce a clear discharge / relieving certificate from their previous employers before they
are taken on duty in the company.
 2.20. Signing of Bond21
2.20.1. MTs will have to enter into a service agreement and execute a bond for Rs. 2 lakhs
to serve the company for a minimum period of 4 years after completion of one year training.

Probation Period
All appointments made against regular posts in Officers category shall be on one year probation.

Confirmation
The confirmation or otherwise of an employee appointed on probation shall be determined
within the specified probation period. However, where necessary, the probation period may
be extended for a period not exceeding one year. Further in case of Management
Trainees, for any absence on leave without pay for reasons other than hospitalization for
one month, the training period shall be extended to that extent. However in the case of
absence on account of hospitalization beyond a period of one month, the training period
will be extended to that extent.

A probationer who is not making satisfactory progress during the period of probation shall
be liable to be discharged in accordance with the terms of appointment.

The service of an employee shall not be regarded as confirmed until an order of

confirmation is issued by the company in writing.

The Recommending Authorities for confirmation of Officers will be as follows22:

Initiating Reviewing
Grade Senior Reviewing Officer
Officer Officer

Manager & Below Sr. Manager DGM / AGM GM

Sr. Manager DGM AGM / GM Director / CVO

DGM AGM / GM Director/ CVO C&MD

AGM GM Director/ CVO C&MD

C&MD is the Competent Authority for confirmation and extension of probation in respect of
all Officers below Board Level up to AGM 23. Whereas in case of GMs and CGMs,
if no adverse reports are received against the officers on probation, their confirmation shall
be processed on completion of 11 months and on receipt of probationer’s performance
report with the approval of C&MD. If any adverse reports are received against the officers
on probation such cases shall only be referred to the committee consisting of C&MD, All
functional Directors and one external member for their recommendation24.

Seniority on Appointment
Seniority of each person appointed to the company’s service shall be determined with
reference to date / time of joining the post for which he / she is selected. If more than one
person joins the same grade on the same forenoon or afternoon, the inter se seniority shall
be determined on the basis of the age i.e., the older being senior to the younger.

Deputation
Appointments on deputation from the Armed Forces / Central Government Services will be
as per the extant guidelines issued by the Government of India/ DPE on the subject. For
posts to be filled through deputation, approval of the DPE/ Administrative Ministry is to be
obtained on a case to case basis. Selection of Officers on deputation will be through
interview of the sponsored / nominated candidates.

Immediate Absorption
Selection and appointment of officers from the Armed Forces/ Central Government Services
on immediate absorption basis will be as per the normal procedure followed for direct
recruitment. However, their terms of employment will be as per extant Government Rules.

Appointment on Contract basis

Appointment on Fixed Term Contract (FTC) basis will be made for a specific period against
a defined job of temporary nature or for the duration of a project. The recruitment procedure
laid down in these rules shall be followed for such appointments as well.
The terms of appointment of Officers engaged on fixed term basis will be as decided by the
Appointing Authority from time to time.
There will not be any commitment to the candidate either for absorption as permanent
employee or for extension of term.
Age, Qualification, Experience Requirement, Sourcing, Selection process, Reservations
and Relaxations followed for acquisition of candidates on Fixed Term / Tenure Employment
will be similar to the one followed for permanent employees at the appropriate levels.
The selected candidate(s) will be issued the Preliminary Offer for Fixed Term Employment
as per Appendix 2E. Candidates are required to submit the Acceptance Form in response
to the Preliminary Offer as shown in (Appendix 2F), along with the enclosures mentioned
in the Preliminary Offer.
Character and antecedent verification process and the pre-employment medical
examination carried out will be similar to that followed for recruitment of permanent
employees.
Documents submitted by the candidate along with the acceptance letter in response to the
Preliminary Offer for Fixed Term Employment, if found to be in order, the Appointment
Order for Fixed Term Employment will be issued to the candidate as per the proforma
shown at Appendix 2G.

Re-employment/ Re-engagement
Officers who were discharged / dismissed by the company shall not be re-employed. Re-
employment of officers separated under VR scheme shall be governed by the guidelines
issued by the Government from time to time.
In exceptional situations, retired officers of the company/ other PSUs/ Defence Services
with expertise in specialized fields may be re-engaged as Advisors on special assignments.
Such engagements shall be for a maximum duration of one year, which may be extended
by one more year after due approval of the Competent Authority.
Maximum age of Advisors during the tenure of their engagement shall not exceed 65
years.
The Advisors shall be paid based on the number of days of actual engagement based on a
predetermined rate. All the terms of engagement shall be included in a comprehensive
statement of case to be prepared and submitted by the HR department for approval of
C&MD.

Compassionate Appointments
Eligible dependents of the permanent employees who die in harness may be offered
employment on compassionate grounds as per the policy of the company on
compassionate appointments. However, such appointments are restricted to the posts in
Groups C or D only and hence not applicable for the recruitment in the Executive cadre.

Interpretation/ Amendments
The Chairman & Managing Director shall be the final authority for the interpretation of
these rules. In the cases not covered by these, rules his decision shall be final.
C&MD may at any time and at his sole discretion amend these rules as considered
necessary and authorize deviations from the above procedure under special circumstances
in the overall interest of the company. However, such deviations/ amendments shall be
brought to the notice of the HR sub-Committee of the Board for ratification at the earliest
opportunity.
Nothing in these rules shall supersede those pertaining to reservation, relaxation of age
limit and other concessions required to be provided for the SCs / STs / OBCs, Ex-
Servicemen and Persons with Disabilities in accordance with the orders issued by the
Government of India from time to time.
 ESSENTIAL QUALIFICATIONS & EXPERIENCE FOR RECRUITMENT TO EXECUTIVE POSTS26

Designation Discipline Qualification Age(ye Post-qualification

(Grade) ars) work experience
(in years)

Management Technical Full-time Degree in Engineering with 60% of marks (55% for SC, ST) in 25 -----
Trainee relevant disciplines.

Two years full-time Post Graduate Degree / Diploma or Three years part-time
Management Non-Technical 25 -----
Post Graduate Diploma in HRM / Material Management or MBA with
Trainee
specialization in HR / Marketing Management awarded by recognized
Universities / Institute registered with AICTE with 60% of marks (55% for SC,
ST)
Graduate with CA / ICWA
Candidates with ACS qualification

Jr. Manager Non-Technical Not applicable for direct recruitment (Filled up through promotion of internal ----- -----
(E0) candidates)

Asst. Technical Full-time Graduates in Engineering with 60% marks (55% for SC, ST) in 30 2
Manager (E1) relevant disciplines.

Asst. Safety Full-time Degree in any branch of Engineering and Diploma in Industrial Safety 30 2
Manager (E1) from a recognized University / AICTE.
For Ex-Servicemen: Chief Petty Officer / Master Chief Petty Officer of Indian
30 12
Navy in the relevant discipline

Designation Discipline Qualification Age(ye Post-qualification

(Grade) ars) work experience
(in years)
 Asst. Finance A Graduate with a pass in the final examination of the Institute of Chartered 30 2
Manager (E1) Accountants of India / Institute of Cost & Works Accounts of India / SAS

Asst. HR Graduate in any discipline with full-time Post Graduate Degree / Two years full- 30 2
Manager (E1) time Post Graduate Diploma in:-
(a) Labour & Social Welfare or Labour Studies or Labour Welfare or HR &
IR or Management Studies or HR Management.
(b) HR Management and / or Industrial Relations with Labour Welfare or
(c) MBA with HR Management and / or IR awarded by recognized
Universities / Institutes registered with AICTE.
A Degree in Law will be an added qualification.
Asst. Official Masters Degree in Hindi with English as a subject at degree level. 28 5
Manager (E1) Language

Asst. Medical MBBS Degree (including completion of Internship recognized by 30 1

Manager (E1) IMC). Preference for Post Graduate Degree / Diploma in General
Medicine / Industrial Medicine / OB & Gynecologist / Radiology /
Pediatrics

Asst. Administration Graduate in any discipline with two years Degree / three years Diploma in 30 2
Manager (E1) Business Management / Business Administration / Public Relations /
Management Studies / HR / HR and IR awarded by a University / Institute
recognized by AICTE.

Asst. Fire Services Graduate of the Institute of Fire Engineers (India) or Graduate of any discipline 30 2
Manager (E1) having completed Sub Officers / Station Officers course from National Fire
Service college, Nagpur.
30 2
For Ex-Servicemen: NBCD (I) qualified CPO / Master Chief Petty Officer of
Indian Navy.
Designation Discipline Qualification Age(ye Post-qualification
(Grade) ars) work experience
(in years)

Asst. Security Graduate in any discipline from a recognized University with one year Post 30 2
Manager (E1) Graduate Degree or Diploma in Security Management with NABET QCI
accreditation and experience in Industrial / Defence Establishment Security.
30 2
For Ex-Servicemen: CPO / Master Chief Petty Officer of Indian Navy or
equivalent in other uniformed services with experience in Industrial / Defence
Establishment Security

Asst. Legal Graduate with LLB from a recognized University or Degree in Law (5 years 28 2
Manager (E1) course).

Asst. Company Graduate with ACS. Degree in Law from a recognized University preferred. 30 2
Manager (E1) Secretary

Asst. Graduate in Engineering and MBA preferably in Materials Management / Two 30 2

Manager (E1) Materials years full-time Post Graduate Diploma in Materials Management

Asst. Corporate Graduate with two years Post Graduate Degree / Diploma in Public Relations / 30 2
Manager (E1) Communicatio Journalism from a recognized institute.
ns

Basic Graduate Degree shall be with 55% minimum marks in all disciplines except in Engineering discipline where it shall be 60% for recruitment at E1 level

Deputy All Qualifications are same as for E1 grade with 50% of marks in the qualifying 35 5
Manager (E2) exam.

Manager (E3) All Same as above. 40 9

Senior All Same as above. 42 12

Manager (E4)

DGM (E5) All Same as above. 45 15

 Designation Discipline Qualification Age(ye Post-qualification
(Grade) ars) work experience
(in years)

AGM (E6) All Same as above. 48 16

GM (E7) All Same as above. 50 20

CGM (E8) All Same as above. 52 20

GROUPING OF DISCIPLINES IN ENGINEERING

Discipline Grouping of Branches of Engineering

Mechanical Mechanical / Mechanical & Industrial Engineering / Mechanical &
Production Engineering / Production Engineering / Production/
Marine Engineering/ Metallurgy.
Electronics Electronics / Electronics & Communications / Applied Electronics/
Instrumentation.

Electrical Electrical / Electrical & Electronics / Electrical & Instrumentation.

Computer / IT Computer / Information Technology / Computer Technology.

Civil Civil / Civil & Structural / Structural.

Naval Naval Architecture / Naval Architecture & Ship Building / Naval
Architecture Architecture & Ocean Engineering.
Note:
1. While screening applications, it may be borne in mind that any qualification superior to the minimum qualification prescribed should not
be a criterion for disqualification on the grounds of being over qualified.

2. In the Discipline of Computer / IT, for ranks Sr. Manager and above, the educational qualification should include Degree in Mechanical,
Electronics and Electrical Engineering with Diploma in Computer Science / Computer Application / Computer Management from a recognized
University / Institute.
 APPLICATION FORMAT:
Paste Recent
(To be filled in Capital Letters) Passport Size
Photo
1. Reference Advertisement No.:
2. Application for the post of:
3. Name of the Applicant:
(Surname) (First Name) (Middle Name)
4. Father’s / Husband’s Name:

5. Gender: M F
6. Marital Status:
7. Date of Birth: Age as on Years Months
Days
DD // MM // YY
8. Category: General SC ST OBC PH
Ex-Serviceman
(Tick the appropriate category and enclose valid certificate from the appropriate authority)
9. Address for communication:

_
District State Pin Code

10. Telephone No.: Fax No.:

11. Relevant Qualification:

Examination / Name of the Board / Year of Class / Division

Discipline Institute / University
Passing

In case of application for the post of MT, the percentage of marks obtained
in the relevant qualifying examination must be mentioned along with Class /
Division.
12. Experience after obtaining the relevant qualification (optional for MTs)
 Name of the Position (s) held Job Scale of Pay
Organization
(with dates) responsibilities /Salary drawn

13. Extra-Curricular Activities:

14. Enclosures duly attested:
(a) Date of Birth Certificate
(b) Caste Certificate (where applicable)
(c) Certificate for relevant qualification
(d) Mark List(s) (for PO’s only)
(e) Experience Certificate
(f) Any other: Attach list
15. Demand Draft Details: (Name of bank, Draft / Banker’s Cheque No.
& Date of amount)
16. Any other relevant information:

I hereby declare that information given above is true and correct to the best
of my knowledge and the authority is entitled to take any action if the information
is found to be untrue later.

Signature
Date:
Place:
-----------------------------------------------------------------
-

For Office Use Only

Scrutiny:
Eligible
Ineligible (Reason for ineligibility )

Signature of Dealing Officer

-------------------------------------------------------------
END OF APPLICATION FORMAT
 CALL LETTER SAMPLE FORMAT

HR/ES(O)/0103/ /20 Dt.

Email Id :
NAME :
ADDRESS:

Mob:

Dear Sir,
Sub: Selection for the post of .

1) With reference to your online application (Regd.No. ) for the post of

, you are requested to appear for an interview
on Visakhapatnam.
at Hindustan Shipyard Limited, Gandhigram,
2) You are required to produce the following documents in ORIGINAL along with a set of attested
photo copies of the same, at the time of interview:
a) Proof of Date of Birth,
b) Proof of Qualifications mentioned (Educational qualifications from SSC onwards),
c) Proof of work experience on the letter head of employer as indicated in your
application,
d) Salary Certificate in support of the last pay drawn,
e) A certificate in case of SC/ ST/ OBC (non-creamy layer)/ PH candidate from the
Competent Authority. The time gap between the date of issue of the OBC certificate
(non- creamy layer) and the date of interview should not be more than six months,
f) Letter intimating date of discharge from Defence Service for claiming age relaxation
as Ex. Serviceman if any,
g) In case of candidates from private sector, proof of CTC and the company turnover
should be furnished.
3) The Out station candidates will be reimbursed the travel fare to attend the Interview. The
reimbursement will be restricted to to & fro train fare by the shortest route or
actual whichever is less. The travel fare will be reimbursed on production of appropriate
receipts/ tickets.
4) In case you are working in a PSU / Govt. Dept/ Defence Organization and if your
application has not been forwarded through Proper Channel, you are to submit “No
Objection Certificate” from your employer, failing which you will not be considered for
interview and no T.A will be paid to you.
5) If required, you will have to stay for Interview for more than a day at your own cost.
6) Management reserves the right to reject your candidature at any stage of selection
process and can terminate your appointment, if it is found that you are not fulfilling any
of the eligibility criteria mentioned.
7) In case of any of the documents as mentioned at para-2 above are not produced Or
any discrepancy found in any of the documents produced, you will neither be permitted
to appear for the interview, nor be eligible for reimbursement of Travel Fare.
8) Request for change of Date and Time of Interview will not be entertained.
9) This letter should be produced at HSL Security/Reception for entry in the factory
premises and at the venue of interview.
10) Please confirm your attendance to the interview by email.

Yours faithfully,
 EVALUATION SHEET FOR EXECUTIVE POSTS

(Other than Management Trainees)

Post: No. of candidates called:

Date &Time: No. of candidates Attended:

Interview

General
Nam Experien Knowledge
Sl. Qualification* & Communication Potential Subject Total
e ce* Personality
Awareness
No (10) Skills to hold Knowle (100)
(10) (10)
(10) dge
(20) the job
(20)
(20)

*Specific/ additional desirable qualifications and experience over and above minimum requirements for eligibility, that
gives an edge over other candidates

(Name) (Name) (Name)

Rank/ Grade Rank/ Grade Rank/ Grade
Designation Designation Designation
Member Member Member

(Name)
Rank/ Grade
Designation
Chairman

Note:

The performance in the interview, qualifications, experience, GK & Awareness, Personality,

Communication skills, potential to hold the job and Subject Knowledge of the candidates are to
be evaluated by each selection committee member for 100 marks and the merit will be drawn on
taking average of marks awarded by the Selection Committee members. A candidate in order to
qualify, should get a minimum of 50% marks in each criteria (under ‘interview’) and 60% in
aggregate. In the case of SC / ST / PHC categories, a candidate should get a minimum of 40%
in each criterion and 50% in aggregate.
 FIXED TERM CONTRACT SAMPLE OFFER LETTER

HR/ES(O)/0105/ /20 Dt.

Email Id :
NAME :
ADDRESS:

Mob:

Subject: Engagement on Fixed Term Contract

With reference to your application and personal interview you had with us on
(Interview Date), we have pleasure in offering you appointment on Fixed Term Contract in
our organization for a period of one year on the following terms and conditions.

1. Your Contract appointment is subject to –

a) You being certified medically fit by the Medical Officer, HSL. It may be noted
that your appointment is subject to your being continuously physically and mentally
fit. In case during the period of your employment you become medically unfit for
employment in the company, the Management reserves its right to terminate your
services.
b) Your joining in HSL is subject to receipt of satisfactory Police Verification
Report (PVR). In case, it is revealed at a later stage about any adverse police report
regarding you, the Management reserves the right to terminate this contract
engagement without assigning any reason.
2. Your contract period for one year would commence from the date of your joining the
company’s services.
3. You are required to join HSL immediately.
4. During contract period you will be paid a consolidated amount of (Salary) per month.
Income tax / Professional tax deductions will be made as per rules. You will be
covered under the HSL PF Trust Rules in case you are under 60 years of age. You
will not be entitled to any other benefits applicable to regular employees of the
Company such as DA, HRA, Gratuity, Medical, and Incentive etc.
5. Your working hours and holidays will normally be at par with other executives of HSL.
However, if the office / section is working on Holidays or beyond normal working
hours, you will be required to work during such days / timings also.
6. Your performance will be reviewed periodically with reference to the tasks assigned to
you and necessary corrective action taken from time to time in order to ensure
completion of the assigned job / Project on time.
7. If work demands, you may be required to serve the Company either at Delhi or at any
other place as per requirement of the Company.
8. You will be entitled for Casual Leave @ 1 day per month. Leave will be granted only
on approval of concerned Controlling Officer.
9. This Contract may be terminated by either party by giving 1 (One) months’ notice in
writing or in lieu by payment of 1 months’ notice pay.
10. You shall not communicate, directly or indirectly, any official document or any part
thereof, or part with any information, which comes into your possession or knowledge,
in connection with your official duties, to any other person(s) to whom you are not
authorized to communicate such document, article, paper etc., with you, without
obtaining prior specific permission of your Reporting Authority. In other words, you will
maintain utmost secrecy of the work, related aspects of the assigned work, any
classified / secret / critical information relating to the assigned work in the interest of
the progress of the project and the national interest and also safeguard the security of
all such information / documents to which you have access in the course of official
duties which you come into possession of in any other way.
Further, you shall at all times during the tenure of this contract:
i. Maintain absolute integrity;
ii. Maintain devotion to duty; and
iii. Do nothing which is against the interest of the work assigned to you.
11. The employment would come to an end on completion of the tenure of the contract
Appointment. Before leaving the Company you should hand over all the tools and
fixtures, drawings, designs, documents etc. related to your assignment to the
concerned authorities.
12. During your contract, you will have to follow the Company’s Conduct, Discipline &
Appeal Rules that may be in force and your acceptance of this offer of appointment
carries with it your agreement to observe all such rules and regulations.
13. Any other matter regarding your service not dealt with herein above shall be governed
by the discretion or decision of the Management
14. You will not have any right to claim for permanency of employment or for
extension of contract period. At the end of the contract period, your contract
shall automatically stand terminated.
15. You will not divulge or give out in any manner the secrets of the Company’s
operations etc. which may come to your knowledge during your services with the
Company.
16. If any of the declarations made and / or documents furnished by you are found, at any
time later on to be false, you will be liable for disciplinary action as per Company’s
rules, which may result in termination of your services.
17. If you belong to SC/ST/OBC category, you are required to produce latest Caste
certificate at the time of joining, issued by the competent authority not earlier than one
month in the proforma prescribed by the Government (Proforma is enclosed).
18. Please note that the appointments in respect of SC/ST/OBC candidates are
provisional and subject to verification of Caste Certificate through the proper channels
and if the verification reveals that the claim to belong to SC/ST/OBC is false, the
services will be terminated forthwith without assigning any further reason and without
prejudice to such further action as may be taken under the provisions of the Indian
Penal Code for production of false certificate.
19. Please note that no person professing a religion different from Hindu or Sikh religion
can be deemed to be a member of Scheduled Caste. Therefore, if and when the SC
Candidates change their religion, the Management should be informed about the
change of religion immediately after such change.
20.We enclose attestation forms in Triplicate/ Quadruplicate which you have to complete
and return along with three passport size photos and one stamp size photo at the time
of joining duty.
21. You are to produce a clean discharge certificate from your present employer if
employed, and also your original certificates showing age, qualification, experience
etc., with testimonials together with attested copies thereof at the time of joining duty.
22. If you agree to the above terms and conditions, please return the enclosed copy of
the letter duly signed by you signifying your acceptance of the offer and report to duty
immediately and in any case not later than (Date).

Yours faithfully,
 ACCEPTANCE OF THE OFFER SAMPLE FORMAT

The General Manager (HR)

Hindustan Shipyard Ltd.
Gandhigram
VISAKHAPATNAM-530 005.

Dear Sir,
Ref: Offer letter No. HR/ES(O)/0105/ /20 dated 20 .
I accept the terms and conditions indicated in the above offer letter and will join
HSL on (Joining Date) as (Designation).

Yours faithfully,
VISAKHAPATNAM
Dt.
 APPOINTMENT ORDER FORMAT FOR FIXED TERM CONTRACT

HINDUSTAN SHIPYARD LIMITED::VISAKHAPATNAM – 530 005

HR DEPARTMENT
(EMPLOYEE SERVICES - OFFICERS)

Sub :- Appointment of Employees on Office Order No: HR/ES(O)/3200/ /20

Fixed Term Contract Date effective :
Date issued :
Reference For Action For Information
C&MD’s Secretariat;
Directors; CVO;
Finance(PF);(Salaries);
IT Dept., HR, Security,
Individuals Concerned;
Personal files.
Encl: - Nil -

1. With effect from (Date), (Name), (Badge No.) is appointed as (Designation) on

fixed term contract basis subject to the terms and conditions mentioned in his/her
appointment letter cited under reference. The period of contract will be one year from the
date of his joining and his consolidated all inclusive remuneration is (Salary) per month.

2. He/ She will not exercise any financial powers. He/ She may however sign on
interdepartmental correspondence etc., which does not involve financial matters.

3. Income Tax/Professional tax deductions will be made as per rules. He/ She will be
(covered/ not covered) under the HSL PF Trust Rules as he is (under/ above) 60 years
age. He/ She will not be entitled to any other benefits applicable to regular employees of
the Company such as DA, HRA, Gratuity, Medical etc. He/She will however be entitled for
Casual leave @ 1 day per month.

4. During the period of contract, if his/ her services are found to be not satisfactory or
not required, he/ she is liable to be terminated without any notice or compensation and
without assigning any reasons.

For Hindustan Shipyard Ltd,

 INDUSTAN SHIPYARD LIMITED

(A Government of India Undertaking)

GANDHIGRAM (PO), VISAKHAPATNAM-530 005

HSL is the pioneer Shipbuilding and Ship repair Yard functioning under the Ministry of Defence.
The Company is looking for dynamic and result oriented personnel with proven track record for the
following posts:

S No. Post Name No. of vacancies with reservation

I General Manager 02 Posts (UR)

II Addl. General Manager 01 Post (UR)
III Deputy General Manager 01 Post (OBC)

IMPORANT DATES
Date of commencement of ONLINE application
Last date for ONLINE submission of application
Last date for receipt of application hard copies

For details with reference to eligibility criteria, reservation, relaxation & concessions, mode &
procedure of applying, selection procedure etc., please refer the detailed advertisement hosted on
“Careers” under “Human Resources” section of HSL Website: www.hslvizag.in

Corrigendum / addendum, if any, will be published on HSL website only.

Advt. No.
General Manager (HR)
Dated:
 HINDUSTAN SHIPYARD LIMITED : : VISAKHAPATNAM – 530 005

(A Government of India Undertaking)

***
ADVT NO.HR/ES(O)/0102/ /20 DATED
HSL is the pioneer Shipbuilding and Ship repair Yard functioning under the Ministry of Defence. The Company is looking for dynamic and result
oriented personnel with proven track record for the following posts:

Important dates for present recruitment process are as indicated below:

IMPORTANT DATES
From 1000 hrs
Date of commencement of ONLINE application
Last date for ONLINE submission of application
(Once submitted editing is not allowed). Upto 1700 hrs.

Last date for receipt of copy of the printed Online

Application, DD along with mandatory enclosures by Upto 1700 hrs.
Post / Courier.
A. DETAILS OF VACANCIES:

SCALE OF PAY APPROX. CTC

Sl. RESERV
DESIGNATION (POST) GRADE VACANCIES (Increment % p.a. (p.a.at minimum of
No. ATION
in ) BasicPay)
1 GENERAL MANAGER E7 43200-3%-66000
2 ADDL. GENERAL MANAGER E6 36600-3%-62000
3 DY. GENERAL MANAGER E5 32900-3%-58000
4 SENIOR MANAGER E4 29100-3%-54500
5 MANAGER E3 24,900-3%-50500
6 DEPUTY MANAGER E2 20600-3%-46500
7 ASSISTANT MANAGER E1 16400-3%-40500
Rs.15,000/-
8 MANAGEMENT TRAINEE MT (consolidated

B. AGE LIMIT & AGE RELAXATIONS: AGE WILL BE RECKONED AS ON THE LAST DATE OF ON-LINE SUBMISSION OF APPLICATION

Upper Age Limit (in years)

Designation OBC (Non-
Grade UR SC ST
Creamy layer)
GENERAL MANAGER E7
ADDL. GENERAL MANAGER E6
DY. GENERAL MANAGER E5
SENIOR MANAGER E4
MANAGER E3
DEPUTY MANAGER E2
ASSISTANT MANAGER E1
MANAGEMENT TRAINEE MT
 i) Age will be relaxed for SC/ST/OBC/PWD categories as per Government rules. In case of ex-servicemen the upper age limit will be
relaxed to the extent of number of years of service in the armed forces however the resultant age after deducting the period of service
from the actual age should not exceed the prescribed age limit by more than 3 years.
ii) The upper age limit is relaxed by 5 years for internal candidates.

C. QUALIFICATION:

The essential qualification and Post-Qualification experience for the posts are as indicated hereunder:

Sl Designation Grade Essential Qualification Post qualification experience

No.
1 GENERAL MANAGER E7 20 Yrs
2 ADDL. GENERAL MANAGER E6 16 Yrs
3 DY. GENERAL MANAGER E5 15 Yrs
4 SENIOR MANAGER E4 12 Yrs
5 MANAGER E3 9 Yrs
6 DEPUTY MANAGER E2 5 Yrs
7 ASSISTANT MANAGER E1 -
8 MANAGEMENT TRAINEE MT Nil

BELOW GRADE EXPERIENCE

3 yrs experience
Sl 3 yrs experience in Last drawn CTC in case of
Post applied for in Grade Grade in the IDA pay
No. the CDA pay scale of candidates from Private Sector
scale of
1 GENERAL MANAGER E7 36600-3%-62000 37400-67000-PB4 GP 8700
2 ADDL. GENERAL MANAGER E6 32900-3%-58000 37400-67000-PB4 GP 8700
3 DY. GENERAL MANAGER E5 29100-3%-54500 15600-39100-PB3 GP 7600
4 SENIOR MANAGER E4 24,900-3%-50500 15600-39100-PB3 GP 6600
5 MANAGER E3 20600-3%-46500 15600-39100-PB3 GP 6600
6 DEPUTY MANAGER E2 16400-3%-40500 15600-39100-PB3 GP 5400
7 ASSISTANT MANAGER E1 - 9300 – 34800 - PB2 GP 4200
 i) Out of the total number of post qualification experience required, candidate working in any Government department / PSU should
possess a minimum of 3 years relevant experience in the below grade for the post applied:
ii) In case of internal candidates from HSL in IDA scale of pay, he / she must have minimum 2 years of experience in the scale of pay
below that of the post applied for.
iii) Candidates from Private Sector Companies will be considered subject to their present CTC drawn and also the company’s annual
turnover should be at least 100 crores. Candidates are required to furnish the proof for the same.
iv) Any Contract / Training / Consultancy experience will not be taken into consideration for calculation of post qualification executive
experience.

D. SELECTION PROCESS:

a) For the posts of E1 to E7

i) selection will be on performance in the interview
ii) Screening will be based on the educational qualification and experience details provided by the candidate, hence it is
necessary that applicants should furnish only accurate, full and correct information.
b) For the posts of Management Trainees
i) Selection will be based on Written Test and performance in the interview

E. PAY & PERKS:

i) In addition to the Basic Pay, DA, HRA and TA as admissible will be paid. Company accommodation is provided at HSL
residential colony at the prescribed rates and HRA is not applicable when accommodation is provided.
ii) PF, Gratuity, Medical facilities etc., are applicable as per rules.
iii) All the above benefits will be governed by the policy of the Company in force and amended from time to time.
iv) Management Trainees are paid Rs.15,000/- (Consolidated Pay). On successful completion of one year training they will be
absorbed as Assistant Managers in E1 cadre.

F. MEDICAL STANDARDS:

The appointment of selected candidates will be subject to being found Medically Fit as per the prescribed health standards of the Company
and they will be required to undergo medical examination prior to the appointment after due selection.
 G. APPLICATION FEE:

Application fee of Rs.300/- for Management Trainee Posts and Rs.100/- for other posts. Candidates belonging to SC/ST/PWD/Internal
Employees are exempted from Payment of Application fee. Payment should be made only by way of Demand Draft (DD) drawn in favour
of M/s Hindustan Shipyard Ltd., payable at Visakhapatnam.

Application fee is non-refundable; therefore candidates are required to verify their eligibility thoroughly before making any payment. The
candidature of applicants submitting fee of lesser amount or depositing fee through any other mode other than prescribed method will be
rejected.

GENERAL INSTRUCTIONS:
i. Relaxation in age and percentage in qualifying degree etc. shall not be extended to candidates from reserved categories (SC,ST, OBC)
applying for disciplines in which reserved posts are not available and such SC/ST/OBC category candidates will be treated as General
category candidates. However, exemption in application fee will be extended as applicable.
ii. Indian Nationals only need to apply.
iii. Applications sent by other than the prescribed method stand rejected.
iv. Applications must be in response to our advertisement. It may be noted that a candidate can apply for one post against one registration
through a single post code. If a candidate wishes to apply for more than one post code, he has to register again with a separate post
code.
v. Candidate should write his/her ONLINE Registration Number, Name, Date of Birth and Post applied at the back side of the
Demand Draft (DD).
vi. Print-out of the filled Online Application, DD along with mandatory enclosures viz., Self attested copies of Degree/PG Marks lists,
Provisional Certificate, Proof of Date of Birth, Caste/PH Certificate, Experience certificates, latest salary certificate etc., and Annexure-I
must be forwarded through Postal/Courier Services and should reach General Manager (HR), Hindustan Shipyard Ltd., Gandhigram
(PO), Visakhapatnam – 530 005 on or before .
vii. The candidates applying should ensure that they fulfill all eligibility conditions. Their admission at all stages is purely provisional. Mere
issue of letter for written test or interview will not imply that candidature has been accepted. The candidature of a candidate shall be
cancelled at any point of time if the candidate is found not meeting the advertised eligibility criteria.
viii. All original documents such as Degree Certificate, proof of Date of Birth, Caste/PH Certificate, Experience Certificates etc., will be
checked at the time of interview. Non-production of original documents will debar the candidate from appearing for the interview and in
that case no Travel Fare will be reimbursed to such candidates.
ix. Candidature of a candidate is liable to be rejected at any stage of the recruitment process or after recruitment or joining, if any
information provided by the candidate is found to be false or not in conformity with the eligible criteria mentioned in the advertisement.
x. SC/ST candidates should possess valid Certificate in the prescribed format. Candidates from OBC-NCL category should possess
certificate in the prescribed format.
 xi. The Management reserves the right to create and operate a panel of shortlisted candidates.
xii. The Qualifying Requirement /Experience & Age limit shall be reckoned as on the last date for on line submission of application.
xiii. Mere possession of the requisite qualification and experience will not confer any right to be called for interview. However, the
Management reserves the right to relax qualifications/experience/age in the case of exceptionally experienced and qualified candidates.
xiv. The Management reserves the right to Increase or decrease the number of posts or consider for lower posts/grades to meet the
organizational requirement.
xv. The Management reserves the right to raise the minimum eligibility standards, change the selection criteria, and cancel the recruitment
process without assigning any reasons.
xvi. Candidates presently working in Government/Public Sector Undertakings or Autonomous bodies should submit “No Objection Certificate”
from the present Organization at the time of interview. Without “No Objection Certificate”, the candidate will not be interviewed and
accordingly no TA will be paid.
xvii. Out-station Candidates called for interview will be paid To and fro train fare by shortest route. All notifications to the candidates
will be displayed in the website http://hslvizag.in. Applicants are requested to visit the website from time to time to get updates.
xviii. The candidates selected for Management Trainee posts will have to execute a bond to serve the company for a period of 5 years
(including one year training). On successful completion of training, they will be absorbed as Assistant Managers in E1 cadre and will be
on probation for one year.
xix. The candidates selected for the posts other than Management Trainees will be on probation for a period of one year. On successful
completion of the probation period, they will be confirmed in their appointed posts.
xx. The selected candidates may be posted as per the organisational requirement.
EXPERIENCE DETAILS
Annexure – I
Please also state briefly as to how your experience is relevant to the post applied for:-

Sl. Name of the Organization Designation Nature of Duties No. of years Salary/CTC
No.

HOW TO APPLY (Note: Please read the instructions carefully before filling the online application)

1. The Application should be submitted ONLINE via www.hslvizag.in

2. Candidates should possess a valid E mail id and remain active for at least next one year. All future correspondence would be sent via e mail
only.
3. Candidate should upload his/her photograph (20 – 50KB) and signature (10 – 20KB) in the prescribed format and size.
4. Candidates must have the DD (Demand Draft) payment details of the current post before applying online.
5. Candidates are requested NOT to be idle for more than 5 minutes to avoid the expiry of web page while filling the online application.
6. Candidate should be ready with all the bio-data before filling the application.
7. Click on “Careers” under “Human Resources” visit “Current Openings” link to view the openings available.
8. Please read the advertisement notice carefully, candidates are advised to self-check their eligibility against the recruitment posts.
9. Click on the respective link under “Apply Now” to submit the application online.
10. Registration process contain 3 stages 1) Personal details 2) Educational details and 3) Payment details
11. If you have experience, please select “Experienced” else “Management Trainee” from the dropdown control against “Type of post”.
12. Candidates are advised to use the SAVE (button) option to avoid the loss of data or SUBMIT button to finally submit the application. Verify
the filled data carefully before submitting, once submitted you’re NOT allowed to Edit / modify the application.
13. After successful completion of all the stages you will receive a confirmation message.
14. Candidates who have chosen SAVE (button) option are allowed to SUBMIT the application using Edit Application option at a later time
before the closing date.
15. You will receive a confirmation e mail with the Registration ID and a link to view your submitted application form.
16. Candidates are also advised to check their SPAM if he email does not reach inbox.
17. Take a print-out (Hard copy) of the filled Online Application for future reference.
18. It is mandatory to write ONLINE Registration Number, Name and Date of Birth at the back side of the Demand Draft (DD).
19. Keep your DOB and Registration ID confidential.
20. In case of difficulty in registration or for any clarification, candidates may contact recruitment@hslvizag.in electronically.
 Recruitment Rules for Staff & Workmen

General
Rules regarding recruitment of Staff and Workmen of Hindustan Shipyard Ltd.
as formulated in the Company’s HR Manual published in January 1986 have
become outdated as a result of subsequent changes incorporated through
various internal orders as well as government guidelines issued from time to
time. Those changes have now been incorporated into these revised rules,
which shall supersede the original version of the HR Manual and the
subsequent amendment orders.

These rules known as the “HSL Recruitment Rules for Staff & Workmen” shall
come into effect from 01 Jul 2017.

Objective
The primary purpose of codifying the present Rules is to ensure objectivity,
transparency and consistency in the procedures and processes involved in the
recruitment of personnel for employment in the company. Equally important is
the objective of attracting, selecting and appointing the right personnel for the
right job as and when necessary, so that they contribute towards the overall
organizational objectives.

Applicability
These rules shall be applicable for recruitment to all posts of the non-executive
cadre i.e., employees in the categories of Staff and Workmen, including
personnel employed on “Fixed Term Contract” service.

These rules will not apply to the procedures for deputation, casual employment
or hiring of manpower through a third party.

Definitions
In addition to those given under Chapter 1 Clause 1.4.1 following definitions
apply:-

(a) “Staff” means all employees covered under the pay scales from SR-1 to
SR-15 grades (as per the Wage Revision w.e.f. 1 Jan 2009) subject to future
wage revisions.

(b) “Workmen” means all employees covered under the pay scales from
WR- 1 to WR-12 grades (as per the Wage Revision w.e.f. 1 Jan 2009) subject
to future wage revisions.

(c) “Staff & Workmen on Contract Service” means Staff & Workmen
engaged on certain remuneration for a specified period or job without a
commitment for absorption in company’s service on permanent roles.
 Classification of Posts
The posts in Staff & Workmen category are classified into the following grades (as per
the Wage Revision w.e.f. 1 Jan 2009)1

Grade
Pay Scale (Rs.)
Staff Workmen
SR1 WR1 6,600 – 13,100
SR2 WR2 6,970 – 13,700
SR3 WR3 7,350 – 14,400
SR4 WR4 7,650 – 15,300
SR5 WR5 8,650 – 18,740
SR6 WR6 8,970 – 19,930
SR7 --- 9,300 – 21,880
SR8 WR7 9,640 – 22,000
SR9 --- 10,000 – 22,920
--- WR8 10,000 – 23,630
SR10 --- 10,360 – 23,940
SR11 --- 10,740 – 24,880
--- WR9 10,800 – 25,230
--- WR10 10,990 – 25,650
SR12 --- 11,140 – 28,640
--- WR11 11,190 – 28,690
--- WR12 11,380 – 29,260
SR13 --- 11,540 – 29,630
SR14 --- 11,970 – 31,390
SR15 --- 12,400 – 32,140
[

Induction Levels
The Induction levels for Staff & Workmen are indicated below:

Staff Workmen Pay Scale (Rs.)

SR-1 WR-1 6,600 – 13,100
SR-2 WR-2 6,970 – 13,700
SR-3 WR-3 7,350 – 14,400
SR-4 WR-4 7,650 – 15,300
 The applicability of the above four induction scales to the various induction
level posts was decided based on an MOS with the recognized Union in
February 20142 and later approved by the Competent Authority. The induction
levels are as detailed at Appendix 3A & 3B. Management may however
operate induction levels even in higher grades based on organizational needs.

Creation of Posts3
3.7.1. The recruitment shall be resorted to posts within the sanctioned strength.
However the Chairman & Managing Director is competent to create additional posts of
Staff & Workmen to meet the organizational requirements.

Modes of Recruitment
Recruitment to the Staff and Workmen posts approved by the Competent
Authority is normally made through one or more of the following modes:

(a) From Employment Exchanges as per the provisions of the Employment

Exchanges (Compulsory Notification of Vacancies) Act, 1959 and rules made
there under.

(b) Through open advertisement in newspapers (details on company’s

website).

(c) Dependents of employees as per the Compassionate Appointment

policy of the company.

(d) Meritorious Sports Men subject to their satisfying conditions prescribed

by Government from time to time.

(e) Zilla Sainik Welfare Board and other Ex-servicemen Agencies as

specified by the Government.

(f) By making reference to Recognized / Specialized Associations and

Agencies who maintain data banks of suitable persons in different skills and
specialties.

(g) Any other source as approved by the Competent Authority in exceptional

circumstances.

Eligibility Criteria
The eligibility criteria for induction of staff and workmen to various posts, i.e.,
maximum age limit and minimum required educational / professional
qualifications and post-qualification experience prescribed for each post, are
indicated in Appendix 3A & 3B respectively.
Verification of Eligibility Criteria
Candidates, after submitting their applications on line, are to forward copies of
necessary certificates to prove their age, qualifications and experience, as per the
specified eligibility criteria (subject to relaxation/ concessions allowed to SC / ST /
OBC
/ Ex-Servicemen / Physically Handicapped candidates to the extent indicated
hereunder as per the Government’s instructions issued from time to time).These shall
be verified by the HR department before admitting the candidates for written test/
trade test.

Age Verification. A candidate is considered for appointment only if his age according
to SSLC / SSC / Higher Secondary Certificate or the Birth Certificate issued by the
concerned authorities is above 18 years and below the upper age limits laid down in
the QRs (subject to relaxation/ concessions allowed to SC / ST / OBC / Ex-
Servicemen / Physically Handicapped candidates to the extent indicated hereunder).
The date of birth of candidates shall be verified with reference to any of the following
documents:-

(a) High School or Higher Secondary School or School Leaving

Certificate.

(b) Extract of Date of Birth as recorded in Municipal Records.

(c) Discharge certificate from the Armed Forces may also be accepted as
the proof of age in the absence of School Leaving Certificate.

General Procedure for Recruitment

The procedure for all modes of recruitment generally comprises of the following
steps:-

(a) Proposal from User department with all relevant details including QR’s.
(Qualifying requirements for shortlisting to be given as essential / desirable).

(b) Processing by HR department in relation to sanctioned man power and

reservation criteria.

(c) Approval of the Competent Authority for recruitment either in Permanent

category / or Contractual Employment.

(d) Notification of vacancies to the Employment Exchange under the

Employment Exchanges (Compulsory Notification of vacancies) Act 1959.

(e) Notification of the posts through Press Advertisement, Website of HSL

as well as DOP&T website and other Agencies like the Defence Services, the
Directorate General of Resettlement and Training, Defence Public Sector
Undertakings including PSU Shipyards and Rajya & Zilla Sainik Boards (for
Ex- servicemen). The advertisement shall clearly indicate the nature of
selection process, special relaxations if any etc.
 (f) Primary scrutiny of applications received by the HR department and
preparation of list of eligible candidates.

(g) Short listing of candidates to be called for Written Test / Trade Test 4 by
HOD of the User Department.

(h) HR department to obtain approval of the Competent Authority for

shortlisted candidates to be called for Written Test / Trade Test.

(i) HR department to propose the Selection Committee.

(j) Chairman of Selection Committee to promulgate date and time of Written

Test / Trade Test.

(k) HR department to issue Call letters to shortlisted candidates for Written

Test / Trade Test.

(l) Verification of all original certificates of Qualification, Experience, Age,

Caste etc.

(m) Preparation of selected candidates and approval of the Competent

Authority for issuance of offer of appointment.

(n) Issuance of offer of appointment along with Attestation Forms for

Verification of Character and Antecedents in prescribed format.

(o) Organize Medical Examination of selected candidates.

(p) Complete joining formalities of the Staff / Workmen namely Security

Pass, Bio-Data, PF / Gratuity Nominations, Attestation Forms, Property
Return, Bond (wherever applicable) etc.

(q) Direct and guide new recruits to the respective departments after
providing Induction Programme.

(r) Arrange for verification of antecedents of new recruits.

Reservations 5, 6, 7, 8, 9
Vacancies are reserved for the SCs, STs, OBCs and PH personnel in
accordance with the instructions issued by the Government of India in this
regard from time to time. The following are the percentage of reservation
presently applicable for these categories in respect of direct recruitment.
 (a) For SCs -16%
(b) For STs -7%
(c) For OBCs -27%
(d) For Disabled (Blindness or Low Vision) -1%
(e) For Disabled (Hearing impairment) -1% on identified post
(f) For Disabled (Locomotor Disability
or Cerebral Palsy) -1%
10
(g) Ex-serviceman
Group C – 10%* + 4.5%**
Group D – 20%* + 4.5**
* Reserved for ESM,
** Reserved for dependents of those killed in
action Total reservation should not exceed 50%.
In accordance with the instructions issued by the Government of India, the following
categories of personnel need not come through Employment Exchange and they can
be considered for selection directly to posts in Group ‘C’ and Group ‘D’ subject
however to the conditions that the candidates satisfy the qualification, experience and
other requirements of the posts :-

(a) Sons / Daughters / Wives of employees died in harness while in service

leaving no earning member to support the family, subject to the policy on
Compassionate Appointment formulated by the company.

(b) Meritorious sportsmen of State/ National/ Inter-National/ Inter-University

level.

The vacancies to be filled in by the above personnel should however be notified to the
Employment Exchange as per statutory obligations.

Relaxations and Concessions11

Age Relaxation. The maximum specified age may be relaxed in the following cases,
as specified:-

(a) The maximum age limit prescribed for direct recruitment to a post is
increased by 5 yrs in the case of candidates belonging to SC / ST.

(b) The maximum age limit prescribed for direct recruitment to a post shall be
increased by 3 yrs in the case of candidates belonging to OBC.

(c) The upper age limit shall be further relaxed by upto 5 yrs (10 yrs for SC /
ST and 8 yrs for OBC) in the case of handicapped persons.

(d) For appointment to vacancies in Group B (Non gazetted), Group C or

Group D posts, an Ex-servicemen shall be allowed to deduct the period of
actual military service from his actual age subject to the condition that the
resultant age
 does not exceed the maximum age limit prescribed for the post by more than 3
years.

(e) The relaxation in upper age limit shall not be extended to serving
Commissioned Officers, except those in the last year of service/ engagement.

(f) The upper age limit shall be relaxed by 5 years for internal candidates.

(g) C&MD is empowered to relax upper age limit upto 3 years in all cases over
and above the prescribed limits mentioned above.

Concession in Application Fee. Candidates belonging to SC / ST / Physically

Handicapped categories, as well as internal candidates are fully exempted from
payment of application fee for recruitment.

Concession in Minimum Qualification & Experience. There will be no relaxation in

the minimum specified qualifications as mentioned in Appendix 3A & 3B of this
Manual. The SC / ST candidates are given relaxation to the extent of 20% in
experience.12

Relaxation in Standards. In order to fulfill the quota earmarked for SCs / STs / OBCs
/ Physically Handicapped, the minimum standards can be relaxed in Selection in
respect of the reserved candidates by C&MD on recommendations of the Selection
Committees.

Verification of claims of candidates belonging to SC/ST/OBC classes for of

appointment to posts/services. Where a candidate belonging to a Scheduled Caste,
Scheduled Tribe and other Backward Classes is unable to produce a certificate from
any of the prescribed authorities, he / she may be appointed provisionally on the basis
of whatever prima-facie proof he/she is able to produce in support of his /her claim
subject to his /her furnishing the prescribed certificate within a reasonable time and if
there is genuine difficulty in his /her obtaining a certificate, the appointing authority
should itself verify his /her claim through the District Magistrate concerned.

Application Fee
An application fee of Rs.100/- (Non-refundable) shall be submitted by the
candidates along with the application for Staff posts. However, candidates
belonging to SC / ST / PH category and the serving employees applying for the
posts are exempted from payment of the application fees.

TA to Candidates Called For Selection Process

SC / ST candidates called for written test / trade test from outstations against
the advertised posts will be paid to & fro second class train fare by the
shortest route.
No daily allowance will be paid to candidates, even if they are required to stay one or
two days more.13

Eligibility of Internal Candidates

Internal candidates possessing the requisite qualifications and experience etc. may
also apply and will be considered on equal merits along with others for posts sought to
be filled up through open advertisement.

Screening of Applications
The HR Division will tabulate all applications received in response to advertisements /
nominations from employment exchange. After the last date for receipt of applications,
the HR department shall undertake preliminary screening of applications, based on
the specified eligibility criteria, indicating reasons for disqualification of candidates
found not eligible for recruitment. The list of shortlisted (eligible) candidates as well as
those recommended for disqualification will be put up to the concerned Head of the
Department/ Division, as the case may be, for further scrutiny.

The Head of the user department/ division may suggest addition/ deletions to the
preliminary list considering the response to the advertisement and detailed particulars
of the candidates. In exceptional cases, they may recommend inclusion of some of the
candidates who prima facie do not fulfil the specified eligibility criteria, based on
adequate justification for doing so.

Finalized recommended list of shortlisted candidates will be put up for approval of the
Competent Authority before issuing call letters for Written Test / Trade Test. After
approval, the date and time of Written Test / Trade Test shall be fixed in consultation
with the Chairman of the Selection Committee, and the shortlisted candidates will be
called for Written Test / Trade Test.

Selection Method
The Company may select candidates through one or all the following selection
methods:
(a) Written test comprising technical and aptitude tests.
(b) Group Task / Group discussions.
(c) Trade Test.
The nature of selection process, including weightages assigned for each type of test,
shall be indicated both in the advertisement and call letter for written test / trade test.
Written Test. Written test shall be of multiple choice objective type. The questions
shall be selected at random from the standard question bank prepared for
each trade/ grade, covering the entire syllabus, by the Training & Development
department.
Wherever written examinations are conducted for recruitment purpose, Head of
the HR department shall nominate particular officers and staff to deal with
question papers maintaining due secrecy, and also to assist the Selection
Committee during the entire course of the selection process. The HR
Department shall encode the roll numbers in the answer papers and at no
stage the identity of the candidate shall be made known to the evaluator.
The Selection Committee shall undertake due vetting of the question paper and
seal the same accordingly, which shall be unsealed only at the examination
centre at the commencement of the test.
The company may hire the services of an external agency for conducting the
written test, if considered necessary. Such agencies shall be placed under the
control of the Selection Committee during the course of the selection process.
Suitable HR officers shall be nominated to assist the committee for liaising with
the external agency.
Whenever considered necessary and suitable, online tests may be resorted to,
in lieu of the written test.
Trade Test. Trade tests, as a rule, shall be conducted in-house with the
assistance of the Training & Development department as well as other
production and support departments of the yard, under the overall supervision
of the Selection Committee.
Departmental candidates considered prima facie suitable will also be allowed
for written test / trade test along with outside applicants and common selection
list in the order of merit will be prepared.
The Selection Committee shall prepare the final merit list based on the
weighted average marks obtained by the candidates in each of the above tests.
The recommendations of the Selection Committee will be submitted to the
Competent Authority by the HR Division for approval. After obtaining approval
of the competent authority, appointment orders will be issued by the HR
Division.

Selection Committee
HR department shall propose constitution of an appropriate Selection
Committee for supervising the conduct of the written test / trade test and to
prepare the final merit list, depending of the category of posts, as under:-
Unskilled Workmen & Mates (Semi-skilled)
(a) Manager / Dy. Manager of the Department concerned.
(b) Representative from Training / Inspection / QC department.
(c) Representative from HR Division.
(d) SC / ST Representative / Minority / Woman Representative as
applicable.
Skilled Workmen
(a) Sr. Manager of the Department concerned.
(b) Representative from Training / Inspection / QC department.
(c) Representative from HR Division.
(d) SC / ST Representative / Minority / Woman Representative as
applicable.

Posts in the Staff Category14

(a) Dy. General Manager concerned (where Dy. General Manager is
not available, Sr. Manager concerned).

(b) Another Sr. Manager.

(c) Representative from Training / Inspection / QC Department / any

other Officer as suggested by AGM (HR) of the Rank of
DGM/Sr.Manager.

(d) Representative from HR Division.

(e) SC / ST / Minority / Women representative as applicable.

Select List
On completion of the written test / trade test, HR Department shall prepare the Final
draft Select List of candidates including Wait List upto 2 candidates in each category
for Unreserved / Reserved vacancies, as per the recommendations of the Selection
Committee, and submit for the approval of C&MD.

The select list will be valid for one year from the date of approval. In exceptional
circumstances, when the exigencies of service demands, the validity of the panel may
be extended by another six months with the approval of C&MD.

Fixation of Pay on Appointment

Normally, all appointments of Staff & Workmen would be made on the minimum of the
pay scale.

However, in case of candidates from Government / PSU’s, pay protection will be

granted as per the extant rules subject to their applications being received through
proper channel or production of NOC at the time of written test / trade test. Further, if
the Selection Committee so recommends or on the basis of the appeal of the
candidate, a higher starting pay with up to 5 (Five) advance increments may be given
with the approval of Competent Authority to a candidate in the scale of pay of the post
to which he is to be appointed.
Offer of Appointment
Having obtained the approval of the C&MD, appointment letters may be issued
by the GM (HR) / Addl.GM (HR) in r/o the selected candidates in Staff/
Workmen categories.

Joining Time. Candidates who have been issued with appointment orders will
be required to convey their acceptance of the Terms & Conditions of
appointment in writing and join duty within the stipulated time specified in the
appointment letter, failing which the offer shall stand lapsed automatically.
However, in exceptional cases, the Competent Authority at his discretion may
grant extension of the joining period.

Medical fitness. Every candidate appointed to a post in the company is

required to undergo Medical Examination by the Company’s Medical Officer at
the time of joining or in lieu produce a physical fitness certificate from a Medical
Officer not below the rank of Civil Surgeon and is required to satisfy the
Medical Fitness Standards prescribed for the post.

Joining Formalities. All appointees are required to report to the HR

Department at the time of joining the Company and furnish such documents as
are required by the organization. If on verification at the time of appointment or
at a later date, it is found that an appointee has furnished wrong information;
his services are liable for termination without giving any notice.

Probation. All appointees against regular posts will be on probation for one
year.

Verification of Antecedents. With a view to attract right talent at the right

time, selected candidates are permitted to join the organization on the strength
of their Indian Passport or on the basis of a Character Certificate issued by a
Gazetted Officer not below the rank of Tahsildar or equivalent.

Selected candidates are provided with Attestation Forms along with Offer of
Appointment which they are required to submit duly filled in while forwarding
the acceptance of offer. These forms are subsequently sent to the Police
Authorities concerned for Verification of Character and Antecedents. The
Police Verification Report shall be obtained before the completion of the
Probation Period.

Confirmation of Appointment

The confirmation of the appointments will be subject to Verification of

antecedents and satisfactory completion of probationary period.

The confirmation or otherwise of an employee appointed on probation shall be

determined within the specified probation period. However, where necessary
the probationary period may be extended at the discretion of the Management
for a further period of one year. If during the probationary period the services
of such recruits are
not found satisfactory / not required, their services will be terminated without giving any
notice.

The service of an employee shall not be regarded as confirmed until an order of

confirmation is issued by the Company in writing.

The Recommending Authorities for confirmation of Staff & Workmen will be as follows:

Reviewing Counter Signing

Grade Reporting Officer
Officer Officer
Asst. Manager /
Workmen Manager Sr. Manager
Dy. Manager
Dy. Manager / Dy. General
Staff Sr. Manager
Manager Manager

GM (HR) / Addl.GM (HR) is the Competent Authority for confirmation and extension of
probation in respect of Workmen & Staff.

Seniority on Appointment. The seniority of the direct recruits will be decided on the
basis of their date of joining. If on a particular date a batch of candidates join service in
the same grade, their seniority will be decided taking into account the age of such
employees i.e. the older being senior to the younger.

Contractual Appointment

Appointment on contract basis will be made for a specific period against a defined job.
The recruitment procedure laid down in these rules shall be followed for such
appointments. The terms of appointment of Staff & Workmen engaged on fixed term
basis will be as decided by the Appointing Authority from time to time.

Compassionate Appointments

Eligible dependents of the permanent employees who die in harness may be offered
employment on compassionate grounds as per the policy of the company on
compassionate appointments. However, such appointments are restricted to the posts
in Groups C or D only and hence not applicable for the recruitment in the Executive
cadre.

Interpretation & Changes

Notwithstanding anything contained above, the Chairman and Managing Director or

an authority, to whom such powers are delegated, may modify, delete, or add any
clause or sub-clause to these rules and authorize deviations from the above
procedure under special circumstances in the overall interest of the company.
The C&MD shall be the final authority in the interpretation of these rules and in
the cases not covered by these rules, his decision shall be final.

Nothing in these rules shall affect reservations, relaxation of age limit and other
concessions required to be provided for the SCs / STs / OBCs / Ex-
Servicemen and Physically Handicapped persons, in accordance with the
orders issued by the Government of India from time to time.
 Age Limit
Sl. Pay Scale
Category for General Qualifications Experience
No. (Rs.)
Candidates
1. Un-skilled 6,600-13,100 25 years SSC or Equivalent passed having good -----
(WR-1) physique
2. Semi-skilled 6,970-13,700 28 years SSC or Equivalent passed, ITI with NAC 4 Years
(WR-2) Examination in concerned trade / HSL
Training with NAC
3. Skilled (Grade-II) 7,350-14,400 30 years SSC or Equivalent passed, ITI with NAC 3 years in Semi-skilled cadre
(WR-3) Examination in concerned trade (Not in operation for DR)
4. Skilled 7,650-15,300 35 years SSC or Equivalent passed, ITI with NAC 7 years in skilled (Grade-II) cadre
(Tradesmen-I) Examination in concerned trade (Not in operation for DR)
(WR-4)

Note:
1. Mobile Plant Operators & Electrical Crane Operators and remaining identified trades are inducted in WR-2 grade.
2. For Mobile Plant Operators: SSC or Equivalent passed, Heavy Vehicle Driving License, Experience in Mobile Plants operation (i.e. Tractors, Mobile
Cranes, Fork Lift Trucks, Elevators etc.) and ITI in Diesel Mechanic.
3. For Electrical Crane Operators: SSC or Equivalent passed, Competency Certificate issued by Competent Authority / Agency, ITI in Electrician,
Experience in Operation of E.O.T. Cranes, Level Luffing Cranes, Hammer Head Cranes etc.
4. For Divers: SSC or Equivalent passed with swimming knowledge and Experience in diving works for recruitment in WR2 grade.
 ELIGIBILITY CRITERIA FOR INDUCTION OF STAFF

Maximum Age
Sl. Scale of Pay
Designation for General Qualifications Experience
No. (Rs.)
Candidates
SR 01
1. Jr.Security Guard 6,600-13,100 30 years SSC Should be an Ex-serviceman.
Gr-III Should possess the prescribed physical standards.
2. Nursing Orderly 6,600-13,100 25 years SSC with First–Aid Training Minimum two years in the line, preferably in Government
Gr-IV Certificate Hospital
3. Medical 6,600-13,100 25 years SSC Two years’ experience in the line, preferably in
Attendent(AYAH) Government Hospital
Gr-VI
4. Jr. Fireman Gr-IV 6,600-13,100 25 years SSC One year experience / training in Fire–Fighting in Fire
Service Department of any big Fire Service Organisation.
Experience in operation of Fire Engines and Motor
Mechanism preferred. Should possess the prescribed
physical standards.
5. Launch Khalasi 6,600-13,100 25 years SSC a) Should be well-versed in swimming.
Gr-VI b) Desirable - Experience of two years as a Mooring
Khalasi in any organisation.
6. Attendant Gr-IV 6,600-13,100 25 years SSC Should be able to read, write English in addition to local
language. Knowledge of Hindi is an additional advantage
 Maximum Age
Sl. Scale of Pay
Designation for General Qualifications Experience
No. (Rs.)
Candidates
7. Canteen 6,600-13,100 25 years SSC Minimum two years in any Hotel or Canteen in similar
Maintainer Gr-VII capacity
8. Cook-cum- 6,600-13,100 25 years SSC Five years in Heavy Industrial Canteen or a Hotel
Vendor Gr-V
SR 02
9. a) Driver 6,970-13,700 28 years SSC pass with Heavy & Light a) Three years driving experience on heavy vehicles.
Grade-V Motor Vehicle Driving License Should be physically fit and have 6/6 vision. Colour
and First Aid Certificate. vision should be normal.

b)Fire Engine b) Two years as Fire Engine Driver with a State Fire
Driver Force or a Large Public Sector Undertaking. Should
have prescribed physical standards.

10. Printer Gr-IV 6,970-13,700 25 years SSC Should have working knowledge in Ammonia process of
Blue Printing.
11. Mid–wife Gr-IV 6,970-13,700 28 years Intermediate with certificate in Two years’ experience in any Government Hospital or
Mid–wife or Auxiliary Nurse or recognised Nursing Home.
Mid-wife training from a
recognised Institute.
12. Serang 6,970-13,700 25 years SSC with Certificate of Two years in Government or reputed Industrial concern.
(Launches) Competency as Serang of a
Grade-V Motor Vessel having Engine
of less than 226 BHP plying in
the Port of Visakhapatnam as
issued by Mercantile – Marine
Department.
 Maximum Age
Sl. Scale of Pay
Designation for General Qualifications Experience
No. (Rs.)
Candidates
13. II Class Motor 6,970-13,700 25 years SSC with Certificate of Two years in Government or reputed Industrial concern.
Engine Driver Competency as Driver of a
Grade-V Motor Vessel having Engine
of less than 226 BHP plying in
the Port of Visakhapatnam as
issued by Mercantile – Marine
Department.
SR 03
14. Office Assistant 7,350-14,400 25 years 1st class Degree in Commerce The selected candidates will be appointed as Office
Gr-V / Science/ Business Assistant Gr-V Trainees initially for a period of one year
Management / Law with on a consolidated stipend of Rs. 7,500/- and after
Knowledge in MS–office. successful completion of training they will be absorbed as
Office Assistant Gr-V in the scale of Rs.7,350-14,400.
15. Office 7,350-14,400 25 years Graduate with English Two years in Government or reputed concern
Assistant(Secreta Typewriting Higher grade &
rial) Gr-V Shorthand Lower grade with
knowledge in MS–office.
16. Junior Security 7,350-14,400 30 years Graduate Minimum ten years’ service in the defence forces and
Inspector Gr-IV held the Rank of N.C.O. or its equivalent before
discharge / retirement. Should possess the prescribed
physical standards.
17. Junior Fire 7,350-14,400 30 years Graduate with Sub Officer's Three years in the line in any Government Organization
Inspector Gr-IV Course Training from a
recognised Fire Service
Institution
 Maximum Age
Sl. Scale of Pay
Designation for General Qualifications Experience
No. (Rs.)
Candidates
18. Medical 7,350-14,400 28 years Graduate and should have Two years preferably in a Government Hospital
Assistant(Lab) passed Certified Clinical
Gr-V Laboratory Technician Course
conducted by Andhra Medical
College (or) any other Medical
College in the state or
equivalent
19. Pharmacist Gr-IV 7,350-14,400 28 years Intermediate with Diploma in Two years’ experience in a Hospital
Pharmacy and registration as
pharmacist.
20. Sanitary 7,350-14,400 28 years SSC with Diploma in Sanitary Three years in Government or a large Industrial
Supervisor Gr-IV Inspector Course Organization

21. Care Taker Gr-VII 7,350-14,400 35 years Graduate Eight years’ experience in a Guest House or Canteen of
repute.

SR 04
22. Junior Quality 7,650-15,300 28 years Diploma in Engineering in Three years’ experience in Quality Control jobs in any
Control Asst. Gr- Mechanical discipline. Engineering company of repute
IV
23. Designer Gr-IV 7,650-15,300 28 years Diploma in Mechanical / The selected candidates will be appointed as Designer
Electrical Engineering. Gr-IV Trainees on a consolidated stipend of Rs.8,000/-
initially for a period of one year and after successful
completion of training, they will be absorbed as Designer
Gr-IV
 Maximum Age
Sl. Scale of Pay
Designation for General Qualifications Experience
No. (Rs.)
Candidates
24. Junior Laboratory 7,650-15,300 28 years B.Sc., with Chemistry, Experience in Analytical Laboratory is desirable.
Assistant(QC) Gr- Physics & Mathematics /
IV Biology
25. Jr. Supervisor 7,650-15,300 28 years Diploma in Engineering in The selected candidates will be appointed as Jr.
Gr-III Mechanical / Electrical, Supervisor Gr-III Trainees on a consolidated stipend of
Electronics & Communication Rs.8,000/- initially for a period of one year and after
/ Civil Engineering discipline. successful completion of training, they will be absorbed
as Jr. Supervisor Gr-III.

Diploma holders with 4 years’ experience in Ship building,

Ship repairs / Naval Dockyard will be taken as Jr.
Supervisor Gr-III directly in the regular pay scale.
26. Jr. Radiographer 7,650-15,300 28 years Diploma in Electrical / The selected candidates will be appointed as Jr.
Gr-III Mechanical Engineering with Radiographer Gr-III Trainees on a consolidated stipend of
Certificate in Industrial Rs.8,000/- initially for a period of one year and after
Radiography Level-II from successful completion of training, they will be absorbed
BARC as Jr. Radiographer Gr-III.
27. Jr. Planning 7,650-15,300 28 years Diploma in Engineering in The selected candidates will be appointed as Jr.
Assistant Gr-III Mechanical / Electrical Planning Assistant GR-III Trainees on a consolidated
discipline. stipend of Rs.8,000/- initially for a period of one year
and after successful completion of training, they will be
absorbed as Jr. Planning Assistant GR-III.
 Training & Development

General
To provide sufficient avenues for training and development of employees by
integrating the organizational needs and individual aspiration for growth and
development and to help the employees in meeting the growing challenges of
changing technology and environment.

To properly induct the new incumbents in different disciplines by making them

understand the Company’s objectives, types of products, systems and procedures
and manufacturing processes.

HSL Training Department is equipped with state of the art viz. Fitter structural,
Electrical, welding, Carpenter, Fitter, Pipefitter, Turner, Mechanist, Draughtsman
(Mech.) and Diesel Mechanic to impart practical training to apprentices on Ship
building jobs.

To provide effective and systematic training as provided for in the Government

Statutes to develop a skilled human resource which would contribute effectively to
Company’s and Nation’s economic growth. It would be more about to briefly bring
out various types of training and skill development activities being done by the T & D
Department.

Orientation Programmes
The T & D department conducts orientation programmes for freshly inducted
officers, staff and workmen so as to give them an overall understanding of the
organization and its functioning.
Management Trainees Orientation Programme. The Training department will plan
and coordinate the orientation programmes for Management Trainees who are
recruited from time to time. The program will normally be for a period of one year
before they are absorbed as regular officers. The objectives of such training
program shall be –
(a) To provide the trainees with an understanding of the activities of all
departments of the Shipyard;
(b) To inculcate in them a sense of belonging to enable them to become
effective team members.
(c) To impart them conceptual, technical and behavioural skills with the
objective of making them effective leaders.
Duration. The total duration of the Induction Programme may be divided into three
modules as follows:
 Sl.
Type of Training Duration(Months)
No.
1. Induction Programme 3
Attachment to different
2. 9
departments for OJT
TOTAL 12

Training Methodology
(a) The total number of Management Trainees will be divided in to groups
of ten each.
(b) Each group of Management Trainees will complete one Module before
going to the next module.
(c) In Module No. M-I, the Management Trainees will be exposed to
general principles of Management as well as specific practices in
departments like Production, Planning, Design, Finance, Commercial, HR,
Administration, Purchase & Materials etc. The emphasis will be on the
systems and procedures prevalent in Shipyard. Feedback report will be
obtained from the trainees on daily basis. The Trainees will also submit
diary on the classes held and based on their observations test will be
conducted at the end of the Month.
(d) Module No. M-II, the Management Trainees will be administered
training in different disciplines like Hull construction, Outfit & Engineering,
Dry Dock, Projects, Submarine refit etc. In case of HR and Finance,
trainees will undergo training in their respective disciplines.
(e) Module No. M-III, the Management Trainees will undergo on-the-job
training in a particular department to which they are likely to be posted
upon successful completion of their training programme. The training will be
given by the concerned departments.
(i) Each Management Trainee will maintain a diary of his activity
and will submit the same to Head of Training through the concerned
Departmental Head for conducting performance Test at the end of the
11th month of training.
(ii) At the end of their training programme (on completion of 12
month training) , the Management Trainees will be required to submit a
Report on ‘Potential Improvement of Shipyard’ based on their
experience gained during the training period.

Orientation Programme for Lateral Entry Officers. Officers recruited directly to

the respective posts will be imparted initially;
(a) Module No. M-I i.e., induction period to understand the various
activities of all departments of Shipyard.
(b) Depending on the incumbent experience in the relevant field his area
of training in the discipline will be drawn for a period of one month.
Orientation Programme for Staff and workmen
4.3.1. Employees who join HSL in the cadres of Staff and workmen under direct
recruitment quota will be imparted training to understand and adjust themselves
about the new job and the HSL working environment. The training includes imparting
information on the benefits/perks they enjoy during their service, working hours,
company rules and the expectations to be met by them.
The duration of this programme will be three working
days. 1st day: Yard visit
2nd day: visit to HSL Township
3rd day: Presentation will be given by HR on company rules, Perks/benefits,
standing orders/service rules etc.

Apprenticeship Training
The T & D department provides apprenticeship training to Trade Apprentices,
Technician Apprentices and Graduate Apprentices etc.

Trade Apprentices

As per the Apprentices Act, 1961, training will be provided to the students passing
out of the Industrial Training Institute and also other qualified candidates in various
trades recognized by the Government of India under the said Act. They are trained
in various trades and skills equipping them to be employed in shipyard as well as
other industries.

Facilities will be provided for Apprenticeship Training for I.T.I. passed candidates in
the following trades:

(a) Turner (f) Fitter Structural

(b) Fitter (g) Welder
(c) Machinist (h) Mechanic (Diesel)
(d) Pipe Fitter (i) Draughts man (Mech.)
(e) Electrician (j) Carpenter
Note: Generally, ITI passed candidates are engaged as apprentices for
Apprenticeship Training in the above trades. The training period of
apprentices varies from trade to trade and is generally one year to two
years. The apprentices are paid stipends ranging from Rs.6, 011/- PM in
case of one year and for two years Rs.5343/- per month. Both Practical
Training and related class room instructions are imparted. On completion of
their training the apprentices will appear for the All India Trade Test in April /
October / every year conducted by the DGE&T, Ministry of Labour,
Government of India. Although it is not obligatory on the part of the
organization to absorb the
 passed out apprentices in the Company, they are considered for absorption
on need basis as and when vacancies occur.

Technician Apprentice. Technician apprentices will be recruited through Job melas

organized by BOAT. Based on the merit list drawn, candidates will be selected for
undergoing Training as Diploma Apprentice Mechanical, Electrical, civil, Electronics
etc.

Category Duration of training Amount of stipend Rs.

Diploma Apprentice One year 3542 PM

Graduate Apprentice / Entry Trainees

Engineering Graduate. Based on the Board of Apprenticeship Training (Southern

Region) advertisement for Job Mela HSL will also be invited to Job mela. As per the
choice of the applicants and application received by HSL officials at the Job mela
and candidates will be selected for One year apprentice in HSL as per the merit
order ( based on the marks obtained) The selection will be held depending upon the
requirement in various departments of HSL. The Apprentices will be given training
for a period of One year under Apprentice (Amendment.) Act 1973 and they will be
paid Rs.4984/- P.M as stipend.

For all the Graduate and Diploma training programs under Apprentice Act, 50% of
the stipend amount and in case of Trade apprentice Rs.1500/-PM or 25% will be
reimbursed by the Central Government (BOAT).

Internships, Project works1

The Training Department shall subject to the Company’s convenience, provide
training facilities to Engineering students of all over India Engineering Colleges /
Institutions, MBA, MA(Social Work) and MA(HRM) students all Universities /
Institutions as per the approved charges.(Annexure enclosed) Training in various
departments will be given. No stipend will be paid for Internships students. Students
will be issued certificates on completion training period.

Yard Visit. As part of Knowledge sharing, Govt. bodies, students of various

Universities all over India will be allowed to visit the yard on prior permission and
taken round the HSL for understanding the various activities undertaken by HSL
viz., Shipbuilding, Ship repair and submarine repairs.
Refresher courses for Officers, Staff and workmen
In order to develop the skill and job knowledge for Officers, Staff and workmen in
their respective areas of working, this refresher training courses will be given to
employees. This would enable the employees to perform their jobs effectively. To
impart this training, a training calendar will be prepared every year on various
subjects as shown below:

- Safety
- Health
- Fire Rescue Training.
- IT
- Classes on latest technology/equipment in Ship building and Submarine.
- Various legislations on Arbitration, Labour, Taxation laws, Contract law etc.

Workshops, Seminars, Guest lectures

In-house Workshops, Seminars and Guest lectures are organized from time to time
depending upon the requirement of the respective departments/divisions.

The Workshops / Seminars organized outside the HSL by Govt. agencies, Employer
Organizations, Consultant agencies, Institutions, Professional bodies , the
nominations will be forwarded on the recommendations of Divisional head After
return from the workshop/seminar as part of knowledge sharing, the concerned has
to give a presentation for the benefit of colleague employees.

Training Programs under Skill India Mission

HSL has initiated various programmes under Skill India Development in line with
DPSUs as follows:

- Adoption of ITI
- Donating various machineries/equipment
- Imparting training for developing skill in various Trades, for those who are
not ITI qualified. On completion of training, employees will be sent for All
India Trade Test.
- Besides the above, imparting training for ICMA and ICS trainees.
Sl. Nature of Training Duration Fee being Fee being collected
No collected from the children of
employees &candidates
belonging to SC/ST
1. Field work/mini Upto 1 to Rs. 2000/- for Rs.400/- for one month
project/summer/traini 2 months. one month or or less and Rs. 600/-
ng/Industrial less and Rs. for more than one
training/Project work. 4000/- for more month.
than one month
upto 2 months.
2. For project work of -------- Rs. 800/- per Rs. 800/- for any
M.Phil/Ph.D week duration
3. Visit for Marine 1 day Rs. 400/- per head per day.
students / cadets
8:30 hrs to 17:00 hrs.
on Saturdays only
4. For providing training 3 weeks Rs. 10,000/- per head
for trainee Marine
engineers/marine
students.
In line with the Department of Public Enterprises, Govt. of India OMs No. D(70)/08-
DPE (WC) dated 26 Nov 2008 and 09 Feb 2009, the Performance Management
System (PMS) has been introduced to all Officers up to AGM (E6) level with effect from
01st April 2012 which is intended to be robust and transparent with a bell curve
approach1. Subsequently, it is extended to GM (E7) level also2.

Objectives
(i) To direct the performance of officer(s) towards achieving Company’s
objective;
(ii) To help the officers to make the annual performance plan to contribute
towards Company’s targets;
(iii) To ensure an objective assessment of performance & potential of an
officer for reward and growth in the Company;
(iv) To help the officer to know his / her strengths and weaknesses and
thereby, provide opportunities to improve performance and also to identify training
needs;
(v) To assess the suitability of the Officer(s) for promotion;
(vi) To grant Performance related pay as reward to the Officer(s);

Guidelines for preparing Annual Performance Plan

(a) All officers must prepare their annual Performance Plan and identify Key
Performance Areas (KPAs) / Key Result Areas (KRAs) and set targets against
those KPAs / KRAs along with their measure / indicator for assessment prior to
commencement of each financial year.
(b) KPAs / KRAs and targets must be mutually agreed to by the Appraisee
and Initiating Officer (IO) which has to be realistic, specific, measurable, individual
oriented and challenging and should be aligned to the Company’s targets in
particular the MOU targets.
(c) The agreed targets for the year should be recorded in Annual
Performance Planning Sheet (Appendix 5A) and signed by both the Appraisee
and the IO and a copy of the same should be sent to HR (ES-Officers) for record.

Guidelines for Writing Performance Report

(a) In the interest of Organizational effectiveness, the individuals Performance
Reports are written with greatest possible care so that the work, conduct,
character

2
 and capabilities of the officers reported upon can be accurately judged from the
recorded opinion. At the same time, officers recording comments must realize the
importance of these entries as their own competency is also judged partly from
the comments they record about the officers working under them.

(b) In order to minimize the chances of conscious and unconscious bias, the
report should necessarily be raised on the officer’s performance during the year
as a whole. Isolated incidents, whether positive or negative, should not be given
excessive importance.

(c) While doing the quarterly performance assessment, fairness and

transparency should be maintained.

(d) The officer reported upon should be counselled about weaknesses and
shortcomings if any, as observed by the reporting officer orally and in writing, in
each quarter before endorsing the same on the APR form.

(e) It is obligatory on the part of Initiating Officer (IO), Reviewing Officer (RO)
and Senior Reviewing Officer (SRO) to independently grade the officer reported
upon in the respective columns provided in the APR and also write their remarks,
if any.

Types and Periodicity of Performance Reports

The various types of Performance Reports and their periodicity are as follows:
A. Annual Performance Report:
Once in a year as on 31st March for all officers, with a provision of review in
each quarter. The report of quarterly assessment must be sent to HR (ES-
Officers) for record.
B. Interim Performance Report:
When an officer / Initiating Officer has been transferred and if the officer has
served under the Initiating Officer for a minimum period of 3 months, such reports
will be called for.
C. Probationer’s Performance Report (New recruits & officers on probation
after promotion)3:
(i) This report will be written for officers on probation, on completion
th
of their 11 month of service. This report will be in addition to the APR.
(ii) However, HODs are advised to maintain separate Register for
officers under probation working under their control. If the performance of
the officers for the first six months is not satisfactory, the HODs concerned
should forward the interim report to HR department. The officer concerned
shall be advised by HR department in writing that his performance for the
next five months is to be improved to earn good reports from the HODs
concerned for
 confirmation in his present recruited/ promoted post. If no interim report for 6
months is received from the HODs, it would be presumed that there is no
adverse report against the officers who are on probation.
(iii) HR Department shall forward the Probationer’s Performance
Reports to the officers concerned with an advice to forward the filled in
reports to GM(HR)/ D(CP&P) as the case may be before 15 days of the due
date of confirmation. HR department shall process confirmation of officers in
repect of the reports received from HODs without waiting for the other
reports to avoid delay.

Completion of the Annual Performance Report Form

(a) Responsibility:

GMs / AGMs / HoDs will advise IOs working under them to ensure the
timely compliance of processing APRs and submitting them as per the time frame
indicated below at Para-5.9. In case certain information is incomplete or
additional information is required to be incorporated, the officer can add
information and affix his initials where such additions have been made.

(b) Evaluation of Performance:

The officers reported upon should be assessed as per measure / indicator

for evaluation of KPAs / KRAs, based on the rating framework (Form-I and Form-
II)4.

(c) Assessment of Managerial Competencies: Assessment will be done on

the following eight Managerial Competencies:

(i) Job Knowledge

(ii) Planning and Organizing Ability
(iii) Problem Analysis and Decision Making
(iv) Initiative
(v) Team Building and Co-ordination
(vi) Communication Skills
(vii) Interpersonal Skill
(viii) Strategic Thinking
Sr. Manager and below will be assessed on six competencies at Sl. No. (i)
to (vi) and GM/AGM/DGM will be assessed on all eight competencies.
(d) The IO, RO and SRO are required to independently assess the officers
and rate them on a five point scale from point 5 to 1. Refer to the Rating
Framework for assessment of Performance as well as Managerial Competencies
indicated at Annexures A & B of the APAR forms.
(e) The distribution of marks / score will be as follows:
 For Sr. Manager and below:
(i) For targets against KPAs / KRAs - 70
(ii) Managerial competencies - 30
For GM/AGM/DGM:
(i) For targets against KPAs / KRAs - 50
(ii) Managerial competencies - 50
(f) Bell Curve Approach:
There will be a bell curve approach in grading of officers. The following
grade / ranks across discipline will be clubbed for formation of a proper bell-curve
based on the score:

S. No Rank Group
1 General Manager (E7) Group – I
2 Addl. General Manager (E6)
Group – II
3 Dy. General Manager (E5)
4 Sr. Manager (E4)
5 Manager (E3)
6 Dy. Manager (E2)
Group – III
7 Asst. Manager (E1)
8 Junior Manager (E0)

(g) Normalization and Moderation Committee5:

(i) The SROs are to moderate the marks awarded by IO/RO in the first
instance, keeping in view the broad guidelines regarding the ‘Bell Curve
Approach’ and ensuring conformance to the detailed criteria that have
been specified for reference while awarding marks. Accordingly, the marks
awarded by the SRO shall henceforth be taken as the raw score (not the
average of the marks awarded by IO, RO and SRO as has been the
practice hitherto), subject to further review by the Normalisation &
Moderation Committee.

(ii) Hitherto, separate committees were being constituted each year for
normalisation and moderation of marks in r/o junior officers, middle-level
officers and senior officers. In order to ensure uniform application of the
guidelines across the grades, it has been decided to constitute a single
committee for normalisation and moderation of APAR scores of all officers
in the ranks of E0 to E6, as follows:-

D (CP&P) - Chairman
GM (HR) - Member Secretary
GM (Fin) - Member
 GM (Production) - Member
(iii) Detailed guidelines to be followed by the committee is placed at
Appendix 5B.

Identification of Training needs of Officers

This is an area where the IO, RO & SRO can contribute towards development of
their officers by identifying areas where they need to be developed. Once such a need
is identified for an officer, it will be incumbent upon the IO to send the officer for training,
whenever such training programme is organized.

Channel of Reporting

The channel of reporting is as under:

CHANNEL OF REPORTING

RANK IO RO SRO
Manager & Below Sr. Manager DGM/AGM GM
Sr. Manager DGM AGM/GM Director / CVO
DGM AGM/GM Director / CVO C&MD
AGM GM Director / CVO C&MD
NB – The above hierarchy for reporting is to be suitably adapted depending
on the positioning of IO / RO / SRO in the respective functional areas without
deviating from the norms explained below
(a) Where there is no Sr. Manager as IO, then the next Officer in the next
higher Rank will initiate the report and the RO will be one rank higher
than IO.
(b) In the case of officers of the rank of Manager and Below, the SRO will
not be above the rank of GM/CGM / ED /CVO as applicable
(c) In the case of officers of the rank of Sr. Manager the SRO will not be
above the level of Director
(d) In the case of DGM /AGM the SRO will be the C&MD
(e) In the case of Personal Secretaries / Executive Assistants / Technical
Assistants or Officers in the rank of Sr. Manager and below directly
reporting to Director / CMD, then respective Director / CMD will be IO,
RO & SRO
(f) In case of Officers in DGM / AGM grades reporting directly to Functional
Directors then C&MD will be SRO while the Director will be IO & RO.
(g) To the extent practicable, it should be ensured that there are at least 2
levels of reporting for each Officer.
 Schedule of APAR

Time frame for issue, completion and processing of APAR is as under:-

S.No. Events Timelines

(i) Submission of APAR to IO 31 Mar
(ii) Finalization of annual performance plan and submission 30 Apr
of APAR to RO
(iii) Submission of APAR to SRO 15 May
(iv) Receipt of APAR by D(CP&P) / GM(HR) 31 May
(v) Moderation and communication of score to Officers 30 Jun
(vi) Submission of representations if any 15 Jul
(vii) Disposal of representations and conduct of DPC 01 Aug

Communication of score in APR

The HR-ES (Officers) dept. shall, after receipt of the APR, communicate the final
score post normalization and moderation to the officer reported upon.

Representation against APR Score

(a) Having communicated the normalized/ moderated APAR marks to the
appraisee, the appraisee may submit request, if any, for review of the marks
through his/her HOD/Functional Director to the C&MD, within a period of 15
days6.
(b) While communicating the entries, it shall be made clear that in case, no
representation is received within 15 days, it shall be deemed that the officer has
no representation to make and APR will be treated as final.
(c) The HOD/Functional Director shall examine such requests and give their
opinion and recommendations for further review by the APAR Review Committee
consisting of the following members6:-
C&MD - Chairman
D (CP&P) - Member Convenor
Concerned Functional Director - Co-opted Member
(d) The representation shall be restricted to the specific factual observations
contained in the report leading to assessment of the officer in terms of attributes,
work output etc. The appeal should briefly contain the following:
(i) The details of the communication given in APR;

(ii) Brief justification by the officer against such score / remarks, if any,
given in the APR;
 (iii) Details of specific performance, which the officer wishes to put on
record to negate score / comments given in the APR;

(iv) The appeal must not include accusation or allegation against the
Reporting Officer. It should also not be couched in discourteous,
disrespectful or improper language. Appeals containing false statements
or false accusation would render the complainant liable for disciplinary
action as per the HSL officers’ Conduct, Discipline & Appeals Rules.

(e) The APAR Review Committee, after due consideration may reject the
representation or may accept and modify the APR accordingly. The APAR
Review Committee shall decide the matter objectively based on the material
placed before within a period of 15 days from the date of receipt of the
representation. The decision of the Committee shall be final, which will be
communicated to the appraisee by the HR department. The HR department shall
also incorporate necessary corrections in the APAR, referring to the decision of
the APAR Review Committee and final score shall be communicated to the
officer reported upon within three working days of receipt of the decision of the
Committee.

(f) Officers are advised to resort to representations against APAR marks only
in exceptional situations, and not as a routine. HOD/Functional Director shall
keep this aspect in view while giving their opinions/ recommendations to the
APAR Review Committee7.

(g) APARs of CGMs and above grades are governed as per the DPE DO No.
5(1)/2000-GM dated 05 Apr 2010.

5.12. Custody and Handling of APARs

Performance reports of Senior Manager and below will be under the custody of
GM (HR) and that of DGMs, AGMs, GMs and CGM will be under the custody of D
(CP&P). The above custodians only are authorized to handle the APARs as and when
requirement arises w.r.t Moderation/Confirmation/Promotions etc 8.

5.13. APAR Formats9

For administrative convenience and easy identification, APAR formats applicable
to GM/AGM/DGM are named as FORM-I and APAR formats applicable to Senior
Manager and below are named as FORM-Il. Blank forms placed at Annexure 5.1 and
Annexure 5.2.

5.14. Distribution of APAR Formats9

7
CMD/IO/02/2017 dated 23 Jan 2017
8
CMD/IO/28/2016 dated 21 Oct 2016
9
CMD/IO/28/2016 dated 21 Oct 2016
Chapter 5: PMS for Officers Page 78 of 274

AII the blank APARs formats will be in the form of printed booklets which will be
distributed by HR Department on specific requirement from concerned Department /
officer. For any reason, if any additional copy is required, the concerned officer should
pay Rs.10/- for obtaining additional blank APAR format.

APAR Acknowledgement Form10

Acknowledgment of receipt/ dispatch of APAR by IO/RO/SRO shall be intimated
to the appraisee as per the format placed at Annexure 5.3.
 HINDUSTAN SHIPYARD LIMITED
PERFORMANCE PLANNING SHEET
For Quarter Year

Key Performance Quarterly

Sl. Measure/ Weigh Actual
Areas / Key Result Target review by
No Indicator tage Achieved
Areas IO
KPAs/ KRAs

APPRAISEE IO

Signature
Name
Designation
Date

Note: a. KPAs/KRAs may also include MOU based KPAs / Development KPAs
b. A maximum of 8 to 10 KPAs / KRAs need to be specified
GUIDELINES FOR MODERATION AND NORMALIZATION OF PERFORMANCE REPORTS 11

1. The guidelines for normalization and moderation of APAR scores as stipulated in

the I.O. CMD/IO/015/2016 dated 08 Jul 2016, though based on a rigorous logic, are
found to be difficult to apply in practice. It requires matching the statistical average and
standard deviation of the distribution of scores for each cluster/ division with the global
mean and standard deviation, for the determination of the Correction Factor (C.F),
which is a tedious exercise. Hence, it has been decided to adopt a modified method for
normalization of the scores across divisions.

2. It has also been observed that the so called ‘Bell Curve’ representing the
distribution of APAR scores is not symmetric: the left tail is long whereas there is
crowding near the right side. The main aim is to ensure parity among high performers
across the divisions (rather than among the low performers). Further, as per the extant
DPE guidelines, not more than 15% of the officers in a cluster/ division are expected to
be rated as Excellent or Outstanding (with APAR ratings >90%).

3. Taking into consideration the above aspects, the Correction Factors (C.F.) to be
applied on APAR marks of individual officers of a cluster for normalisation across
divisions shall be determined as follows:-

(a) Determine the average scores of top 15% officers in each division (within
the same cluster).

(b) Determine the average of these averages as the benchmark for all high
performers.

(c) Divide the average of averages by the divisional averages to obtain the
Correction Factor (CF) for each division for the cluster.

4. However such a statistical approach will not be valid if the number of officers in a
cluster/ division is very less (lesser than say 8-10). Hence, in order to widen the
database, the cluster of officers shall be taken as follows:-

(a) Cluster 1 – Officers of grade E0 to E3 (Junior Managers, Asst. Managers,

Dy. Managers and Managers).

(b) Cluster 2 – Officers of grade E4 to E6 (Senior Managers, DGMs and AGMs).

5. Despite the above grouping of officers into clusters, if it is found that the number
in a particular group is rather low for the above method of normalisation to be valid, the
committee shall discuss each such case with the concerned SRO as exceptions and
decide on the normalization factor to be applied.
6. After undertaking normalization as above, moderation of (normalized) scores
shall be carried out based on the standard criteria as given in the original Guidelines as
following12:

(a) In case of variation by more than 10 between the APAR scores over the
three years, the committee shall moderate the score of the current assessment
year appropriately ensuring that maximum variation vis-a-vis preceding two years
shall not be more than 10.
(b) The marks obtained by an individual officer in the first year after promotion
should not exceed the marks obtained at the time of promotion by more than 5
marks. In case, the marks exceed by more than 5, it will be restricted to 5 marks
only.
 Hindustan Shipyard Limited :: Visakhapatnam

PERFORMANCE APPRAISAL REPORT

(For GM/ AGM/ DGM)

[Read the Instructions at Annexure 1 carefully before filling this report]

PART – I
(To be filled in by the Appraisee officer)

1. Name: (Mr/Ms)
(Surname) (First Name) (Middle Name)

2. Badge No. 3. Designation

4. Type of Report :
(Annual Performance Report/ Interim Performance Report/ Probationer’s Performance Report)

5. Period of Report :
From To
D D M M Y Y Y Y D D M M Y Y Y Y

6. Dept./Sec. 7. Whether SC/ST/OBC

8. Date of Joining HSL 9. Date of Last Promotion

D D M M Y Y Y Y D D M M Y Y Y Y

10. Date of Birth

D D M M Y Y Y Y
11.
Qualification

12. State whether the annual Property statement / Returns of Assets & Liabilities
due on 31 Mar was filled and submitted by 31 Jul. If not, give actual date of submission
of return .
Signature

Date

Absent without pay for more than 10 days in preceding calendar year
(To be filed in by HR Department)
 PART – II
EVALUATION OF KEY PERFORMANCE AREAS

Name (of appraisee): Badge No.

Scale for assessment (See Annexure A of Instructions)

MIN 1 2 3 4 5 MAX

Sl. KPAs/ KRAs Metric Target Actual Wt. IO RO SRO

Achieved
(A) (B) (C) (D) (E) (F) (G) (H) (J)

TOTAL (maximum score 50)

IO RO SRO
Signature

Name
Designation
Date
 PART – III
ASSESSMENT OF MANAGERIAL COMPETENCIES

Name (of appraise): Badge No.

Scale for assessment (See Annexure B of Instructions)
MIN 1 2 3 4 5 MAX

Sl. Managerial Competency Weightage IO RO SRO

(A) (B) (C) (D) (E) (F)

1 Job Knowledge 2
(Technical function specific proficiency)
2 Planning and Organizing Ability
(Ability to plan activities, prioritize and execute them 2
in orderly fashion)
3 Problem Analysis and Decision Making
(Ability to comprehend constituents of the problem 1
and logically attempt to solve them)
4 Team Building and Coordination
(Competency to work together in a group and 1
ensuring harmony)
5 Initiative
(A readiness to seize opportunities; proactive 1
seeking of opportunities)
6 Communication Skills
(Ability to listen and speak effectively i.e. hardly 1
misunderstood)
7 Interpersonal skill
(Ability to understand the needs and difficulties of 1
fellow workers)
8 Strategic thinking
(Ability to take decisions under uncertainty; skilled
1
at anticipating long term trends; ability to think in
anticipation of adverse reaction)

Total Score (Max. 50)

IO RO SRO
Signature

Name
Designation
Date
 PART – IV
REMARKS & RECOMMENDATIONS

Name (of appraisee): Badge No.

Remarks & Recommendations by IO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:

Remarks & Recommendations by RO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:

Remarks & Recommendations by SRO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:
 PART – V
REVIEW BY NORMALISATION & MODERATION COMMITTEE

Name (of appraisee): Badge No.

Part II: KPAs/ KRAs Part III: Competencies Total of Part II & Part III
Scores by
SRO

Normalised &
Moderated
Score
Remarks by Chairman of Normalisation & Moderation Committee, if any.

Date: Name: Desig: Sign:

PART – VI
Entries in the APAR have been noted by me.

(Signature of Appraisee Officer)

Name :

B.No :

Date :

Remarks by Chairman of APAR Review Committee (if the APAR has been considered for review).

Date: Name: Desig: Sign:

 Instructions for filling up Performance Appraisal Reports

General

1. Performance Appraisal Reports are important documents that determine the career development of the
officers and in turn the organizational effectiveness. Therefore both the appraise officer as well as the IO,
RO and SRO shall accord due diligence and priority in filling up the report and submitting to concerned
authorities in the stipulated timeframe.

2. These instructions have been issued based on the detailed guidelines for preparation and submission of
Performance Appraisal Reports promulgated vide C&MD I.O. CMD/IO/058/2016 dated 28 Jul 2012, as
amended vide C&MD I.O.s CMD/IO/015/2016 dated 08 Jul 2016 and CMD/IO/02/2017 dated 23 Jan 2017.

3. Use preferably a ball point pen or fountain pen with indelible ink to fill up the form.

4. Acknowledgement of receipt/dispatch of PARs by IO/RO/SRO shall be intimated to the appraisee by tearing

off the respective portion of the Acknowledgement Sheet attached to each PAR form.

Part I (To be filled by the Appraisee Officer)

5. Officers shall take due care to fill in the blanks in legible and neat handwriting.

6. Specify the type of report as Annual Performance Report/ Interim Performance Report/ Probationer’s
Performance Report.

7. Loss of Pay details shall be indicated by the HR department.

Part II (To be filled by the IO, RO & SRO)

8. IO, RO and SRO shall rate the performance of the Appraisee over the period of assessment vis-à-vis the
his/her KPAs/ KRAs, as per the guidelines given at Appendix A of these Instructions.

9. Columns (G), (H) and (J) shall indicate assessment scores ranging from one to five only (decimal scores may
be rounded to 0.5).

10. Total scores shall be calculated by summing the weighted scores: i.e., by multiplying the scores in columns
(G), (H) and (J) by the weights assigned for each KPA/KRA under column (F).

11. KPAs/KRAs shall be as per the Performance Planning Sheet prepared for each officer in the beginning of the
assessment year, as amended during Quarterly/ Half Yearly Performance Assessment (A copy of the PPS
may be attached with the PAR for reference). Multiple tasks may be combined under common KPA/ KRA,
adjusting the weights accordingly. Approximately 30% weightage shall be given to KPAs pertaining to
improvements in one’s area of work including processes, procedures, technology and infrastructure.

12. Metric shall be specified as Date (for completion of a task), % (for part completion of a task), or measurable
quantities in units such as number, ton, sq.m etc.

13. Target as well as the Actual Achieved shall be indicated in units consistent with the Metric.

Part III (To be filled by the IO, RO & SRO)

14. IO, RO and SRO shall rate the performance of the Appraisee over the period of assessment vis-à-vis the
his/her managerial competencies, as per the guidelines given at Appendix B of these Instructions.
15. Columns (D), (E) and (F) shall indicate assessment scores ranging from one to five only (decimal scores may
be rounded to 0.5).

16. Total scores shall be calculated by summing the weighted scores: i.e., by multiplying the scores in columns
(D), (E) and (F) by the weights assigned for each KPA/KRA under column (C).

Part IV (To be filled by the IO, RO & SRO)

17. IO, RO and SRO shall give their remarks summarizing their assessment of performance and competencies of
the appraise, highlighting exceptional qualities if any, in support of high rating. Similarly, they shall bring out
specific weakness of the appraisee, if any, and give recommendations for training and development.
Adverse comments, if any, shall be supported with reference to documented instances.

18. In case of Probationer’s Performance Report, IO/RO/SRO shall clearly indicate whether the Officer is
recommended for confirmation or it is recommended to extend the probation for further period of 3/6
months, along with reasons for such extension.

Part V (To be filled by the Chairman of Normalisaion & Moderation Committee)

19. This part shall be filled up based on the recommendations of the Normalisation & Moderation Committee,
supported with specific remarks, if any, and signature of the Chairman of the Committee.

Part VI (To be filled by the Appraisee Officer and Chairman of APAR Review Committee)

20. The appraise officer, having been shown the entries in the PAR shall sign the report.

21. In case the appraise officer chooses to request for review of the PAR by the Review Committee, the remarks
of the Chairman of the Committee shall indicate his/ her remarks thereunder.

****
 RATING FRAMEWORK FOR ASSESSMENT OF KPAs/KRAs

Rating Description of Rating

The ratee:-
Executes all assignments flawlessly in all respects with high degree of
professionalism’
5 AND
Has made consistently significant suggestions (which were implemented) /
contributions towards improvement in the work of his/her discipline.
IO needs to substantiate the rating by specific details.
The ratee:-
Executes all assignments in all respects with absolutely zero supervision
4 AND
Executes work fully as expected from his/her level of hierarchy and effectively
supervises others’ work.
The ratee:-
Executes all responsibilities with some degree of supervision by his/her superior
officer
3
AND
There is scope for improvement in ratee’s capabilities to supervise others’ work
for increased quality work output.
The ratee:-
Executes responsibilities most of the time with supervision from his/her
superior officer.
2
AND
There is scope for improvement in ratee’s execution – either in terms of output
or work processes.
The ratee:-
Executes responsibilities with constant guidance and help of the superior officer
1
AND
Needs constant reminders in the execution of the tasks.
 DEFINITION OF LEVELS FOR MANAGERIAL COMPETENCIES
Score Definition
(Grading)

Job Knowledge
(Technical, function specific proficiency)

1 (Poor) Not at all proficient in technical/function specific skills; has very poor understanding with respect to the
fundamentals of the area

2 (Fair) Understands the basics that is required to just complete the tasks; knowledge still is more theoretical
than applied.

3 (Good) Is comfortable in his/her functional skills; performs well above average in the tasks given to him.

4 (Very Good) He/she is proficient in his/her technical skills; respected for his technical expertise; source of advice for
his counterparts.

5 (Excellent) Considered the ultimate authority in his/her functional area for his/her specialist knowledge; apart from
his/her functions, superiors seek his/her knowledge for handling tough situations.

Planning and organizing ability

(Ability to plan activities, prioritize and execute them in an orderly fashion)

1 (Poor) Usually exhibits a confused behaviour; unable to fit any new work into already existing schedule

2 (Fair) Adheres to planned activities; takes in any new adhoc work along with other planned activities.

3 (Good) Plans activities for the day and for the work; prioritizes activities as they come.

4 (Very Good) Plans for the long term; anticipates deviations and prepares him/her for them.

5 (Excellent) Can handle crises in an orderly fashion without panicking

Problem Analysis and Decision making

(Ability to comprehend constituents of the problem and logically attempt to solve them)

1 (Poor) Lacks the ability to define the problems and look for causes of the problems.

2 (Fair) Defines the problem correctly but lacks the ability to solve them.

3 (Good) Identifies problems and logically analyses the causes related to the problems can take decisions to solve
them, but requires guidance.

4 (Very Good) Is fairly accurate in defining the exact problem and the root cause; can solve/handle
problems/problematic situations unless it turns too complex; can be relied upon at all times to resolve
problems.

5 (Excellent) Excels in looking for problems when they are not visible or yet to surface; specializes in solving complex
problems; proficient in preparing the Organization for the problem in the making.

Team Building and Coordination

(Competency to work together in a group and ensuring harmony)

1 (Poor) Cannot work in groups; finds it difficult to get along with others.

2 (Fair) Is a passive innocuous participant in a group follows others bust works individually; afraid of losing
credit and hence prefers to keep silent in meetings unless asked to talk.

3 (Good) Makes adequate contribution for team harmony; can work with others sharing responsibility and
helping others; afraid of treating peers equally and hence is not fully comfortable in working with the
team.
 Score Definition
(Grading)

4 (Very Good) The lifeblood of this team thinks in terms of his/her team rather than individual achievement; would not
consider his/her achievement unless the team performs.

5 (Excellent) Can build effective relationships with any group of individuals; knows whom to give credit for what;
behaves in such a way, that other than team members are forced to contribute more; in his presence
many think of the team rather than themselves.

Initiative
(A readiness to seize opportunities; proactive seeking of opportunities)

1 (Poor) Is always in a reactive mode; reacts to situations rather than take proactive actions.

2 (Fair) Has a tendency to stretch beyond what is normally required of him.

3 (Good) Takes responsibility without having to be told to explicitly still works within defined descriptions of the
job.

4 (Very Good) Comes forward to take up responsibility that normally does not fall within his/her own job; seeks out
opportunities that challenge him/her

5 (Excellent) Known for proactive behaviour; takes in opportunities that even the superiors did not know existed; can
teach others what “taking initiative” is all about.

Communication Skills
(Ability to listen and speak effectively i.e. hardly misunderstood)

1 (Poor) He/she is not very good in communicating orally; tends to confuse the listener; writing skills needs to be
improved substantially.

2 (Fair) He/she is a fairly good listener he/she can communicate his/her views in a convincing way.

3 (Good) Is an attentive listener; can articulate in clear terms in both written and oral communication.

4 (Very Good) An expert listener capable of understanding non-verbal messages; his/her team admires his/her
presentation skills; written communication exemplifies professional standards without flaws.

5 (Excellent) He/she is adored for his oral skills. His seminars, conferences are remembered long after. His style of
speech is positively contagious. Written communication exemplifies the best standards-can be used as
illustrations to teach others.

Interpersonal Skills
(Ability to understand the needs and difficulty of fellow workers)

1 (Poor) Is insensitive to other people’s needs; creates more problems due to his/her insensitivity.

2 (Fair) Does understand that others have difficulty but is not able to take them into account, when
pressurized by his/her work.

3 (Good) Understands and handles people’s problems even under pressurized situations.

4 (Very Good) The most dependable in dealing with people with deficiencies problems related to work.

5 (Excellent) He/she has the ability to understand others so well that, he/she can guide any person of any caliber to
work with optimal effectiveness and contribute his best.

Strategic Thinking
(Ability to take decisions under uncertainty; skilled at anticipating long term trends; ability to think in anticipation of
adverse reaction)

1 (Poor) Lacks the ability to anticipate trends in the long term

2 (Fair) Can look beyond existing information and take decision in the long term

3 (Good) Skilled at planning under uncertain information; can anticipate long term trends.
 Score Definition
(Grading)

4 (Very Good) Is capable of anticipating competitor reaction; skilled at predicting competitors’ goals and assumption
which facilitates long term decision making.

5 (Excellent) His/her thinking redefines existing reality; defines his rules and that of competition.
 Hindustan Shipyard Limited :: Visakhapatnam

PERFORMANCE APPRAISAL REPORT

(For Sr. Manager/ Manager/ Dy. Manager/ Asst. Manager/ Jr. Manager)

[Read the Instructions at Annexure 1 carefully before filling this report]

PART – I
(To be filled in by the Appraisee officer)
1. Name: (Mr/Ms)
(Surname) (First Name) (Middle Name)

2. Badge No. 3. Designation

4. Type of Report :
(Annual Performance Report/ Interim Performance Report/ Probationer’s Performance Report )

5. Period of Report :
From To
D D M M Y Y Y Y D D M M Y Y Y Y
6. Dept./Sec. 7. Whether SC/ST/OBC

8. Date of Joining HSL 9. Date of Last

Promotion
D D M M Y Y Y Y

D D M M Y Y Y Y

10. Date of Birth

D D M M Y Y Y Y
11. Qualification
12. State whether the annual Property statement / Returns of Assets & Liabilities due on 31 Mar was filled
and submitted by 31 Jul. If not, give actual date of submission of return .

Signature

Date

Absent without pay for more than 10 days in preceding calendar year
(To be filed in by HR Department)
 PART – II
EVALUATION OF KEY PERFORMANCE AREAS

Name (of appraisee): Badge No.

Scale for assessment (See Annexure A of Instructions)

MIN 1 2 3 4 5 MAX

Sl. KPAs/ KRAs Metric Target Actual Wt. IO RO SRO

Achieved
(A (B) (C) (D) (E) (F) (G) (H) (J)
)

TOTAL (maximum score 50)

IO RO SRO
Signature

Name
Designation
Date
 PART – III
ASSESSMENT OF MANAGERIAL COMPETENCIES

Name (of appraise): Badge No.

Scale for assessment (See Annexure B of Instructions)

MIN 1 2 3 4 5 MAX

Sl. Managerial Competency Weightage IO RO SRO

(A) (B) (C) (D) (E) (F)

1 Job Knowledge
1
(Technical function specific proficiency)
2 Planning and Organizing Ability
(Ability to plan activities, prioritize and execute 1
them in orderly fashion)
3 Problem Analysis and Decision Making
(Ability to comprehend constituents of the 1
problem and logically attempt to solve them)
4 Team Building and Coordination
(Competency to work together in a group and 1
ensuring harmony)
5 Initiative
(A readiness to seize opportunities; proactive 1
seeking of opportunities)
6 Communication Skills
(Ability to listen and speak effectively i.e. hardly 1
misunderstood)

Total Score (Max. 50)

IO RO SRO
Signature

Name
Designation
Date
 REMARKS & RECOMMENDATIONS

Name (of appraisee): Badge No.

Remarks & Recommendations by IO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:

Remarks & Recommendations by RO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:

Remarks & Recommendations by SRO:

Integrity :Above Board / Doubtful ( If doubtful, evidence to be attached)

Name: Designation: Signature: Date:
 REVIEW BY NORMALISATION & MODERATION COMMITTEE

Name (of appraisee): Badge No.

Part II: KPAs/ KRAs Part III: Competencies Total of Part II & Part III
Scores by SRO

Normalised &
Moderated
Score
Remarks by Chairman of Normalisation & Moderation Committee, if any.

Date: Name: Desig: Sign:

PART – VI
Entries in the APAR have been noted by me.

(Signature of Appraisee

Officer) Name :
B.No :
Date :

Remarks by Chairman of APAR Review Committee (if the APAR has been considered for review).

Date: Name: Desig: Sign:

 6.1.1. Every officer of HSL, except the Board-level employees appointed by the
President of India, is required to serve in any department / section and in any capacity
at any place within the country or abroad, for any duration of tenure as decided by the
management. Whereas the best interests of the company shall be the primary
consideration for job allocation/ rotation of officers, the individual officer’s aspirations,
interests and career development prospects shall also be kept in view to the extent
feasible. Further, in line with the CVC guidelines, officers shall not continue for long
tenures in certain sensitive appointments so as to obviate opportunities for engaging in
corrupt practices.

Applicability
6.2.1. The present policy will be applicable for all below-board level officers in the grades
from E0 to E9.

Objective
6.3.1. The primary purpose of codifying the present policy is to ensure objectivity,
transparency and consistency in the procedures and processes involved in the posting
and transfer of officers in the company.

Occasions for Posting and Transfer

As a rule officers may be considered for appointment to a particular post, or transfer from
one post to another, in any one of the following circumstances:-

(a) On completion of initial training (Management Trainees)

(b) On fresh appointment through direct recruitment
(c) On elevation to a higher grade on promotion.
(d) As necessitated by the policy of rotational transfer.
(e) As necessitated by certain specific requirements/ circumstances, such as:-
(i) The officer’s specific skills, expertise, qualifications and experience is
required to be used in a different post.
(ii) On reallocation of roles and responsibilities as a result of a major
organisational restructuring.
(iii) To fill in the void due to sudden demise / resignation of an officer.
(iv) On acceptance of a representation from the officer indicating his/her
wish to be transferred out of the present job, or to be given a different job
responsibility
(v) Any other unforeseen circumstances.
 Exceptions
Exceptions to the above mentioned norms may be allowed in rare cases, such
as:-
(a) The officer’s continuation in the current post is necessary on account of
impending milestone events, non-availability of suitable replacement with
necessary qualifications and/or experience etc.
(b) Representation by the incumbent officers for continuation in the current post
for a definite period of time on personal grounds which has been accepted and
granted by the management.
Such exceptions may be granted in specific cases for specific period, based on
sufficient justification by the head of the concerned department.

Competent Authority
The competent authority for approval of proposals for transfer of officers shall be
as follows1:-

(a) Transfer within the same division. Proposals for transfer of officers of
grade Sr. Manager and below, within the same department, shall be approved
by the concerned functional director, as recommended by the respective HoDs/
HoGs.

(b) Transfer across departments. All transfers across departments which

involves change in department code numbers shall be with the approval of the
C&MD, based on concurrence of the concerned Functional Director to the
proposal from the HR department.

(c) Transfer of DGMs and Above . All cases of transfer of officers of the rank
of DGMs and above shall have the approval of the C & MD.

First Appointment of Officers

First appointment into an executive post may occur in the following instances:-
(a) Management Trainees, on successful completion of their training period;
(b) Officers recruited at different levels as lateral entry;
(c) Staff category employees having been selected for promotion to officer
grade by a duly constituted Departmental Promotion Committee (DPC);
In all the above cases, the officers shall be initially on probation for a period of
normally one year.

Norms and criteria for posting of officers falling in the above three categories
shall be as follows:-

Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017

 (a) Management Trainees. Management Trainees are generally inducted in
order to maintain sufficient strength of officers as per the approved Manning
Plan, also keeping in view expected attrition, rather than against any
particular post. Hence their posting to a particular job position shall be
decided as they finish their training period.

(b) MTs on induction shall be attached to the Training & Development

department for an orientation course of 12 weeks duration, as per a
structured programme consisting of class room lectures and shop floor
training. This will be followed by On-the-Job Training (OJT) for a period of
nine months, during which they may spend a minimum duration of three
months each in different departments/ shops. Their performance and aptitude
will be assessed during the training period, which shall be taken into account
while allocating specific jobs, on successful completion of training.

(c) Depending on the shortages of manpower vis-à-vis the approved

Manning Plan, and the criticality of requirement of manpower in specific
disciplines, the HR department shall work out the proposal for posting of the
MTs, as they approach the end of their training period. Such proposals may
be put up to the concerned functional directors for perusal and concurrence,
before submitting for the approval of C&MD.

(d) Lateral Entry Officers. Officers, who are inducted based on direct
recruitment against specific vacancies (existing post or newly created), shall
undergo a short orientation programme of minimum one week duration,
coordinated by the T&D department. This is aimed at familiarizing the fresh
appointees with the overall organization of the yard, various functional
departments and the HoDs/ HoGs/ Functional Directors. On completion of this
orientation programme, the officers will be posted to respective departments
as probationers, who will be confirmed in the post depending upon the
officer’s performance during the period he/she was under probation.

(e) Staff-to-Officer Promotees. Staff category employees on being selected

by the DPC for elevation to the executive cadre shall be first attached to the
Training & Development department for an orientation programme of
minimum duration of two weeks in order to sensitize them regarding the
higher responsibilities that they have to shoulder as leaders of men, as well
as to make them aware of the conduct, discipline and ethical behaviour that
they as officers are expected to adhere to. Training department may take the
help of external guest speakers if considered necessary.

(f) On completion of the orientation programme, the promoted officers shall

be allocated specific departments, as per the proposal put up by the HR
department taking into account the deficiencies in manpower vis-à-vis the
approved manning plan, as well as the specific qualifications and experience
of the individuals concerned. Such proposals shall be put up for the approval
of C&MD through the Functional Directors.

Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017

 .
Promoted as per Career Plan

Junior Managers (E0), Assistant Managers (E1) and Deputy Managers (E2) are
promoted to the next higher ranks, not based on vacancies, but having
completed specified duration of tenure in each grade, subject to their fulfilling
certain eligibility criteria (see Chapter 7: “Promotion Policy- Officers” for details).
As a rule, these officers shall be reappointed in the same department/ section,
unless there is a specific reason to shift them to another department. The
promotees will be put on probation for a period of one year and confirmed in their
respective grades based on their performance and conduct during the period of
probation.

Rotational Transfer Policy

Job Rotation for Professional Development. Officers need to be rotated in
jobs in order to afford them opportunity for gaining wider knowledge and
experience across functional disciplines so as to empower them to handle higher
responsibilities in future. While it is true that certain specialized jobs require
vertical specialization and continuity of tenure, it is considered necessary to
follow a policy of periodic shifting of officers across jobs, except in certain
justifiable cases.

As a rule, it shall be ensured that by the time an officer is promoted to the grade
of Senior Manager (E4), he/she should have served in at least three different
departments, out of which one tenure shall necessarily be in a production
department (for technical officers). Ideally, the first appointment shall be in the
production department, followed by a tenure(s) in a department which is
providing production support (Design, Production Planning, Procurement, QA
etc.). Naval Architects and IT specialists may spend a larger part of their tenures
in specialist departments like Design and IT.

In order to ensure that the right person is exposed to the right jobs, HR
department shall follow the ‘department-discipline’ matrix placed at Appendix
6A, as a general reference while working out proposals for rotational transfer of
officers.

The DPCs shall accord due weightage for experience in varied departments,
while recommending officers for promotion to senior grades (DGMs and above).

Sensitive Posts. It is also necessary to ensure regular rotation of personnel in

the case of ‘sensitive posts’, which are categorised as such from the point of
view of potential for corruption, particularly which involves commercial
transactions relating to procurement of goods and services, or which involves
recruitment / hiring of personnel. Typically, following departments / sections fall
under this category:-

(a) Purchase & Disposal (Sections dealing with tendering/ auctioning/ bill
processing)
(b) Outsourcing Department (dealing with offloading of works)

Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017

 Chapter 6: Posting and Tranfer of Officers Page 105 of 274

(c) HR Department (dealing with recruitment and hiring of manpower)

(d) Finance Department (dealing with bill clearance / payments)
(e) Vigilance Department
Apart from the above, specific posts may be deemed to be sensitive as agreed
between the C&MD and CVO.
Periodicity of Rotation. As a general rule, following shall be the criteria for rotational
transfer of officers:-

(a) On completion of three years in a given post, the officer shall be

considered for transfer to a post, which would give a different experience and
perspective for his/her career growth. In well-justified cases, the officer may be
retained for one more year in the post on grounds of exigencies of
departmental objectives or on personal grounds.

(b) On completion of three years in a ‘sensitive post’, to a post where the

officer would not be required to interact with those outsiders – vendors,
contractors etc.- with whom he/she had been dealing with earlier. As a rule, no
requests for retention for additional duration shall be entertained in this case.

Posting/ Transfer Orders

All posting/ transfer orders will be issued by the HR department only, based on the
recommendation by the concerned department and concurrence/approval of the
competent authority.

As far as possible, transfers may be effected around a particular time every year,
coinciding with the finalization of the DPC. However, individual transfer orders may be
issued at any time of the year, if found unavoidable.

As part of the structured rotational transfer policy, HR department shall inform the
concerned HoD / HoG regarding the need to move out a particular officer minimum six
months in advance. In case the concerned department deems it essential to retain the
officer for some more time, the HoD/ HoG may immediately take up the matter for
exemption, through the respective functional director with due justifications, for the
approval of the competent authority. Such requests will be examined on a case to case
basis.

Compliance of Transfer Orders

Transfer orders issued by the HR department with due approval of the competent
authority shall be expressly complied with. Non-compliance by way of refusal to take
on the new post by the employee or to relieve the officer from his/her current
assignment by the HoD / HoG will be taken as a case of indiscipline and dealt with
accordingly.

However, in case of unanticipated delays in moving out of the current post or in joining
the new post on account of reasons beyond control of the individual / department the
same shall be immediately brought to the notice of the HR department.

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 Chapter 6: Posting and Tranfer of Officers Page 106 of 274

Appendix 6A
[Refers to Para 6.9.3 of Ch.6 of HR Manual 2017]
#

EEE & ECE

Disciplines

Mechanical

IT/CSE @

Sec & FS
Finance

Medical

Legal
Civil
Departments

HR
NA

CS
PP&PM √ √ √
DESIGN √ √ √
QC √ √ √
HULL SHOP * √ √
PRE FAB * √ √
ERECTION * √ √
SW/B √ √ √
OFA √ √ √
WELDING * √ √
HULL OUTFIT √ √
RIGGING √ √
ELECTRICAL √
PLUMBING √
ENGINEERING √
DDSR √ √ √
SR. MAINTENANCE √ √
SUBMARINE √ √ √
SAFETY √ √ √ √ √ √
PLANT MAINT √ √
CIVIL MAINT √ √
YARD UTILITIES √ √ √ √
CP&C √ √ √ √ √
YARD PROJECTS √ √ √ √
IT √ √
HR √ √ √ √ √
TRAINING √ √ √ √ √
S&FS √
ADMN & HE √ √ √ √ √ √ √ √ √
FINANCE √ √
COMMERCIAL √ √ √ √ √ √ √
LEGAL √ √
CS √ √
VIGILANCE √ √ √ √ √ √ √ √
BDD √ √ √ √
PROJECT OFFICE √ √ √
MEDICAL √
*Officers posted in any of these departments are to be posted outside these departments during
next rotation
# Refers to basic qualification as specified for Recruitment. Allied disciplines, which are not listed
above shall be clubbed with the listed disciplines.
@ Appointment of IT/CSE qualified Officers may be restricted to IT Department only. However,
depending on the need, they may be attached to other Departments for short durations.

Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017

 Promotion Rules for Officers

General
With a view to achieve the twin objectives of ensuring organisational efficiency as well
as satisfying the aspirations of officers for advancement in the respective careers, the
following promotion schemes have been instituted in respect of Officers, which
envisage

(a) Promotional opportunities for officers on the basis of merit-cum-seniority

in which merit is given primary consideration.
(b) Encouragement of available talent in shipyard before considering filling
up vacancies from outside sources
(c) Providing equal opportunities to all officers to aspire for promotion in the
organization.
The promotion schemes can be broadly divided into two:

(a) Career Plan Promotion Scheme1: This is time-based promotion for junior
officers, i.e. :-

- From Jr. Manager (E0) to Asst. Manager (E1);

- From Asst. Manager (E1) to Dy. Manager (E2) and
- From Dy. Manager (E2) to Manager (E3)
The eligibility criteria is given in Appendix 7A & 7B
(b) Vacancy-based Promotion Scheme2: This is meant to fill-up vacancies
arising in middle/ senior level which are partly filled through direct recruitment:-
- From Manager (E3) to Sr. Manager (E4);
- Sr. Manager (E4) to Dy. General Manager (E5);
- Dy. General Manager (E5) to Addl. General Manager (E6);
- Addl. General Manager (E6) to General Manager (E7) and
- General Manager (E7) to Chief General Manager (E8).
The eligibility criteria is given in Appendix 7C.

Officers are allowed to carry grade seniority in the event of their transfer from one
department to another department.

1
CMD/IO/27/1981 dated 16 Nov 1981

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 Chapter 7: Promotion Rules for Officers Page 108 of 274

(i) Officers who are found guilty of misconduct and awarded minor punishment (other
than Censure) under CDA Rules will not be considered for promotion for a
period of one year from the date of such punishment3.

(ii) Officers who are found guilty of misconduct and awarded major punishment
under CDA Rules will not be considered for promotion for a period of three years
from the date of such punishment3.

The evaluation of performance is as detailed in the Chapter 5 – Performance

Management System.

If an officer refuses promotion for any reason, he will not be considered for promotion
for one year from date of such refusal. If an officer refuses promotion second time in
succession he will not be considered for promotion for 3 years from the date of second
refusal. Thus if an officer refuses promotion in his own turn, loss of seniority is inherent
in such refusal4.

3
CMD/IO/006/2009 dated 14 Jul 2009
4
CMD/IO/06/1980
2 dated 25 Feb 1980
PD/E/3300/06/2008 dated 01 Dec 2008

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 Chapter 7: Promotion Rules for Officers Page 109 of 274

Appendix 7A
[Refers to Para 7.2(a). of HR Manual]

Career Plan Promotion Scheme for Officers

1. Career Plan Promotion Scheme is a time based promotion scheme which
provides promotional opportunities to Officers (Technical & Non-Technical) from E1
grade to E2 grade and E2 grade to E3 grade. The scheme also provides promotional
opportunities to Junior Manager (Non-Technical) - E0 grade to E1 grade 5. For the
purpose of consideration of promotions under the scheme, the total strength of officers
in E0, E1, E2 and E3 grades will be taken into account.
2. The following conditions shall apply to be considered eligible for promotion
from E0 to E1, E1 to E2 and E2 to E3 grades:

Junior Manager (E0) to Asst. Manager (E1) (Non-Technical):

(a) Junior Manager - General:
Minimum
S.
Qualifications Grade
No.
Service
Graduates / Post Graduates with professional /
i) specialized qualification, as prescribed in any 4 years
functional area (including Finance)
ii) Graduate / Post Graduate with Inter ICWA / Inter CA 4 years

iii) Others - Professionally Not Qualified 7 years

(b) Junior Manager (Secretarial) or equivalent6:

Minimum
S.
Qualifications Grade
No.
Service
Professionally qualified:
i) Graduates with Shorthand (Lower) & Type-writing 4 years
(Higher) certificates
Others:
ii) Under Graduates with Shorthand (Lower) & Type- 7 years
writing (Higher) certificates

5
PD/E/3300/04/2007 dated 24 Jul 2007
6
PD/E/3300/07/2008 dated 01 Dec 2008

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 Chapter 7: Promotion Rules for Officers Page 110 of 274

(c) Junior Manager – Typist:

S. Minimum
Qualifications
No. Grade Service
Professionally qualified: 5 years
i) Graduates with Type-writing (Higher) certificate
Others: Under Graduates with Type-writing 7 years
ii)
(Higher) certificate

Asst. Manager (E1) to Dy. Manager (E2):

(a) Technical:

S. Minimum Grade
Qualifications
No. Service
4 years from the date of
i) Direct recruits as Management Trainees induction as
Management Trainee
Graduates in Engineering directly recruited 3 years from the date of
ii)
to E1 grade appointment
Promotees from supervisory cadre to E1
iii) 3 years
grade holding Engg. Degree
Promotees from supervisory cadre to E1
iv) grade holding Diploma or equivalent in 6 years
Engg.
v) Others – Professionally not qualified7 7 years

(b) Non-Technical:

S. Minimum Grade
Qualifications
No. Service
i) Direct recruits as Management Trainees 4 years from the date
of induction as
Management Trainee
ii) Graduates / Post-graduates with professional 3 years from the date
/ specialized qualifications and experience of appointment
recruited directly to E1 grade
iii) Promotees to E1 grade with a degree & 3 years from the date
professional / specialized qualification as of promotion to E1
prescribed grade
iv) Others - Professionally Not Qualified 7 years in the grade

7
Chief Manager (Personnel) note dated 08 Mar 1982

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 Chapter 7: Promotion Rules for Officers Page 111 of 274

Dy. Manager (E2) to Manager (E3):

(a) Technical:
S. Minimum Grade
Qualifications
No. Service
i) Engineering graduates 4 years in the grade
ii) Diploma holders 5 years in the grade
(b) Non-Technical:

S. Minimum Grade
Qualifications
No. Service

i) Graduates / Post Graduates with 4 years in the grade

professional / specialized qualifications as
prescribed
3. Officers who do not hold professional qualification will be eligible for only one
level of promotion i.e. from E0 to E1 or E1 to E2 as the case may be.
4. Technical officers who have not acquired Degree or Diploma in Engineering will
not be eligible for promotion beyond E2 grade.
5. Non-Technical Graduate / Post Graduate officers of E1 grade who have not
acquired professional qualifications as prescribed will not be eligible for promotion to
E2 grade.
6. A list of professional/specialized qualifications prescribed in respect of various
functional areas is placed at Appendix 7B.

7. Officers should have a clean record of service during the period of service that is
reckoned for eligibility.
8. Criteria for promotion8:

(a) The system of conducting Departmental Promotion Committee for

careers plan promotions is dispensed with. Promotions will be effected exactly
on the date of completion of the required grade service. Accordingly, the list of
officers eligible for promotion on particular dates falling due during the next one
year (ending 31st Jul) will be announced on the 01st of August every year.
However, the promotions shall be effective subject to fulfilling the eligibility
criteria based on APAR marks, vigilance clearance and clean service record, as
per the extant rules.
(b) The total minimum percentage of APAR marks is 50% average over
preceding three years.

Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017

8
CMD/IO/36/2017 dated 01 Apr 2017

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 Chapter 7: Promotion Rules for Officers Page 112 of 274

(c) Since the career plan promotions are not subject to vacancies, the
question for SC/ ST reservation does not arise.

9. The Chairman & Managing Director may at his discretion for reasons to be
recorded relax any of these rules under special circumstances to meet the service
needs.
10. The Management reserves the right to restrict the number of officers in the
grades E0/E1/E2 to be considered for promotion, notwithstanding their eligibility as per
these rules.

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 Chapter 7: Promotion Rules for Officers Page 113 of 274

Appendix 7B

[Refers to Para 7.2(a). of HR Manual]

List of Professional / Specialized Qualifications Prescribed For Various
Departments For Purpose Of Considering Promotions Under Career
Plan

S.No. Departments Qualifications

(i) AICWA / ACA /MBA (Finance)
Finance, Accounts,
1. (ii) PG Diploma in Public Accounting / Inter ICWA /
Cost Accounts & Audit
Inter CA
Company Secretary’s
2. ACS
Office
Corporate Diploma / Training in Journalism and Public Relations
3.
Communications from a recognized Institution
4. Library Degree in Library Science
5. Legal Law Degree
6. Marketing MBA / DBM in Marketing
7. Housing Estate Law Degree
8. Administration Law Degree
9. Transport Law Degree / Diploma in Automobile Engineering
Post Graduate Degree / Diploma in HRM / Industrial
Relations & Labour Welfare from a recognized
10. HRM Institution
OR
MBA with specialization in HR Management
B.E. (Mech / Elec) or PG Diploma in Material
11. Commercial
Management or MBA / Law Degree
B.E. (Mech / Elec / Computer Sciences) or AICWA /
12. I.T. ACA / M.Sc. Statistics or recognized Diploma Course
in Computer Technology
13. Medical MBBS
Graduate with specialized course of training in
14. Security & Fire service
Security / Fire Service
Note: (1) The specialized / professional qualifications indicated above are illustrative
and may be varied, according to the changing requirements of the jobs and disciplines.
Additions may be made to the list on specifications of new jobs that may be introduced.

(2) Since the officers are subjected to rotation transfers it would be sufficient for them to
have the qualifications mentioned above irrespective of the departments they are posted.

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Appendix 7C
[Refers to Para 7.2(b). of HR Manual]

Promotions from Manager (E3 Grade) and Above upto

Chief General Manager (E8 Grade)
1. Officers from following grades will be considered for promotion to next higher
grades, depending upon their eligibility (reckoned as on 31 Jul of the year 9) and the
number of vacancies in each grade (excluding those earmarked for filling up through
direct recruitment):-

Manager (E3) to Sr. Manager (E4);

Sr. Manager (E4) to Dy. General Manager (E5);
Dy. General Manager (E5) to Addl. General Manager (E6);
Addl. General Manager (E6) to General Manager (E7) and
General Manager (E7) to Chief General Manager (E8)

2. Minimum service in lower grade, to be eligible for promotion

(a) From Manager (E3) to Sr. Manager (E4):

(i) Engineering Degree holders / Professionally qualified - 5 years

(ii) Diploma holders in Engineering / Graduates (Non-Tech) - 7 years
(b) For Promotion to DGM (E5) and above (Only Engineering Graduates or
Professionally Qualified Officers are eligible):

Dy. General Manager (E5) - 3 years in E4 Grade

Addl. General Manager (E6) - 3 years in E5 grade
General Manager (E7) - 3 years in E6 Grade
Chief General Manager (E8) - 2 years in E7 grade
3. Selection Criteria 9

Select list will be prepared in the order of merit based on the total marks,
determined as follows:-

(a) 70% weightage for APAR marks (average over preceding three years;
max. 100)

(b) 30% weightage for DPC marks. DPC may take into account special
qualifications and experience while awarding their marks.

(c) Minimum 60% on each count would be required to be eligible for

promotion.

9
CMD/IO/36/2017 dated 01 Apr 2017

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4. Departmental Promotion Committee 10

(a) Convening of DPC: While convening the DPCs, HR dept. shall submit an
approach paper for the benefit of the Committee, indicating the number of
vacancies to be operated for promotions being effected till 31st Jul of the
ensuing year, which shall be based on appropriate promotion factors,
considering the strength of each batch, vacancies resulting from promotions at
the higher grade, as well as the vacancies resulting from anticipated attrition/
accretion during the next 5 years. In case none of the candidates are found
suitable for promotion by the DPC, the vacancy can either be taken up in the
next year or utilized for lateral recruitment. In case of lateral recruitment,
internal candidates may also compete with the outside candidates through
selection process.

(b) Constitution of DPCs: Constitution of DPCs for various grades shall be as

shown below:-

Cadre Constitution of DPC

Manager to Sr. Manager Nominated Director

GM/AGM/DGM
GM(HR)/AGM(HR) – Member convener

Sr. Manager to DGM and C&MD, Functional Directors and one

above grades external member

(c) Schedule for DPC: With a view to ensure timely promotions, henceforth,
the DPCs shall be convened as per the below mentioned schedule:-

Cadre DPC timing

Manager (E3) to Sr. Manager (E4) Early August

Sr. Manager (E4) to DGM (E5) Early September

DGM (E5) to AGM (E6)

Early October
AGM (E6) to GM (E7)

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CMD/IO/36/2017 dated 01 Apr 2017

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5. Competent Authority for approval of Promotions 11

(a) For Manager (E3) to Sr. Manager (E4)
(b) Sr. Manager (E4) to Dy. General Manager (E5) C & MD
(c) Dy. General Manager (E5) to Addl. General Manager (E6)
(d) Addl. General Manager (E6) to General Manager (E7) Board of
(e) General Manager (E7) to Chief General Manager (E8) Directors

Notes:
(a) Promotions to Sr. Manager (E4) and higher grades are subject to availability of
vacancies and organizational needs. Part of these vacancies may be filled up through
direct recruitment.
(b) Being Group “A” posts, they are not subject to reservations in promotions.
However, SC/ST candidates who are otherwise found eligible and within the zone of
consideration are eligible for consideration on merits. No relaxations are allowed.
(c) Officers should have a clean record of service during the period of service that
is reckoned for eligibility.

11
Agenda Item No. 392/A-3 dated 01 Apr 2016

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Chapter 8 - Promotion Rules for Staff & Workmen

8.1. General
8.1.1. This Chapter covers rules for promotions amongst Staff and Workmen (from one
grade to another higher grade) and from Staff to Junior Manager (E0 grade) / Asst.
Manager (E1 grade).

8.2. Objectives
To provide broad opportunities for career growth and prospects of the employees.
To ensure fairness, consistency, uniformity and equitability in the matter of promotion of
employees of the Company
To recognise and reward employees by providing and maintaining an appropriate
environment for the effectiveness, efficiency and satisfaction of its employees consistent
with their contribution to the growth of the organisation.
To create and sustain the morale of the employees by informing them of the kind of career
promotion opportunities that exist in the organisation and the basis of the manner in which
such promotions will be effected.

8.3. General Principles

8.3.1. Promotion from one grade to another is on the basis of merit as assessed
through a selection process which may include an appraisal of performance and
test/interview designed to determine the employees’ skill, aptitude, potential and
abilities for effective functioning in the higher grade. Employees are eligible for
consideration for promotion to higher grade on completion of a specified number of
years of service in the lower grade subject to the organisational needs/existing
vacancies.

8.4. Promotion Rules for Staff

In order to provide progressive career opportunities to staff consistent with the needs of
the organization and aspirations of the individual staff-members together with their
willingness and abilities to accept and perform higher as well as wider responsibilities, a
“Progressive Promotion Scheme” was introduced for staff in 1989 as detailed below1
Promotions under this scheme will be considered once in a year. The eligibility period will
be reckoned as on 30th June uniformly for all categories of staff. The select list of
promotions will be released effective from 1st July of every year subject to a review.
The scheme aims at recognizing merit and seniority and rewarding employees for their
recognizable performance and contribution to the organization.

1
CMD/IO/020/89 dated 09 Dec 1989

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The scheme operates within the limits of the existing promotional avenues provided in
the pay structure for various categories of staff and it extends up to the highest level in
the Staff category.
These Promotions Rules are not based on vacancies.
It provides opportunities for staff to acquire higher qualifications and thereby qualify
themselves for progressive promotions to higher grade / grades. The qualifications
which are recognized for granting cash awards will also be recognized as higher
qualifications for awarding additional marks under this Promotion Procedure.
It provides opportunities to staff to acquire versatility through mobility and inter-
changeability.
It aims at promoting and sustaining high morale of staff-members by informing them of
the career prospects available in the organization and the manner in which such career
prospects are extended.
The scheme provides for different levels of responsibilities and duties appropriate to
the grade and the promotions of staff would depend upon the performance in the lower
level and the organizational needs as determined by the Management.2
Method of Selection3
(i) The candidates will have to appear for trade test / competency test
conducted by a Committee appointed for the purpose. Assessment will be for
20 marks.
(ii) The Departmental Promotion Committee / Assessment Committee will
also interview the candidate for assessment for 20 marks.
(iii) The ACRS for the last 3 years as well as seniority factors (Total 200
marks) will be assessed for 60 marks.

(iv) The employees should secure 50% in each of the above factors and
overall 60 marks out of 100 to be eligible for promotion to the next higher
grade.
(v) There will be no merit rating form for employees equivalent to class IV
Govt. employees i.e. Office Attendants, Security Guards, Drivers etc., The
promotions in these categories will be considered taking into consideration the
following factors:
Seniority will include factors mentioned below
(To be evaluated for a total of 80 marks)
Service in the grade 50 marks
Qualification 10 marks
Punctuality 5 marks
Leave taking 5 marks
Record of Service 10 marks

2
CMD/IO/020/89 dated 09 Dec 1989
3
PD/SC/3300/1/91 dated 16 Sep 1991
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(vi) The marks to be awarded by the DPC at 8.4.10. – (i) and (ii) above will
remain unchanged and to qualify, they are required to secure 50% marks
under each count.

Constitution of DPC4. The DPC for considering promotions will be constituted as under
with approval of the Competent Authority:
(i) Concerned Dy. General Manager (where Dy.GM is not available
concerned Sr. Manager)
(ii) Another Sr. Manager.

(iii) Representative from Training / Inspection / QC dept. / any other officer of

the rank of Dy Gen. Manager / Sr. Manager as suggested by AGM (HR).

(iv) Representative from HR Division.

(v) SC / ST Representative whenever necessary

General
(i) The promotions affected will be subject to 6 months’ probation and other
usual conditions.

(ii) There will be no resultant vacancies for the promotions effected under
this scheme.

(iii) The staff-member who got promotion under this scheme will have to also
carry out the duties of the lower post in addition to their assigned duties.
(iv) The practices to be followed by supervisory staff are as listed in
Annexure 8.1

8.5. Evaluation Criteria

8.5.1. The promotion of staff from one grade to next higher grade will be considered
on the basis of the evaluation system, as enumerated below5:

(i) Service in the grade 50 marks

(ii) Qualification 10 marks
(iii)Punctuality 5 marks
(iv) Leave taking 5 marks
(v) Record of Service 10 marks
Performance Rating
(vi) 120 marks
(Average of preceding 3 years)
TOTAL : 200 Marks

4
CMD/IO/3300/15/88 dated 06 Oct 1988
5
MOS dated 08 Aug 1977 on promotion procedure for monthly paid staff

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8.5.1.1. Service in the Grade. 2 marks will be allotted for every completed year of
service in the present grade subject to a maximum of 50 marks.

8.5.1.2 Qualifications. Maximum 10 marks will be awarded for different levels of

qualifications separately for Technical and Non-Technical categories, as indicated
below:

Technical
(a) Graduate 10 marks
(b) Diploma Holder (LME / LCE / LEE) 5 marks
(c) Fitter Structural / C&G diploma / ITI with 3 marks
Hindustan Shipyard Training or equivalent
(d) ITI or equivalent 2 marks
(e) Trade Apprenticeship or equivalent 2 marks
Non – Technical
(a) Graduate with professional qualifications i.e. CA, 10 marks
AICWA and Company Secretary’s course and
the other professional qualifications recognized
under
the ‘Cash Awards Scheme’ from time to time
(b) Graduate 5 marks
(c) Matric with professional qualification(as in the 3 marks
case drivers etc where certain statutory licenses
/ certificates are required for induction)
(d) Non-matric with professional qualification (as in 2 marks
the case drivers etc where certain statutory
licenses / certificates are required for induction)
(e) Intermediate / Matric 1 mark

Punctuality. Maximum 5 marks will be awarded for a clean record of punctuality

in attending to duty, which should be reduced in case of defaulters as Follows:
1st warning Deduct 2 marks
nd
2 warning Deduct 3 marks
rd
3 warning (Final) Deduct 5 marks

Leave Taking. Maximum 5 marks will be awarded for regular attendance, which would
be reduced for habitual absentees as follows:
1st warning Deduct 2 marks
nd
2 warning Deduct 3 marks
rd
3 Warning Deduct 4 marks
th
4 Warning Deduct 5 marks
The employee in the staff category who have absented on loss of pay for 25
days in a year on an average during the immediately preceding 3 years will not
be considered for promotion. However, the cases of accidents off duty or
sickness on LOP
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will be considered on merits of each case and the decision of the management will be
final.

Record of Service. Clean record of service will be awarded10 marks. However those
involved in commission of proved misconduct under clauses 15 (c), (d), (k) & (o) of the
Service Rules, which are reproduced hereunder, will not be considered for promotion
for a period of 3 years from the date of award of punishment.6
15 (c) “Theft, fraud or dishonesty in connection with the Company’s
business or property”
15 (d) “Taking or giving bribes or any illegal gratification what so ever”
15 (k) “Drunkenness”
15 (o) “Assaulting or abusing others in the premises of the under taking”
All those subject to disciplinary action involving proven misconduct (other than the
above clauses) will not be considered for promotion for a period of one year from the
date of award of punishment.6

Note

(a) For purpose of record of service, including cases covered under above clauses
15(c), (d),(k) and (o), warning / censure will not be considered as punishment, but will
result in reduction of marks as under
Warnings / Censure:
1st warning --- 2 marks
nd --- 4 marks
2 warning
rd --- 6 marks
3 warning
4th warning --- 10 marks
(b) If at the time of consideration for promotion, a case of misconduct is pending,
the staff member concerned will be considered for promotion and in case he is found
suitable, his promotion will be deferred till the case is disposed off. If he is found guilty
of misconduct he will be debarred from promotion. If he is cleared of the charges his
promotion will be effected with retrospective effect.

Performance Rating. Maximum 120 marks are allocated for performance rating which
is assed as per rating form (Appendix 8A) for all the categories of staff. The
Performance and qualities are assessed for 20 attributes each carrying maximum 6
marks. The marks will be allotted as under against each trait:

(a) Very Good 6 marks

(b) Good 5 marks
(c) Average 4 marks
(d) Below Average 2 marks

6
CMD/IO/14/80 dated 23 Jun 1980

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Following guidelines are applicable for Annual Performance Rating

(a) While assessing any trait as Below Average, appraisee is to be informed

in writing of the deficiencies observed during the assessment year. Copies of
such communications should be enclosed to the performance rating form.
Annual Performance Rating will be made for the calendar year. As it is a
common form for all categories of staff, items not applicable to any particular
category need not be filled in by the Reporting Officer stating “Not applicable”.

(b) Staff under consideration will be shown their performance reports and will
have the right of representation to higher authorities in case they are not
satisfied with their ratings.
(c) If a staff member works under more than one officer in a reporting year,
the reports will be obtained from all the reporting officers and the average will
be taken into consideration.7

8.6. Minimum Grade Service for Promotion

8.6.1. Promotion will be made from one grade to the next higher grade on completion
of the minimum specified required grade service in the lower grade, subject to the other
terms and conditions applicable under the relevant promotion schemes. The length of
grade service in respect of each category to become eligible for promotion to higher
grade is shown in the Appendix 8B separately for those who joined service prior to 01
Jan 2009 and for those who joined subsequently.
8
8.7. Staff to Officer Promotion Procedure
All staff (Technical & Non-Technical) in the pay scales of SR15 & SR14are
eligible for consideration for promotion to Officer cadre except Sr. Security
Inspectors and Sr. Fire Inspectors.
These promotions are linked to availability of vacancies in the Officers’ cadre and
are subject to rules of reservation as per Govt. directives from time to time.
In the case of clerical staff and other eligible non-technical staff, the promotions
will be considered to the Junior Manager grade (E0). The promotions from
Supervisor or equivalent posts will be to the Asst. Manager grade (E1).
The number of posts for operation in respect of each department in technical
areas would be determined based on the vacancies arisen in the department vis-
à-vis the organizational needs (Annexure 8.2)
In case of Sr. Assistants and equivalent posts, determination of the number of
posts for operation will be based on vacancies arisen in various functional areas
vis-à- vis organizational needs, treating the yard as one unit (Annexure 8.2).9

7
MOS dated 08 Aug 1977 on promotion procedure for monthly paid staff
8
Manager (Personnel & Legal) letter no: PD/EC/005/01/99 dated 16 Aug 1999
9
CMD/IO/3/80 dated 08 Jan 1980

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For purpose of determining the zone of consideration, the vacancies arising up to the
month preceding the month in which the approval of the Competent Authority is
obtained will be taken into consideration.
Under the above procedure, 50% of vacancies will be filled by internal promotion while
50% are earmarked for direct recruitment.10
Eligibility Criteria
(i) An employee should have minimum 2 years’ service in the lower grade,
as on the date of approval of the Competent Authority to fill up the vacancies
to be eligible for promotion.

(ii) Eligibility will be reckoned or taken into account only if attained earlier to
the date of approval of the operation of the vacancy / post and if within the
zone of consideration.
(iii) Zone of consideration is 1:4 i.e. for every one vacancy four candidates in
the order of seniority in the grade (date of promotion to the grade) will be
considered. If there is tie in grade seniority, the seniority will be decided taking
into consideration the service in the immediate lower grades.
(iv) In determining the zone of consideration in case of Technical posts,
seniority in the grade will be reckoned departmentally. However, in case of
Non- Technical posts the seniority in the grade will be reckoned taking the
Shipyard as one unit.
(v) For consideration of promotion, the performance as assessed during the
immediately preceding 3 years will be taken into account.

(vi) The average of ACR marks for the last 3 years plus marks for seniority
factors (Total 200 marks) will be reckoned for 60 marks.
(vii) DPC will assess the suitability of the candidate by an interview for 40
marks.

(viii) The staff member should get a minimum of 50% marks in performance
rating, and 50% in overall for consideration for promotion.

(ix) The promotion will be made in the order of highest percentage of marks.
In the case of SC / ST candidates the qualifying marks is relaxed to 45%.

Constitution of DPC
The DPC will be constituted with the following officers after approval of the Competent
Authority. A Director / concerned GM in the absence of Director will always head the
Departmental Promotion Committee.
(a) Concerned or nominated Director / Directors.
(b) Concerned General Manager / Dy. Gen. Manager.

10
PD/SC/3300/01/2010 dated 05 Feb 2010 (The policy of reserving a certain percentage of officer vacancies for
filling up by promotion of staff is presently under review. Final decision will be taken in consultation with the
recognised union)

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(c) Another General Manager.

(d) General Manager / Dy. Gen. Manager (HR)
(e) Representative of SC/ST whenever necessary

11
8.8. Stagnation Relief Promotion Scheme

In order to alleviate stagnation levels of staff in SR-14 and SR-15 grades a

“Stagnation Relief Promotion Scheme” has been introduced with effect from 26th
Oct 2013. The salient features of the scheme are as follows:
(i) Those staff due for superannuation and stagnating without promotion to
E-0 or E-1 grades for more than 10 years will be considered for promotion under
the scheme.
(ii) The stagnation period of 10 years will be reckoned as on three months
prior to their date of superannuation.
(iii) The staff members should fulfil all the conditions stipulated in the extant
approved promotion procedure for consideration of promotion as officer.
(iv) The system of functional area wise / department wise consideration will
not be applicable in their cases as they will be elevated insitu.

(v) Supervisors or equivalents in SR-15 scale in technical cadres will be

promoted as Asst. Managers (E-1).
(vi) Non-Technical staff in SR-14 and SR-15 scales will be promoted as
Junior Managers (E-0).

(vii) The promotions under this scheme will be effected without any DPC and
will be only for a maximum duration of 3 months just before their
superannuation.

(viii) The vacancies for the promotions under the scheme will be regulated
within the overall available vacancies for Staff to Officers promotion.
(ix) The above scheme will be in force until 31st Dec 2017 and will be subject
to further renewal thereafter.12

(x) Director (CP & P) is the competent authority to approve the Monthly
Stagnation Promotions under the scheme.13

8.9. Refusal of Promotion 14

Whenever an employee refuses promotion for any reason, he will not be
considered for promotion again for one year from the date of such refusal.
Employees refusing promotions will lose their seniority vis-a-vis his erstwhile
juniors promoted to
11
C&MD IO No.000012/073/2013 dated 26 Oct 2013
12
Office Order No. HR/ES-S/3200/57/2015 dated 08 Oct 2015
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13
C&MD IO No.000012/073/2013 dated 26 Oct 2013
14
CMD IO No. CMD/IO/06/80 dated 25 Feb 1980

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higher grade prior to him. Thus if an employee refuses promotion in his own turn. Loss
of seniority is inherent in such refusal.

Similarly, employees refusing to act in higher posts in leave vacancies etc., will not be
considered either for promotion, regular or officiating or for special assignments
including Training for a period of one year from the date of such refusal.

If the employee refuses promotion second time in succession he will not be considered
for promotion/specialised training for 3 years from the date of second refusal.

8.10. Reservation
8.10.1. The promotion from staff to staff is time bound and not against vacancies.
Hence reservations are not applicable. The same rule is applicable to staff to officers
promotions under stagnation relief promotion scheme.

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8.11. Promotion Rules for Workmen

This promotion procedure covers promotions amongst workmen from one grade
to another higher grade and from workmen to staff cadre.

Promotion Channels: The following are the promotion channels in operation

for workmen:
For those recruited prior to 1 Jan 200915,16,17

Span
Promotion Channel Remarks
Yrs
Unskilled (W1/WR5) to Semi-
3 Not applicable for welders
Skilled (W2/WR6)
For Welders
Semi-Skilled (W2/WR6) to
3 Semi-Skilled (W2/WR6) to
Skilled TM II (W3/WR7)
Skilled TM II (W4/WR8)
TM II (W3/WR7) to TM II (W4/WR8) to
7
TMI (W5/WR9) TM I (W6/WR10)
TMI (W5/WR9) to TM I (W6/WR10) to
5
MTM (W7/WR11) MTM (W7/WR11)
MTM (W7/WR11) to
8
Sr.MTM (W8/WR12)
For those recruited on or after 01 Jan 2009,

Span
Promotion Channel Remarks
Yrs
Labourer (Unskilled) (WR1) to Not applicable for
3
Semi- Skilled (WR2) Welders
For other trades For Welders
Semi-Skilled (WR2) to Semi-Skilled (WR2) to
3
Semi-Skilled Gr.3 (WR3) Semi-Skilled Gr. 3 (WR4)
Semi-Skilled Gr. 3(WR4)
Semi-Skilled Gr.3 (WR3) to 3
to
Semi-Skilled Gr.2 (WR5)
Semi-Skilled Gr.2 (WR6)
Semi-Skilled GR.2 (WR5) to Semi-Skilled Gr. 2 (WR6)
3
Tradesman -2(WR7) toTradesman-2 (WR8)
Tradesman-2 (WR7) 7 Tradesman-2 (WR8)
toTradesman-1 (WR9) toTradesman-1(WR10)
Tradesman-1 (WR9) to Tradesman-1 (WR10) to
5
MTM (WR11) MTM(WR11)
MTM (WR11) to SR MTM
MTM (WR11) to Sr. MTM (WR12) 8
(WR12)

15
SGM IO No. PD/SC/3300/01/2010 dated 05 Feb 2010
16
DM(WC) note dated 03 Sep 1993
17
DGM(P) IO No.WC/IO/03/88 dated 24 Dec 1988

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General Guidelines.

(a) Promotions from one category to another category among workmen will
be considered once in a year on a time bound basis without linking to
vacancies.

(b) However, promotion of eligible workmen to the post of Asst. Supervisors

is subject to availability of vacancies and reservations for SC / ST / PH
categories as per the Government Rules.

(c) Promotions in all the above cases are subject to passing of trade test /
interview and suitability of the candidate for promotion, determined in the
manner laid down in these rules.

(d) At the time of commencement of the test, if a case of misconduct is

pending, the worker will be tested, but in case he is found suitable, his
promotion will be deferred till the case is disposed of. If he is found guilty of the
misconduct and punished (other than warning), his case will not be considered
for promotion.18

(e) If he is cleared from the charges, his promotion will be effected with
retrospective effect from the due date of promotion along with his peers. (This
is applicable for promotion of workmen to workmen posts and from workmen to
Asst. Supervisor posts)

(f) If a worker is suspended or otherwise punished (other than ‘warning’) for

any misconduct, he will not be considered for promotion for one year, i.e., the
record for 12 months preceding the date of test / promotion will be taken into
consideration.19

(g) Eligible workmen will be intimated 15 days in advance to attend the test /
interview through a circular placed in the Notice Boards with a copy to the
individuals concerned. In the event of failure to attend the test / interview, the
workmen concerned will be given one more opportunity to attend the same with
one weeks’ notice. If the workman does not attend the test / interview even on
the second occasion, the test / interview will be conducted and the workman
concerned will forfeit the promotion chance for that year.

(h) As far as possible, the entire formalities of test / interview will be

completed in a time-bound manner i.e. 8 weeks from the date of
commencement of tests.

(i) Test / Interview for promotion of Unskilled Workers (WR-1) to Mate (WR-
2) and WR-2 to WR3/4, WR3/4 to WR5/6, WR5/6 to WR7/8(Tradesman-II)
categories will be conducted once in a year during February / March.

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 18
MOS dated 28 Apr 1977
19
DGM(P) IO No. WC/IO/03/88 dated 24 Dec 1988

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(j) Test/Interview for promotion from Tradesman-II (WR7/8) to Tradesman-I

(WR9/10), Tradesman-I (WR9/10) to MTM (WR-11) and MTM (WR-11) to
Sr.MTM (WR-12) posts will be held once in a year during September / October.

(k) Workers who acquired the qualification of Diploma or Degree in

Engineering will be considered for appointment to higher posts provided they
satisfy the minimum requirements of such posts and apply for the same, on par
with external candidates whenever direct recruitment is resorted to such
posts.20

Evaluation Criteria.
Allocation of maximum marks for evaluation of different attributes for promotion
of workmen from one category to another is given below:

TM-I /
Unskilled Semi- MTM
TM II MTM/ Sr.
Sl. to Skilled TM-I to to
Attribute to MTM to
No Semi- to MTM Sr.
TM-I Asst Sup
Skilled TM-II MTM
(SR13)
i) Service in the 15 15 10 10 10 15
grade21
ii) Qualification 10 10 10 10 10 10
iii) Attendance 10 10 10 10 10 10
iv) Record of 15 15 10 10 10 15
Service
v) Trade Test / 30+20 30+20 20+10 30+10 30+10 30+20
Interview21,22,23
vi) Other -- -- 30 -- -- --
traits(Refer
para 8.11.5
(vi) for details
vii) Merit rating -- -- -- 20 20 --
100 100 100 100 100 100

Note: A workmen who secure 60% of marks and above out of 100 will be eligible
for promotion

20
CM(P) Circular dated 06 Dec 1977
21
MoS dated 28 Apr 1977
22
GM(P&A) circular dated 04 Feb 1984
23
DGM (P&T)’s Cir dt. 04 Jan 1992
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Detailed guidelines for evaluation are delineated below:

(i) Service in the grade.

(a) For promotion from Unskilled to Semi-Skilled, and from Semi-Skilled to
Tradesmen-II categories, two marks are to be allotted for each completed
year of service in the present grade.

(b) For promotions from Tradesmen-I to MTM, and from MTM to Sr. MTM,
one mark will be allotted for each completed year of service in the present
grade.

(c) For promotion from Tradesmen-II to Tradesmen-I and from Tradesmen-I /

MTM / Sr. MTM to Asst. Supervisor, one mark will be allotted for each
completed year of service in the present grades.

(ii) Qualifications.

For promotions from unskilled to Semi-Skilled:

(a) Pass in Matriculation or equivalent 10 marks

(b) Others including those who can read and write mother- 7 marks
tongue

For promotions from Semi-Skilled to higher categories:

(a) Fitter Structural / C&G Diploma / ITI with Shipyard Training 10 marks
or equivalent
(b) ITI or equivalent 7 marks
(c) Trade Apprenticeship or equivalent 5 marks
(d) Others including those who can read and write mother
3 marks
tongue

(iii) Attendance.

(a) If a worker earns full Earned Leave of 30 days 10 marks

(b) If a worker does not earn full Earned Leave of 30 days 4 marks

(For this purpose, a minimum of 200 days attendance will be taken. Those
whose attendance is less than 200 days, will not earn any marks)

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(iv) Record of Service.

Unskilled to
Tradesmen to
Sl Semi- TM-II to TM-I /
Record Asst.
No Skilled&Semi- TM-I To MTM &
Supervisor
Skilled to MTM to Sr. MTM
(SR13)
Tradesmen-II
Clean
a) 15 marks 10 marks 15 marks
Record
First
b) 10 marks 8 marks 10 marks
Warning
Second
c) 8 marks 6 marks 8 marks
Warning
Third
d) 5 marks 4 marks 5 marks
Warning

(v) Test / Interview.

Practical
Sl. Theory
For promotion from (Trade Total
No (Interview)
Test)
a) Unskilled to Semi-Skilled;
Semi-Skilled to Skilled 20 30 50
b) Semi-Skilled to TM-II
c) TM-II to TM-I 10 20 30
d) TM-I to MTM & MTM to Sr. MTM 10 30 40
e) TM-I / MTM / Sr.MTM to
Asst. Supervisor (SR13) 20 30 50

(vi) Other Traits. The norms for awarding 30 Marks for other Traits by the
Head of the Department for promotion from TM-II to TM-I are as shown
below;
Time keeping at work-spot - 6 marks;
Performance on job -10 marks;
Observation of safety precautions -3 marks;
Cost Consciousness -3 marks;
Attitude & Behaviour at work -5 marks;
Care for tools used -3 marks.

(vii) Merit Rating. The marks reflected in the Annual Performance Rating
forms (Annexure 8.3) will be reckoned for 20 marks for promotions from
TM-
1 to MTM and MTM to Sr. MTM. The rating form will be taken into
consideration for preceding one year from the due date of eligibility of
promotion i.e. 01 Oct every year.

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Following rules apply for promotion of workmen to the post of Asst.

Supervisor24,25

(a) Tradesmen-I (WR9/10) / Master Tradesmen (WR11) / Sr. Master

Tradesman (WR12) are eligible for promotion to the posts of Asst.
Supervisors (SR13) or equivalent subject to minimum 2 years grade service
as Tradesman-I, against vacancies earmarked for promotion, subject to
reservations and suitability etc.

(b) 50% of vacancies in Asst. Supervisor Cadre will be filled by internal

promotion and the remaining 50% of the posts will be filled through Direct
Recruitment by following the selection procedure.

(c) Promotions will be made against available vacancies in the order of

percentage of marks scored subject to a minimum of 60% of marks overall i.e.
minimum 60 marks out of 100 for different attributes. If equal marks are
scored by more than one worker, then the senior worker is to be promoted.

(d) The promotions are subject to reservations for SC / ST and PH

candidates. In case of SC / ST candidates, the qualifying mark is relaxed to
55%.

8.12. Constitution of DPCs26

The Departmental Promotion Committee (DPC) for conducting tests / interview
will be constituted as under
For promotion from Unskilled to Semi-skilled
Dy. Manager of concerned department.
Representative from Training / Inspection / QC Dept.
Representative from HR Organization
An officer from the SC / ST category
Semi-Skilled to Tradesman-II (skilled)
Sr. Manager / Manager of the concerned department
Manager / Dy. Manager of another department
Representative from Training / Inspection / QC Dept. / any other officer as
suggested by AGM (P&A)
Representative from HR Division
An officer from the SC / ST category

24
SGM’s IO No. PD/SC/3300/01/2010 dated 05 Feb 2010
25
DGM (P&A);s Office Order No PD/3200/220/82 dated 30 Apr 1982

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26
CMD IO No. CMD/IO/3300/015/88 dated 06 Oct 1988

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Tradesman-II to Tradesman-I
Sr. Manager / Manager of concerned department
Manager / Dy. Manager of another department
Representative from Training / Quality Department / Inspection. / Any other
officer as suggested by GM (HR)
Representative from HR Division
An officer from the SC / ST category

Tradesman-I to MTM & MTM to Sr. MTM.

DGM of the concerned department (where DGM is not available, concerned Sr.
Manager)
Sr. Manager of another department
Representative from Training / Quality Department / Inspection / any other
officer as suggested by GM (HR) of the rank of DGM / Sr. Manager
Representative from HR Division
An officer from the SC / ST category

Workmen to Asst. Supervisor (Staff)

Concerned DGM (where DGM is not available, Sr. Manager)
Sr. Manager of another department
Representative from Training / Inspection / QC / Any other officer as suggested
by GM (HR) of the rank of DGM / Sr. Manager
Representative from HR Division
An officer from SC / ST category
An SC / ST Representative will be associated on the selection committees
wherever a reserved post is filled-in or even if there is no reserved post but an
SC
/ ST candidate is appearing for interview.

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Annexure 8.1
(Refer para 8.4.12 (iv))

PRACTICES TO BE FOLLOWED BY SUPERVISORY STAFF27

(a) The staff members will be present in the work spot even before the workmen
arrive on the work post at the beginning of the shift.
(b) To cooperate in completion of the work schedules as fixed by PP&PM.
(c) To assist the quality control in conducting the surveys even during the lunch
recess without claiming for any compensation.
(d) Supply of available materials to the workmen to the extent possible.
(e) If any staff member applies leave, the responsibility of posting and giving
allocation to the workmen attached to that particular staff member will be looked
after by other staff members in addition to their duties, even without their
concerned officers informing them to do so.
(f) To ensure proper utilization of the materials viz. welding rods, cables, Gauges
etc., including the up-keep of the same and record keeping of the consumption
pattern and other data.
(g) To maintain strict discipline coupled with good work culture in order to strive for
better production and productivity.
(h) In essential circumstances the movement of the files will also be undertaken by
the staff members.
(i) Supervisors/Asst. Supervisors on the production floor should cooperate to make
necessary entries in the allocation sheets/job cards as and when they are
introduced giving clearly the feedback on the progress achieved against each
job.
(j) To take charge of his men and to shape the attitude that motivates employees
towards better performance on their jobs.
(k) He should report in writing any breach of discipline or misuse of time and
facilities by his men.
(l) He should be responsible for good house-keeping.
(m) He should be responsible for observing safe work practices and safety measures.
(n) To allocate work to the workmen and ensure the workmen allocated are actually
at work, and constructively engaged in work.
(o) To ensure that the workmen observe rules of conduct and show proper behavior
and decorum in the work place.
(p) To recommend to superiors for improvement in work and work environment.
(q) To take necessary steps to secure good quality of products and service.
(r) To coordinate his work in such a way as to meet the needs and targets of the
department economically.
(s) To take particular care to see that he sets an example and provide leadership
worthy of emulation by his work group.

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 27
CMD/IO/020/89 dated 09 Dec 1989

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Appendix8A
(Refer para 8.5.1.6.)

HINDUSTAN SHIPYARD LIMITED:: VISAKHAPTNAM-5

ANNUAL PERFORMANCE RATING FORM

Part-‘A’

1. Report on Shri

for the period from to

Designation Department

2. Date of birth and age :

3. Date of entry into service :

4. Present grade :

5. Present Pay :

6. Date of continuous appointment :

in the present grade

7. Completed years of service : (50 marks at 2 marks per year)

in the present grade

8. A) Qualifications : (10 marks)

B) Additional qualifications :

Acquired during the

Assessment year. If so when

Acquired

9. Punctuality : (5 marks)

10. Leave taking : (5 marks)

i)

ii)

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iii) i

v)

11. Record of service : (10 marks)

12. Total marks for 80 :

(Items 1 to 12 to be filled in by HR Dept.)

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Name :

Code No.

PART - ‘B’
Very good : 6marks

Good : 5marks

Average : 4marks

Below Average : 2marks

(For assessing any trait as ‘below average’, individuals have to be informed in writing of the deficiencies
during the assessment year. Copies of such communications should be enclosed)

ASSESSMENT BY THE REPORTING OFFICERS

Very Good Average Below
good average

6 marks 5 4 marks 2 marks

marks

A 1) Maintenance of good personal relations with

. colleagues and others
2) Tact in dealing with his superiors and others
B 1) Knowledge of his job, its rules and procedures
.
2) Intelligence keenness and industry towards work
3) Dependability in work
4) Ability to manage his work speedily and
effectively
5) Readiness to accept new idea/ methods
6) Aptitude to learn
7) Ability to maintain files registers, other
documents tools and instruments relating to his
job up-to date properly and nearly
C 1) Ability to motivate train and guide others
.
2) capacity to control those working under him and
get the best out of them

3) Capacity to anticipate delay and difficulties in

work and make suggestions or take remedial
measures

4) Ability to plan his work

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5) Keeping up targets set by his superior

D 1) Expression – oral

2) Expression – written

E 1) Amenability to discipline

2) Loyalty

3) Conduct and manners

4) Devotion to duty

(Items not applicable to any category need not be filled)

F. Integrity:

(Please state whether his / her

Integrity is beyond doubt.

If anything adverse has come

to your notice specify)

Date : Signature and designation of

the Assessing Officer

Date : Signature and designation of

the Reviewing officer

Date : Signature of Department Head

(Accepting officer)

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Appendix 8B
(Ref para 8.6.1)

Minimum eligibility and Number of years of Grade Service fixed

For qualified and non-qualified candidates for considering promotions
Under Progressive Promotion Procedure for Staff
Applicable to Those Appointed Prior to 01 Jan 200928,29:

Sl. Post Qualified Non- Minimum No. of years of

No. qualified service in the grade
Qualified Non-qualified
1. Asst. Supervisor (SR 13) to Supervisor (SR15) i) Degree in Engg. Others i) 3ii) 4 6
ii) Diploma in Engg.
2. Electronic Mechanic / Refrigeration Mechanic / Operator Mechanical iii) ITI with Training in HSL or iii) 5
(SR13) to Supervisor cadre (SR15) SWS / FS Training in HSL

3. Operator Electrical (SR13) to Sr.OperatorElectrical(SR15)

4. Jr. Assistant (SR10) to Graduate from a recognized - do - 4 6
Assistant(SR12) Institute
Assistant (SR12) to - do - 4 6
Sr. Assistant (SR14)
5. Jr. Stenographer (SR10) to Stenographer (SR12) PUC / Inter with Type-writing Others 4 6
Higher & Shorthand Lower
Stenographer (SR12) to - do - - do - 4 6
Sr. Stenographer (SR14)

28
PD/SC/3300/01/2010 dated 05 Feb 2010
29
CMD/IO/020/89 dated 09 Dec 1989

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6. Jr. Typist / Telex Operator –Gr II (SR10) to PUC / Inter with Type-writing Others 4 6
Typist / Telex Operator Gr I (SR12) Higher; Telex Operator should
possess a certificate in Telex
Operator course
Typist / Telex Operator Gr I (SR12) to - do - - do - 4 6
Sr. Typist / Sr Telex Operator (SR14)
7. Jr. Security Inspector (SR10) to Security Inspector (SR12) Graduate Others 4 6
Security Inspector (SR12) to Sr. Security Inspector (SR14) - do - - do - 4 6
8. Jr. Fire Inspector (SR10) to Graduate with basic fire service Under- 4 6
Fire Inspector (SR 12) course from a recognized fire graduate
service school with
basic fire
service
course
from a
recogniz
ed fire
service
school
Fire Inspector to (SR12) Sr. Fire Inspector (SR14) - do - - do - 4 6
9. Sanitary Supervisor (SR10) to SSC / Matric with Diploma in Others 4 6
Jr. Sanitary Inspector (SR12) Sanitary Inspector’s Course
from a recognized Institute
Jr. Sanitary Inspector (SR12) to - do - - do - 4 6
Sanitary Inspector (SR14)
Sanitary Inspector (SR14) to - do - - do - 6 8
Sr. Sanitary Inspector (SR15)
NB 1 Candidates with ITI with training in HSL or FS / SWS training in HSL qualification in Group will be treated as semi-qualified and will be eligible for promotion
one year earlier than “Others” i.e. non-qualified candidates.
NB2 The training period of Staff trainees (Technical / Non-Technical) will be reckoned as grade service for determining eligibility for considering promotion under
the promotion policy30,31

30
PD/SC/3300/1/91 dated 16 Sep 1991
31
C&MD’s approval dated 23 Jun 2015 on “Creation of promotional avenues to 18 staff members recruited / regularized after implementation of wage revision”

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10. Ayah to Sr. Ayah VIII Std. passed Nil 5 7

Sr. Ayah to Sr. Ayah Gr-I (SR8) - do - - do - 10 10
Serang (Launches) Grade-I (SR10) to Sr. Serang (Launches) (SR11) Certificate of competency as Nil 10 10
Serang of a Motor vessel having
Engine less than 226 BHP
issued by MMD
Khalasi (Launches) Gr.I / Greaser Launches to Sr. Khalasi (Launches) Matric Others 10 10
Sr. Nursing Orderly to III Form or its equivalent with - do - 6 8
Head Nursing Orderly First Aid training in any Govt. /
Semi-Govt. / Recognized
Institute -
Head Nursing Orderly (SR9) to Head Nursing Orderly Gr.I (SR10) - do - - do - 10 10
11. Security Guard to Matric / SSC - do - 5 7
Sr. Security Guard
Sr. Security Guard to - do - - do - 5 7
Head Guard
Head Guard (SR9) / Head Guard Gr.I (SR10) - do - - do - 10 10
Head Cook (SR8) to Head Cook Gr.I (SR9) VIII Std. passed or its equivalent - do - 10 10
Sr. Vendor (SR7) to Sr. Vendor Gr.I (SR8) VIII Std. passed - do - 10 10
12. Asst. Fireman to Fireman - do - 2* 2*
Matric / SSC with certificate of
(*Subject to completion of prescribed
training in Fire Service
training and other factors)
13. Fireman to Leading Fireman Matric / SSC with certificate of Others 5 7
training in Fire Service
Leading Fireman (SR9) to Leading Fireman Gr.I (SR10) Matric / SSC with certificate of Others 10 10
training in Fire Service
14. Office Attendant to VIII Std. passed - do - 5 7
Sr. Office Attendant
Sr. Office Attendant to - do - - do - 7 9
Daffedar
Daffedar (SR9) to Sr. Daffedar (SR10) - do - - do - 10 10
15 Leading Printer (SR12) to Leading Printer Gr.I (SR13) Matric / SSC - do - 10 10

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16 Head Driver to Leadsman (Driving) VIII Std. passed with Heavy and - do - 7 9
Light Motor Vehicle License
Leadsman (Driving) (SR12) to Leadsman (Driving) Gr.I (SR13) - do - - do - 10 10
17 Xerox Operator Gr.I (SR10) to Sr. Xerox Operator (SR11) SSC/Matriculation or its - do - 10 10
equivalent and working
knowledge of Xerox machine
18 Radiographer cum Dark Room Asst(Medical) Gr.I (SR14) to Sr. PUC/Inter with certificate in - do - 10 10
Radiographer cum Dark Room Asst(Medical) (SR15) Radiological Asst. course granted
by recognized teaching Medical
Institution or its equivalent
19 Technician (Medical) Gr.I (SR12) to Sr. Technician (Medical) (SR13) Intermediate with Science group - do - 10 10
and certificate of clinical
laboratory Technician course
conducted by Andhra Medical
College or its equivalent

APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for
Induction Posts
JR. FIREMAN GR IV SSC with prescribed
JR FR MAN GR III physical standards and
JR FR MAN GR II 1 yr. experience /
JR FR MAN GR I training in firefighting in
FR MAN a major industrial
LD FR MAN concern
SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Reqd.
SR1 Rs. 6600-13100 JR FR MAN GR III SR2 - Rs 6970-13700 3 Yrs
SR2 - Rs 6970-13700 JR FR MAN GR II SR4 - Rs 7650-15300 3 Yrs
SR4 - Rs 7650-15300 JR FR MAN GR I SR5 - Rs 8650-18740 3 Yrs
SR5 - Rs 8650-18740 FR MAN SR8 - Rs 9640-22000 2 Yrs
SR8 - Rs 9640-22000 LD FR MAN SR9 - Rs 10000-22920 5 Yrs
SR9 - Rs 10000-22920 LD FR MAN GR I SR10 -Rs 10360-23940 10 Yrs

CANT MAINT GR VII SSC with 2 yrs. SR1 Rs. 6600-13100 CANT MAINT GR VI SR2 - Rs 6970-13700 3 Yrs
CANT MAINT GR VI experience in any hotel SR2 - Rs 6970-13700 CANT MAINT GR V SR4 - Rs 7650-15300 3 Yrs
CANT MAINT GR V / canteen in similar SR4 - Rs 7650-15300 CANT MAINT GR IV SR5 - Rs 8650-18740 3 Yrs
CANT MAINT GR IV capacity SR5 - Rs 8650-18740 CANT MAINT GR III SR6 - Rs 8970-19930 5 Yrs

32
MOS dated 06 Feb 2014 on creation of promotional avenues to the incumbents of the newly created four pay scales in the wage revision

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
CANT MAINT GR III SR6 - Rs 8970-19930 CANT MAINT GR II SR7 - Rs. 9300-21880 5 Yrs
CANT MAINT GR II SR7 - Rs. 9300-21880 CANT MAINT GR I SR8 -Rs 9640-22000 10 Yrs

LAUNCH KHALASI GR VI SSC well versed with SR1 Rs. 6600-13100 L/ KHALASI GR V SR2 - Rs 6970-13700 3 Yrs
L/ KHALASI GR V swimming SR2 - Rs 6970-13700 L/ KHALASI GR IV SR5 - Rs 8650-18740 3 Yrs
L/ KHALASI GR IV SR5 - Rs 8650-18740 L/ KHALASI GR III SR6 - Rs 8970-19930 3 Yrs
L/ KHALASI GR III SR6 - Rs 8970-19930 L/ KHALASI GR II SR7 - Rs. 9300- 6 Yrs
L/ KHALASI GR II SR7 - Rs. 9300-21880 L/ KHALASI GR I 21880 10 Yrs
SR8 - Rs 9640-22000
MED ATDNT (AYAH) GR VI SSC with 2 yrs SR1 Rs. 6600-13100 MED ATDT (AYAH) GR V SR2 - Rs 6970-13700 3 Yrs
MED ATDT (AYAH) GR V experience in the line SR2 - Rs 6970-13700 MED ATDT (AYAH) GR IV SR5 - Rs 8650-18740 3 Yrs
MED ATDT (AYAH) GR IV preferably in Govt. SR5 - Rs 8650-18740 MED ATDT (AYAH) GR III SR6 - Rs 8970-19930 3 Yrs
MED ATDT (AYAH) GR III Hospital SR6 - Rs 8970-19930 MED ATDT (AYAH) GR II SR7 - Rs. 9300- 5 Yrs
MED ATDT (AYAH) GR II SR7 - Rs. 9300-21880 MED ATDT (AYAH) GR I 21880 10 Yrs
SR8 - Rs 9640-22000
JR. SEC. GUARD GR III SSC with prescribed SR1 - Rs 6600-13100 JR. SEC. GUARD GR II SR2 - Rs 6970-13700 3 Yrs
JR. SEC. GUARD GR II physical standards and SR2 - Rs 6970-13700 JR. SEC. GUARD GR I SR5 - Rs 8650-18740 3 Yrs
JR. SEC. GUARD GR I ex-serviceman SR5 - Rs 8650-18740 SECURITY GUARD SR7 - Rs. 9300-21880 3 Yrs
SECURITY GUARD SR7 - Rs. 9300-21880 SR SEC GUARD SR8 - Rs 9640-22000 5 Yrs
SR SEC GUARD SR8 - Rs 9640-22000 HD GUARD SR9 - Rs 10000- 5 Yrs
HD GUARD SR9 - Rs 10000-22920 HD GUARD GR I 22920 10 Yrs
SR10 -Rs 10360-23940
NURSG - ORD GR IV SSC with first-aid SR1 Rs. 6600-13100 NURSING - ORD GR III SR2 - Rs 6970-13700 3 yrs
NURSG - ORD GR III training certificate with SR2 - Rs 6970-13700 NURSING - ORD GR II SR5 - Rs 8650-18740 3 Yrs
NURSG - ORD GR II 2 yrs experience in the SR5 - Rs 8650-18740 NURSING - ORD GR I SR7 - Rs. 9300-21880 3 Yrs
NURSG ORD GR I line preferably in Govt. SR7 - Rs. 9300-21880 SR. NURSING - ORD SR8 - Rs 9640-22000 5 Yrs
SR. NURSG - ORD hospital SR8 - Rs 9640-22000 HD NURSING - ORD SR9 - Rs 10000- 6 Yrs
HD NURSG - ORD SR9 - Rs 10000-22920 HD NURSING - ORD GR I 22920 10 Yrs
SR10 -Rs 10360-23940

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
ATTENDANT GR SSC should be able to SR1 Rs. 6600-13100 ATTENDANT GR SR2 - Rs 6970-13700 3 Yrs
IVATTENDANT GR read and write English SR2 - Rs 6970-13700 IIIATTENDANT GR SR5 - Rs 8650-18740 3 Yrs
IIIATTENDANT GR in addition to local SR5 - Rs 8650-18740 IIATTENDANT GR I SR7 - Rs. 9300-21880 3 Yrs
IIATTENDANT GR I language SR7 - Rs. 9300-21880 SR ATTENDANT SR8 - Rs 9640-22000 5 Yrs
SR ATTENDANT SR8 - Rs 9640-22000 DAFFEDAR SR9 - Rs 10000-22920 7 Yrs
DAFFEDAR SR9 - Rs 10000-22920 SR DAFFEDAR SR10 -Rs 10360-23940 10 Yrs
COOK CUM VENDOR GR V SS with 5 yrs SR1 Rs. 6600-13100 COOK CUM VENDOR GR IV SR2 - Rs 6970-13700 3 Yrs
COOK CUM VENDOR GR IV experience in heavy SR2 - Rs 6970-13700 COOK CUM VENDOR GR III SR5 - Rs 8650-18740 3 Yrs
COOK CUM VENDOR GR III industrial canteen or SR5 - Rs 8650-18740 COOK CUM VENDOR GR II SR6 - Rs 8970-19930 3 Yrs
COOK CUM VENDOR GR II hotel SR6 - Rs 8970-19930 COOK CUM VENDOR GR I SR7 - Rs. 9300-21880 3 Yrs
COOK CUM VENDOR GR I SR7 - Rs. 9300-21880 HD COOK CUM VENDOR SR8 - Rs 9640-22000 5 Yrs
HD COOK CUM VENDOR SR8 - Rs 9640-22000 HD COOK CUM VENDOR GR I SR9 - Rs 10000-22920 10 Yrs

DRIVER GR V SSC with prescribed SR2 Rs. 6970-13700 DRIVER GR IV SR5 -Rs 8650-18740 3 Yrs
DRIVER GR IV vision 6/6 and have SR5 -Rs 8650-18740 DRIVER GR III SR7 - Rs 9300-21880 3 Yrs
DRIVER GR III normal colour vision SR7 - Rs 9300-21880 DRIVER GR II SR9 - Rs 10000-22920 3 Yrs
DRIVER GR II with Heavy and Light SR9 - Rs 10000-22920 DRIVER GR I SR10 - Rs 10360-23940 5 Yrs
DRIVER GR I Motor Vehicle license SR10 - Rs 10360-23940 HD DRIVER SR11 - Rs 10740-24880 5 Yrs
HD DRIVER and First aid certificate SR11 - Rs 10740-24880 LD MAN DRIVING SR12 - Rs 11140-28640 7 Yrs
LD MAN DRIVING SR12 - Rs 11140-28640 LD MAN DRIVING GR I SR13 - Rs 11540-29630 10 Yrs

PRINTER GR IV SSC with working SR2 Rs. 6970-13700 PRINTER GR III SR5 -Rs 8650-18740 3 Yrs
PRINTER GR III knowledge in Ammonia SR5 -Rs 8650-18740 PRINTER GR II SR7 - Rs 9300-21880 3 Yrs
PRINTER GR II process of blue printing SR7 - Rs 9300-21880 PRINTER GR I SR9 - Rs 10000-22920 3 Yrs
PRINTER GR I SR9 - Rs 10000-22920 SR PRINTER SR10 - Rs 10360-23940 5 Yrs
SR PRINTER SR10 - Rs 10360-23940 LD PRINTER SR12 - Rs 11140-28640 5 Yrs
LD PRINTER SR12 - Rs 11140-28640 LD PRINTER GR I SR13 - Rs 11540-29630 10 Yrs
MID WIFE GR IV Inter with cert. in mid- SR2 Rs. 6970-13700 MIDWIFE GR III SR5 -Rs 8650-18740 3 Yrs
MIDWIFE GR III wife or auxiliary nurse SR5 -Rs 8650-18740 MIDWIFE GR II SR7 - Rs 9300-21880 3 Yrs
MIDWIFE GR II or mid-wife training SR7 - Rs 9300-21880 MIDWIFE GR I SR9 - Rs 10000-22920 3 Yrs
MIDWIFE GR I from a recognised SR9 - Rs 10000-22920 SR MIDWIFE SR10 - Rs 10360-23940 5 Yrs
SR MIDWIFE SR10 - Rs 10360-23940 SR MIDWIFE GR I SR11 - Rs 10740-24880 10 Yrs

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
institute with 2yrs
experience

SERANG(LAUNCHES) GR-V SSC with certificate of SR2 Rs. 6970-13700 SERANG(LAUNCHES) GR-IV SR5 -Rs 8650-18740 3 Yrs
SERANG(LAUNCHES) GR- competency by MMD SR5 -Rs 8650-18740 SERANG(LAUNCHES) GR-III SR7 - Rs 9300-21880 3 Yrs
IV and 2yrs experience on SR7 - Rs 9300-21880 SERANG(LAUNCHES) GR-II SR9 - Rs 10000-22920 3 Yrs
SERANG(LAUNCHES) GR-III a motor launch of less SR9 - Rs 10000-22920 SERANG(LAUNCHES) GR-I SR10 - Rs 10360-23940 5 Yrs
SERANG(LAUNCHES) GR-II than 226 BHP SR10 - Rs 10360-23940 SR SERANG(LAUNCHES) SR11 - Rs 10740-24880 10 Yrs
SERANG(LAUNCHES) GR-I

II CLASS ME DRIVER GR V SSC with certificate of SR2 Rs. 6970-13700 II CLASS ME DRIVER GR IV SR5 -Rs 8650-18740 3 Yrs
competency by MMD SR7 - Rs 9300-21880
II CLASS ME DRIVER GR IV and 2yrs relevant SR5 -Rs 8650-18740 II CLASS ME DRIVER GR III 3 Yrs
experience on a motor SR7 - Rs 9300-21880 SR9 - Rs 10000-22920
II CLASS ME DRIVER GR III II CLASS ME DRIVER GR II 3 Yrs
launch of less than 226
SR9 - Rs 10000-22920 SR10 - Rs 10360-23940
II CLASS ME DRIVER GR II BHP II CLASS ME DRIVER GR I SR11 - Rs 10740-24880 5 Yrs
SR10 - Rs 10360-23940
II CLASS ME DRIVER GR I SR II CLASS ME DRIVER 10 Yrs

OFFICE ASST GR V First Class Degree in SR3 Rs. 7350-14400 OFFICE ASST. GR IV SR6 -Rs 8970-19930 3 Yrs
OFFICE ASST. GR IV Commerce, Science / SR6 -Rs 8970-19930 OFFICE ASST. GR III SR8 - Rs 9640-22000 3 Yrs
OFFICE ASST. GR III Business Mgt / Law SR8 - Rs 9640-22000 OFFICE ASST. GR II SR10 - Rs 10360-23940 3 Yrs
OFFICE ASST. GR II with knowledge in MS SR10 - Rs 10360-23940 OFFICE ASST. GR I SR12 - Rs 11140-28640 4 Yrs
OFFICE ASST. GR I office to be inducted as SR12 - Rs 11140-28640 SR OFFICE ASST. SR14 - Rs 11970-31390 4 Yrs
trainees

OFF.ASST (SECRTL) GRV Graduate with English SR3 Rs. 7350-14400 OFF. ASST (SEC) GR IV SR6 -Rs 8970-19930 3 Yrs
OFF. ASST (SEC) GR IV shorthand and work SR6 -Rs 8970-19930 OFF. ASST (SEC) GR III SR8 - Rs 9640-22000 3 Yrs
OFF. ASST (SEC) GR III experience in MS Office SR8 - Rs 9640-22000 OFF. ASST (SEC) GR II SR10 - Rs 10360-23940 3 Yrs

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
OFF. ASST (SEC) GR II SR10 - Rs 10360-23940 OFF. ASST (SEC) GR I SR12 - Rs 11140-28640 4 Yrs
OFF. ASST (SEC) GR I SR12 - Rs 11140-28640 SR OFF. ASST (SEC) SR14 - Rs 11970-31390 4 Yrs

JR SEC / FIRE INSP GR IV SECURITY: Graduate SR3 Rs. 7350-14400 JR SEC/ FR INSP GR III SR6 -Rs 8970-19930 3 Yrs
JR SEC/ FR INSP GR III with prescribed physical SR6 -Rs 8970-19930 JR SEC/ FR INSP GR II SR8 - Rs 9640-22000 3 Yrs
JR SEC/ FR INSP GR II standards and minimum SR8 - Rs 9640-22000 JR SEC/ FR INSP GR I SR10 - Rs 10360-23940 3 Yrs
JR SEC/ FR INSP GR I 10 yrs service in SR10 - Rs 10360-23940 SEC/ FR INSP SR12 - Rs 11140-28640 4 Yrs
SEC/ FR INSP defence forces and in SR12 - Rs 11140-28640 SR SEC/ FR INSP SR14 - Rs 11970-31390 4 Yrs
the rank of NCO before
discharge

FIRE SERVICE:
Graduate with sub-
officers course training
from a recognised Fire-
service institute

MED ASST (LAB) GR V Graduate with SR3 Rs. 7350-14400 MED ASST (LAB) GR IV SR6 -Rs 8970-19930 3 Yrs
MED ASST (LAB) GR IV certificate in clinical SR6 -Rs 8970-19930 MED ASST (LAB) GR III SR8 - Rs 9640-22000 3 Yrs
MED ASST (LAB) GR III laboratory technician SR8 - Rs 9640-22000 MED ASST (LAB) GR II SR10 - Rs 10360-23940 3 Yrs
MED ASST (LAB) GR II course by AMC or any SR10 - Rs 10360-23940 MED ASST (LAB) GR I SR12 - Rs 11140-28640 4 Yrs
MED ASST (LAB) GR I medical college in the SR12 - Rs 11140-28640 SR MED ASST (LAB) SR13 - Rs. 11540- 10 Yrs
state or equivalent with 29630
2 years’ experience

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
PHARMACIST GR IV Intermediate with SR3 Rs. 7350-14400 PHARMACIST GR III SR6 -Rs 8970-19930 3 Yrs
Diploma in pharmacy SR8 - Rs 9640-22000
PHARMACIST GR III and registration as SR6 -Rs 8970-19930 PHARMACIST GR II SR10 -Rs 10360-23940 3 Yrs
pharmacist from a SR8 - Rs 9640-22000
PHARMACIST GR II SR10 - Rs 10360-23940 PHARMACIST GR I SR12 -Rs 11140-28640 3 Yrs
recognised institute with
2 yrs. experience SR12 - Rs 11140-28640
PHARMACIST GR I SR PHARMACIST SR14 -Rs. 11970-1390 6 Yrs
SR14 - Rs. 11970-31390
SR PHARMACIST HD PHARMACIST SR15 -Rs. 12400-32140 8 Yrs
HD PHARMACIST HD PHARMACIST GR I 10 Yrs

SANITARY SUP. GR IV SSC with Diploma in SR3 Rs. 7350-14400 SAN. SUP GR III SR6 -Rs 8970-19930 3 Yrs
SAN. SUP GR III Sanitary inspector SR6 -Rs 8970-19930 SAN. SUP GR II SR8 - Rs 9640-22000 3 Yrs
SAN. SUP GR II course with 3 years’ SR8 - Rs 9640-22000 SAN. SUP GR I SR10 - Rs 10360-23940 3 Yrs
SAN. SUP GR I experience SR10 - Rs 10360-23940 JR SAN. INSP SR12 - Rs 11140-28640 4 Yrs
JR SAN. INSP SR12 - Rs 11140-28640 SAN INSP SR14 - Rs. 11970- 4 Yrs
SAN INSP SR14 - Rs. 11970-31390 SR SAN INSP 31390 6 Yrs
SR15 - Rs 12400-32140

CARE TAKER GR VII Graduate with 8 years’ SR3 Rs. 7350-14400 CARE TAKER GR VI SR5 -Rs 8650-18740 3 Yrs
CARE TAKER GR VI experience in a Guest SR5 -Rs 8650-18740 CARE TAKER GR V SR6 -Rs 8970-19930 3 Yrs
CARE TAKER GR V House or Canteen of SR6 -Rs 8970-19930 CARE TAKER GR IV SR8 - Rs 9640-22000 3 Yrs
CARE TAKER GR IV repute SR8 - Rs 9640-22000 CARE TAKER GR III SR10 - Rs 10360-23940 3 Yrs
CARE TAKER GR III SR10 - Rs 10360-23940 CARE TAKER GR II SR12 - Rs 11140-28640 4 Yrs
CARE TAKER GR II SR12 - Rs 11140-28640 CARE TAKER GR I SR13 - Rs 11540-29630 10 Yrs

JR QC ASST GR IV Diploma in Engineering SR4 Rs. 7650-15300 JR QC ASST GR III SR7 -Rs 9300-21880 3 Yrs
JR QC ASST GR III in Mechanical discipline SR7 -Rs 9300-21880 JR QC ASST GR II SR9 - Rs 10000-22920 3 Yrs
JR QC ASST GR II with 3 years’ SR9 - Rs 10000-22920 JR QC ASST GR I SR11 - Rs. 10740- 3 Yrs
JR QC ASST GR I experience SR11 - Rs. 10740-24880 QC ASST 24880 4 Yrs
QC ASST SR13 - Rs 11540-29630 SR QC ASST SR13 - Rs 11540-29630 5 Yrs
SR15 - Rs 12400-32140

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
DESIGNER GR-IV Diploma in Engineering SR4 Rs. 7650-15300 DESIGNER GR-III SR7 -Rs 9300-21880 3 Yrs
DESIGNER GR-III in Mechanical / SR7 -Rs 9300-21880 DESIGNER GR-II SR9 - Rs 10000-22920 3 Yrs
DESIGNER GR-II Electrical to be inducted SR9 - Rs 10000-22920 DESIGNER GR-I SR11 - Rs. 10740- 3 Yrs
DESIGNER GR-I as trainees SR11 -Rs. 10740-24880 DESIGNER 24880 4 Yrs
DESIGNER SR13 - Rs 11540-29630 SR DESIGNER SR13 - Rs 11540-29630 5 Yrs
SR15 - Rs 12400-32140

JR LAB ASST (QC) GR IV B.Sc with MPC / BiPC SR4 Rs. 7650-15300 JR LAB ASST (QC) GR III SR7 -Rs 9300-21880 3 Yrs
JR LAB ASST (QC) GR III with experience in SR7 -Rs 9300-21880 JR LAB ASST (QC) GR II SR9 - Rs 10000-22920 3 Yrs
JR LAB ASST (QC) GR II Analytical Laboratory SR9 - Rs 10000-22920 JR LAB ASST (QC) GR I SR11 - Rs. 10740- 3 Yrs
JR LAB ASST (QC) GR I SR11 - Rs. 10740-24880 LAB ASST (QC) 24880 4 Yrs
LAB ASST (QC) SR13 - Rs 11540-29630 SR LAB ASST (QC) SR13 - Rs 11540-29630 5 Yrs
SR15 - Rs 12400-32140
JR SUPERVISOR GR III Trainees: Diploma in SR4 Rs. 7650-15300 JR SUPERVISOR GR II SR7 -Rs 9300-21880 3 Yrs
JR SUPERVISOR GR II Engineering in SR7 -Rs 9300-21880 JR SUPERVISOR GR I SR9 - Rs 10000-22920 3 Yrs
JR SUPERVISOR GR I Mechanical / Electrical / SR9 - Rs 10000-22920 ASST SUPERVISOR SR13 - Rs 11540-29630 3Yrs3*/4**/5**/***6 Yrs
ASST SUP Electronics &Commn. / SR13 - Rs 11540-29630 SUPERVISOR SR15 - Rs 12400-32140 (For details see below)
Civil Engineering
discipline Direct Scale:
will be given for those
with 4 years’
experience
JR RADIOGRAPHER GR III Trainees: Diploma in SR4 Rs. 7650-15300 JR RADIOGRAPHER GR II SR7 -Rs 9300-21880 3 Yrs
JR RADIOGRAPHER GR II Engineering in SR7 -Rs 9300-21880 JR RADIOGRAPHER GR I SR9 - Rs 10000-22920 3 Yrs
JR RADIOGRAPHER GR I Mechanical / Electrical SR9 - Rs 10000-22920 ASST RADIOGRAPHER SR13 - Rs 11540-29630 3 Yrs
ASST RADIOGRAPHER discipline with SR13 - Rs 11540-29630 RADIOGRAPHER SR15 - Rs 12400-32140 3*/4**/5***/*
certificate in Industrial ***6 Yrs
Radiography Level II
from BAARC

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APPLICABLE TO STAFF RECRUITED AFTER 1 JAN 200932

POST Qualification for SCALE PROMOTED TO PROMOTED SCALE Min. Grade Service
Induction Posts Reqd.
JR PLANNING ASST GR III Trainees: Diploma in SR4 Rs. 7650-15300 JR PLANNING ASST GR II SR7 -Rs 9300-21880 3 Yrs
JR PLANNING ASST GR II Engineering in SR7 -Rs 9300-21880 JR PLANNING ASST GR I SR9 - Rs 10000-22920 3 Yrs
JR PLANNING ASST GR I Mechanical / Electrical SR9 - Rs 10000-22920 PLANNING ASST SR13 -Rs 11540-29630 3 Yrs
PLANNING ASST discipline SR13 -Rs 11540-29630 SR PLANNING ASST SR15 -Rs 12400-32140 3*/4**/5***/***6 Yrs

3 Yrs BE / B.Tech 5 Yrs ITI with HSL Trg

4 Yrs Dip. In Engg 6 Yrs Others

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Annexure 8.2
(Refer para 8.7.4 & 8.7.5)

Grouping Of Departments for Staff To Officer Promotions 33 34

,

1. Technical Staff:

Design & Drawing Offices

Production Planning Department & SB Outsourcing
Production Division - Each department is considered as independent department
Quality Control
Plant Maintenance
Civil Maintenance – (Both Yard & Colony)
DD&SR Division – Ship Repairs and SR Maintenance are independent departments
Submarine Division
All Stores departments including Bond & Clearance & Inspection, Commercial, Material & Outsourcing
Other Departments having Technical Staff

2. Non- technical Staff:

Whole shipyard is treated as a single group for purpose of considering promotions / mobility

33
MOS dated 08 Aug 1977 on promotion procedure for monthly paid staff
34
CMD/IO/3/80 dated 08 Jan 1980

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Annexure 8.3
Ref. para 8.11.4. (v) &(vii)
HINDUSTAN SHIPYARD LIMITED :: VISAKHAPATNAM – 530
005
Annual Performance Rating Form for Workmen

INSTRUCTIONS
Rating of : Sri 1. Disregard your personal feelings. Judge this
employee on the qualities listed below

For the period from :

Designation : 2. Study the definition of each factor and
Department : the various phases of each before rating
Badge No. : 3. Call to mind instances that are typical of
Date of Birth & Age : employee’s work and actions
Date of entry into service : 4. Using your own careful judgment – Check the
Qualification : phrase in each factor that is typical

ATTENDANCE: MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB
1. Present

2. Absent
A) Authorized

B) Unauthorized

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FACTOR RANGE Rating

1. QUALITY : Careless Just gets by Does a good job Rejects and Exceptionally
Performance in errors rare high quality
meeting quality 4 8 12 16 20
standards
2. JOB KNOW- Experience in own Expert but limited Knows job fairly Improvement Inadequate /
LEDGE: Under- job and several to own job well necessary just Poor knowledge
standing in all others gets on
phases of his work 25 20 15 10 5
3. QUANTITY : Turns out required Frequently turns Slow-output, is Exceptionally Usually does
Output of amount but rarely out more than rarely required fast, output high more than
satisfactory work more required amount amount expected
8 12 4 20 15
4. DEPENDABILITY Dependable; no Very little Follows Frequent Continuous
: Works conscienti- checking necessary checking instructions checking checking and
ously according to follow-up
instructions 15 12 9 6 3
5. INITIATIVE : Good decisions and Minimum of Thinks and acts Requires Fair decisions
Thinks action but requires supervision constructively; no constant routine worker
constructively and some supervision supervision supervision
originates action required
6 8 10 2 4
6. ADAPTABILITY : Prefers old Learns slowly; Normal ability; Short period for Learns rapidly –
Ability to learn and methods; does not reluctant to rouine worker mental adjusts and
meet changed remember change adjustment; willing grasps changes
conditions instructions to change quickly
2 4 6 8 10

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7. ATTITUDE: Willing Good team worker Cooperative Limited Passive Poor cooperation;
-ness to cooperate cooperation resistance argumentative
and carry out 15 12 9 6 3
demands
8. PUNCTUALITY : Punches before Punches on time Make use of grace Habituated to Does not make
A) In & Out time & after time both In & Out time occasionally come late and go use of grace time
for coming to duty early
15 12 6 3 9
B) Lunch time & Leaves work-spot Leaves work-spot Occasionally Habituated to go Habituated to go
Tea intervals on time and reports on time and leaves work-spot early and reports early and report
early reports on time before time & late on time
reports on time
10 8 6 2 4
9. POTENTIALITY : Has no more Future growth Slow development Bright future Exceptional
Potential ability to growth doubtful ahead growth abilities
lead and teach 2 4 6 8 10
others
10. PERSONALITY : Disagreeable Difficult to get Average or Well-liked and Winning
Ability to get along along with reasonable respected personality
with associates 2 4 6 8 10
11. COST Outstanding & Nil Careless and Average Careful and very
CONSCIOUSNESS frugal negligent economical in
approach
10 4 2 6 8
12. SAFETY & Safe and orderly Work place clean Occasional Warned Area dirty; safety
HOUSE-KEEPING worker; equipment and safe warning about repeatedly about rules ignored
:Compliance with well cared for safety and safety and
safety and house- orderliness cleanliness
keeping rules 10 8 6 4 2

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13. ATTENDANCE : 2 to 3 days normal 2 days normal or No days lost 3 to 4 days More than 4 days
Amount of or 2 days own 1 day own accord normal or 3 days absence
excessive accord own accord
absenteeism 6 8 10 4 2
14. HEALTH AND Weak in Below normal; Normal health & Normal health but Good health,
GENERAL appearance; unable frequently goes appearance cannot stand to smart with
APPEARANCE to strain himself on leave on trying conditions pleasing
health grounds of work appearance
2 4 8 6 10
15. CONDUCT AND Average Very Good Satisfactory Good Out-standing
CHARACTER 1 9 3 5 10

I) Any other special observations: (Here give the specific contribution made by the individual who requires encouragement and recognition
for his future growth potential and preparation for assuming higher responsibilities. Mention any out-standing characteristics in his personality
or work motivation which has significance to the organization during the year under report)

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II) Action taken to bring to the notice of the ratee about his strength and deficiencies:

Date: SIGNATURE OF REPORTING OFFICER

Name of the Reporting Officer:

Designation:

III) Remarks of the Reviewing Officer with reference to the assessment under items 1 to 15:

Date: SIGNATURE OF REVIEWING OFFICER

Name of the Reporting Officer:

Designation:

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IV) Remarks by the Head of the Department - (Manager / Sr. Manager):

Date: SIGNATURE OF THE HEAD OF THE DEPT.

Name of the Reporting Officer:

Designation:

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Chapter 9 – Service Rules & Conditions

9.1 General

9.1.1. This chapter deals with the Code of Business Conduct & Ethics applicable to
Senior Management, Officers Service Rules and CDA Rules applicable to all Officers,
Staff Service Rules applicable to Monthly Paid Staff, Standing Orders for Workmen and
NOCs for outside posts.

9.2 Code of Business Conduct & Ethics

9.2.1. The purpose of this code is to ensure ethical and transparent conduct and
practice the same in managing the affairs of the company. It is applicable to Chairman
and Managing Director, Directors both full time and part-time including Directors under
the provisions of law and all Officers constituting the Senior Management. This code
enshrines general moral imperatives, specific professional responsibilities and specific
additional provisions for Board Members and Senior Management. (Annexure 9.1)

9.3 Officers’ Service Rules

9.3.1. It deals with the services and conditions of officers. It is applicable to officers from
E0 grade and above. It is also applicable for officers appointed on contract basis, fixed
term employment basis and trainees. It further deals with pay scales, recruitment,
appointment and promotions, leave, termination, resignation, retirement, suspension,
dismissal, other benefits and allowances etc. (Annexure 9.2)

9.4 Conduct, Discipline and Appeal Rules

9.4.1. It is applicable to all officers. It deals with different nature of misconducts,

procedure for conducting the domestic inquiry, award of punishments for the proven
misconduct. It also deals with the suspension, payment of subsistence allowance,
treatment of period of suspension. At the end of the chapter, it contains a schedule of
powers for imposing penalty. Further, it enables the Disciplinary Authority with the
procedure of imposing major and minor penalties, appeals, reviews etc. The Competent
Authority for amending these rules is Board of Directors (Annexure 9.3)

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9.5 Service Rules & Regulations for Monthly paid Staff

9.5.1. It is applicable to all staff. It deals with different types of misconducts, procedure
for conducting the domestic inquiry, award of punishment. It also deals with the
termination of employment, suspension, dismissal for misconduct, payment of
subsistence allowance. Further it deals with the procedure for granting leave, hours of
work, scales and service conditions. At the end of the chapter, it contains a schedule of
powers for imposing penalty. The Competent Authority for amending these rules is
RLC(C). (Annexure 9.4)

9.6 Standing Orders for Workmen

9.6.1. It is applicable to all workmen. It deals with different types of misconducts, types
of punishments, procedure for awarding punishments, domestic inquiry, procedure for
suspension, payment of subsistence allowance etc. Further, it deals with procedure of
intimating periods and hours of work, rates and wages, shift working, Attendance and
late coming, leaves, holidays, termination, suspension, dismissal. At the end of the
chapter, it contains a schedule of powers for imposing penalty. The Competent
Authority for amending these rules is RLC(C). (Annexure 9.5)

9.7 Application for NOCs for outside jobs

9.7.1. It is applicable to all Officers, Staff and Workmen. It deals with the rules and
procedure to forward the application or issue NOC for outside post. (Annexure 9.6)

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Annexure 9.1
[Refer to Para 9.2 of Chapter 9 of HR Manual]

Code of Business Conduct & Ethics

1.0. Introduction

This Code shall be called “The Code of Business Conduct & Ethics” of
HINDISTAN SHIPYARD LIMITED (hereinafter referred to as the Company”)

. The purpose of this Code is to ensure ethical and transparent conduct and
practice managing the affairs of the Company.

This Code shall govern conduct of Board Members and Senior Management, which has
been framed in compliance with the Guidelines of DPE.

It has come into force with effect from 21st June, 2010

2.0. Definitions and Interpretations.

The term “Board Members” shall mean Directors on the Board of Directors of the
Company.

The term “Whole time Directors” or “Functional Directors” shall be the Directors
on the Board of Directors of the Company who are in whole-time employment of the
Company.

The term “Part time Directors” shall mean Directors on the Board of Directors of the
Company who are not in whole time employment of the Company.

The term “Relative” shall have the same meaning as defined in Section 6 of the
Companies Act, 1956. (Refer Appendix 9.1A)

The term “Senior Management” shall mean personnel of the Company who are
members of its core management team excluding Board of Directors and would
comprise all members of management one level below the Whole time Directors,
including all functional heads.

The term “the Company” shall mean HINDUSTAN SHIPYARD LIMITED

Note: In this Code words importing the masculine gender shall include feminine gender
and words importing singular shall include the plural or vice-versa.

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3.0. Applicability

This code shall be applicable to the following personnel:

(a) All Whole-time Directors including the Chairman & Managing Director of the
Company
(b) All Part-time Directors including Independent Directors under the provisions
of law
(c) All officers constituting the Senior Management

The Whole time Directors and Senior Management should continue to comply with
other applicable/to be applicable policies, rules and procedures of the Company.

4.0. Contents of Code

Part I General Moral Imperatives

Part II Specific Professional Responsibilities

Part III Specific Additional Provisions for Board Members and

Senior Management
This code is intended to serve as a basis for ethical decision - making in the
conduct of professional work. It may also serve as a basis for judging the merit of a
formal complaint pertaining to violation of professional ethical standards.

It is understood that some words and phrases in the code of ethics and conduct
document are subject to varying interpretations. In case of any conflict, the decision of
the Board shall be final.

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PART – 1

General Moral Imperatives

Contribute to society and human well being

The principle concerning the quality of life of all people, affirms an obligation to
protect fundamental human rights and to respect the diversity of all cultures. We
must attempt to ensure that the products of our efforts will be used in socially
responsible ways, will meet social needs and will avoid harmful effects to health and
welfare of others. In addition to a safe social environment, human well-being includes
a safe natural environment.

Therefore, all Board members and Senior Management who are accountable for the
design, development, manufacture and promotions of company’s products, must be
alert to, and make other aware of, both as a legal and as a moral responsibility for
the safety and protection of human life and environment.

5.2. Be Honest and Trustworthy, and Practice Integrity

Integrity and honesty are essential components of trust. Without trust an organization
cannot function effectively.

All Board Members and Senior Management are expected to act in accordance with
highest standards of personal and professional integrity, honesty and ethical
conduct, while conducting business of the Public Enterprise.

5.3. Be Fair and take action not to discriminate

5.3.1. The value of equality, tolerance, respect for others, and the principles of equal
justice govern this imperative. Discrimination on the basis of race, sex, religion, caste,
age, disability, national origins or other such factors, is an explicit violation of this Code.

5.4. Honour confidentiality

The principle of honesty extends to issues of confidentiality of information. The

ethical concern is to respect all obligations of confidentiality to all stakeholders unless
discharged from such obligations by requirements of the law or other principles of
this Code.

All Board Members and senior management, therefore, shall maintain confidentiality
of all confidentiality of all unpublished information about business and affairs of the
CPSE.

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5.5. Pledge and Practice

To strive continuously to bring about integrity and transparency in all spheres of

activities of the company.

Work unstintingly for eradication of corruption in all spheres of life.

Remain vigilant and work towards growth and reputation of the Company.

Bring pride to the organization and provide value based services to Company’s
stakeholders.

Do duty conscientiously, without fear or favour

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PART – II

6.0. Specific Professional Responsibilities

6.1. Live the Vision, Mission and Values of the Company

Live the Vision, Mission and Values of HINDISTAN SHIPYARD LIMITED each
day. These are as indicated below:-
(a) Vision

To be a National Leader in Building and Repairs of Ships and Submarines.

(b) Mission

To imbibe the latest in Ship & Submarine Building and Repair

technologies and serve the Defence, Maritime and Oil Sectors through all-
round excellence in quality, delivery and durability.

(c) Values

Customer satisfaction
Zeal to excel and zest for change
Integrity, fairness and transparency in all matters
Respect for dignity and potential of individuals
Strict adherence to commitments
Ensure speed of response
Foster learning, creativity and team-work
Loyalty and pride in the Company and service to the Nation.

Strive to achieve the highest quality in both the processes and products of
professional work. Excellence is perhaps the most important obligation of a
professional, everyone, therefore, should strive to achieve the highest quality in
their professional work.

Acquire and maintain professional competence. Excellence depends on

individuals who take responsibility for acquiring and maintaining professional
competence. All are, therefore, expected to participate in setting standards for
appropriate levels of competence, and strive to achieve those standards.

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Compliance with Laws. The Board Members and Senior Management of the
Company shall comply with all the applicable provisions of existing local, state,
national and international laws. The should also follow and obey the policies,
procedures, rules and regulations relating to business of the Company

Accept and provide appropriate professional review. Quality professional work

depends on professional review and comments. Whenever appropriate, individual
members should seek and utilize peer review as well as provide critical review of the
work of theirs.

Manage personnel and resources to enhance the quality of working life.

Organizational leaders are responsible for ensuring that a conducive working and
business environment is created for fellow employees to enable them delivering their
best. The Board Members and Senior Management would be responsible for ensuring
human dignity of all employees, would encourage and support the professional
development of the employees of the Company by providing them all necessary
assistance and cooperation, thus enhancing the quality of working.

Be upright and avoid any inducements. The Board Members and Senior
Management shall not, directly or indirectly through their family and other connections,
solicit any personal fee, commission or other form of remuneration arising out of
transactions involving company. This includes gifts or other benefits of significant
value, which might be extended at times, to influence business for the organization or
awarding a contract to an agency, etc.

Observe Corporate Discipline. The flow of communication within the Company is not
rigid and people are free to express themselves at all levels. Though there is a free
exchange of opinions in the process of arriving at a decision, but after the debate is
over and a policy consensus has been established, all are expected to adhere and
abide by it, even when in certain instances one may not agree with it individually. In
some cases policies act as a guide to action, in others they are designed to put a
constraint on action. All must learn to recognize the difference and appreciate why
they need to observe them.

Conduct in a manner that reflects credit to the Company. All are expected to
conduct themselves, both on and off duty, in a manner that reflects credit for the
Company. The sum total of their personal attitude and behaviour has a bearing on the
standing of Company and the way in which it is perceived within the organization and
by the public at large.

Be accountable to Company’s Stakeholders. All of those whom we serve, be it our

Customers, without whom the Company will not be in business, the Shareholders,
who have an important stake in its business, the Employees, who have a vested
interest in making it all happen, the Vendors, who support the Company to deliver in
time; and Society to which Company is responsible for its actions - are stakeholders of
the

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Company. All, therefore, must keep in mind at all times that they are accountable to
Company’s stakeholders.

Prevention of Insider trading. The Board Members and Senior Management

shall comply with the code of Internal Procedures and conduct for prevention of
Insider Trading in dealing with Securities of the Company.

Identify, mitigate and manage business risks. It is everybody’s responsibility to

follow the Risk Management Framework of the Company to identify the business
risks that surround function or area of operation of the Company and to assist in
the company-wide process of managing such risks, so that Company may
achieve its wider business objectives.

Protect properties of the Company. The Board Members and Senior

Management shall protect the assets including physical assets, information and
intellectual rights of the Company and shall not use the same for personal gains.

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P A R T - III

7.0. Specific Additional Provisions for Board Members and

Senior Management Personnel

7.1. As Board Members and Senior Management

They shall undertake to actively participate in the meetings of the Board and
Committees on which they serve.

7.2. As Board Members

Undertake to inform the Chairman and Managing Director/Company Secretary of

the Company of any changes in their other Board positions, relationship with
other business and other events/circumstances/conditions that may interfere with
their ability to perform Board/Board Committee duties or may impact the
judgment of the Board as to whether they meet the independence requirements
of the guidelines of DPE.

Undertake that without prior approval of the disinterested members of the Board,
they will avoid apparent conflict of interest. Conflict of interest may exist when
they have personal interest that may have a potential conflict with the interest of
the Company. Illustrative cases can be:

- Related – Party Transactions: Entering into any transactions or relationship with

Company or its subsidiaries in which they have a financial or other personal interest
(either directly or indirectly such as through a family member or relation or other person
or other organization with which they are associated)

- Outside Directorship: Accepting Directorship on the Board of any other Company

that completes with the business of the Company.

- Consultancy/ Business/ Employment: Engaging in any activity (be it in the nature of

providing consultancy service, carrying on business, accepting employment) which is
likely to interfere or conflict with their duties/responsibilities towards Company. They
should not invest or associate themselves in any other manner with any supplier,
service provider or customer of the Company.

Use of Official position for personal gains: should not use their official position for
personal gains.

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7.3. Compliance with the Code of Business Conduct& Ethics

All Members of the Board and Senior Management of Company shall uphold and
promote the principles of this code
The future of the organization depends on both technical and ethical excellence. Not
only it is important for Board Member and Senior Management to adhere to the
principles expressed in this Code, each of them should also encourage and support
adherence by others.

Treat violations of this code as inconsistent association with the organization

Adherence of professionals to a code ethics is largely and generally a voluntary matter.
However, if any of Board Members and Senior Management does not follow this Code,
the matter would be reviewed by the Board and its decision shall be final. The Company
reserves the right to take appropriate action against the defaulter.

7.4. Miscellaneous Points

7.4.1. Continual updation of Code

This Code is subject to continuous review and updation in line with any changes in law,
changes in Company’s philosophy, vision, business plans or otherwise as may be
deemed necessary by the Board and all such amendments/modifications shall take
effect prospectively from the date stated therein.

Where to seek clarifications

Any member of Board or Senior Management requiring any clarification regarding this
code of conduct may contact Director (CP&P)/Company Secretary /any officer
specifically designated by the Board of Directors.

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Appendix 9.1A
[Refers to Para 2.4 of Annexure 9.1 of HR Manual]

Extracts from the Companies Act, 1956

Section 2(41) “relative” means, with reference to any person, anyone who is related to such
person in any of the ways specified in Section 6, and no others;

Section 6- Meaning of “relative”

A person shall be deemed to be a relative of another, if, and only if,-

(a) They are members of a Hindu Undivided family or

(b) They are husband and wife; or
(c) The one is related to the other in the manner indicated in Schedule IA

{SCHEDULE IA} (See Section 6(c)} List of Relatives

1. Father.
2. Mother (including step-mother).
3. Son (including step-son).
4. Son’s wife.
5. Daughter (including step-daughter).
6. Father’s father.
7. Father’s mother.
8. Mother’s mother.
9. Mother’s Father.
10. Son’s son.
11. Son’s Son’s wife.
12. Son’s daughter.
13. Son’s daughter’s husband.
14. Daughter’s husband.
15. Daughter’s son
16. Daughter’s son’s wife
17. Daughter’s daughter
18. Daughter’s daughter’s husband.
19. Brother (including step-brother).
20. Brother’s wife.
21. Sister (including step-sister).
22. Sister’s husband.

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Annexure 9.2
[Refer to Para 9.3 of Chapter 9 of HR Manual]
Officers’ Service Rules
(Rules Governing Conditions of Service of Officers)

1. General

(i) The Officers Service Rules, which came into force from 01 Sep 1952 have
been modified / amended from time to time. These rules have been brought upto
date as on 01 Nov 2016 and shall apply to all Officers of the Company.

(ii) In these Rules, unless there is anything repugnant to the subject or context:

(a) “The Company” means Hindustan Shipyard Ltd.

(b) “Management means the Chairman and Managing Director, the Functional
Directors or any other Officer nominated by the Board / C&MD from time to time
to carry out any specific assignment for the purpose of these rules”.

(c) An “Officer” for the purpose of these rules shall mean the person
occupying only such posts that are declared by the Management to be the
posts of Officers. The definition of “Officer” shall also include all those
employees who are engaged in the rank of E0 and / or higher grades either on
contract basis on a consolidated pay or “Fixed Term Employment” basis,
including Trainees to be absorbed subsequently in officer cadre. For Contract
Officers, the Appointing Authority may set separate terms and conditions
depending upon the circumstances.

1.2. The Company may amend, modify or add to these Rules from time to time. All
amendments, modifications or additions when promulgated, shall take effect from such
dates as may be prescribed.

2. Applicability

Every Officer who is in the employment of the Company will be governed by these
rules during all his future service in the Company and his services will be continued
on such express understanding only.

Every Officer is liable to serve anywhere, (whether within or outside India),

according to the Company’s requirement.

Officers shall exercise such powers and perform such duties and shall observe all
such directions, instructions and restrictions as the Board of Directors, or Chairman
and Managing Director or any other officer authorised in this behalf by the Board of
Directors, may confer or impose.

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No Officer shall, either during or after the termination of his service with the Company,
unauthorisedly disclose to any person any information concerning financial or trade or
policy matters or concerning any trade secrets relating to the company or its customers, of
which he may become possessed while in the employment of the Company.

Every officer shall, devote himself exclusively to the affairs of the Company and shall not
directly or indirectly engage in any other profession or business or occupation or be
employed in any other capacity whatsoever. It shall be the duty of every officer, to the best
of his capacity, to endeavour to promote the best interests and welfare of the Company.

(a) No Officer shall take part in any of the activities of any Trade Union either in
existence or may come into existence. An Officer may however become a member
of the Officers’ Association where the membership is open exclusively to Officers.

(b) No officer shall be a member of, or be otherwise associated with, any political
party or any organisation which takes part in politics nor shall take part in, subscribe
in aid of, or assist in other manner, any political movement or activity or any other
organisation prohibited by the Government.

(c) Officers are prohibited from the following activities:-

(i) To be an office bearer of political party or an organisation which takes part in

politics.

(ii)To take part in or assist in any manner in any movement / agitation or

demonstration of political nature.

(iii) To take part in an election to any legislature or local authority and to canvas
in any election to any legislature or local authority.

3. Classification and Pay Scales of Officers

The Pay scales of officers will be as announced by the Management from time to time.
The existing Pay scales of Officers as applicable from 1-1-2007 are as under 1, 2

Grade Designation Pay Scale

E0 Junior Managers 12600-32500
E1 Asst. Manager 16400-40500
E2 Deputy Manager 20600-46500
E3 Manager 24900-50500
E4 Sr. Managers 29100-54500

1
C&MD/IO/003/2009 dated 12 May 2009
2
C&MD/IO017/2009 dated 24 Oct 2009

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E5 Dy. General Manager 32900-58000

E6 Addl. General Manager 36600-62000
E7 General Manager 43200-66000
E8 Chief General Manager 51300-73000
Directors 65000-75000
Chairman & Managing 75000-90000
Director

Note: The above Designations are broadly given to indicate the classifications and
hierarchy of grades. Suitable designations may be adopted for each functional discipline
from time to time as considered appropriate.
The annual Increment would be as specified in the pay revision orders announced from
time to time. The present rate of increment is @3% [1] of the Basic pay. Increment within
each pay-scale shall fall due annually as stated hereunder:
(i) In case of officers who are recruited during the period from 1st January to 30th
Jun their next annual increment will fall due on 1st January next and thereafter
annually on 1st January3
(ii) In case of officers who are recruited during the period from 1st July to 31st
December their next annual increment will fall due on 1 st Jul next and thereafter
annually on 1st July3
(iii) In respect of new recruits in the company, the first annual increment shall be
granted only from the date on which he/she is confirmed in the post after successful
completion of probation period and the subsequent annual increments shall be
granted as per the rationalised dates i.e., 1 st Jan or 1st Jul basing on the date of
confirmation in the post (internal candidates appointed to higher post are not to be
considered as new recruits)4
(iv) There will be no change in the date of increment on promotion5
(v) Annual increments shall not be withheld except when, in the opinion of the
Management :
(a) Business conditions so require;
(b) Individual cases when there are adverse reports justifying the withholding
of their increments. In every such case the Management shall communicate to
the officer concerned, the substance of the adverse reports, the period for
which the stoppage of increment shall operate and whether such stoppage is to
be with cumulative effect on all future increments or with effect on the
increment(s) of a stated period only.

3
CMP/IO/4/79 dated 05 May 1979
4
PD/EC/3300/2/90 dated 28 Mar 1990
5
PD/E/3300/03/2013 dated 19 Jul 2012

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4. Recruitment / Appointment &Promotions

4.1. Recruitment / Appointment and Promotions of Officers are governed by the

respective rules promulgated from time to time.[Refer Chapter 2 & 7 of the HR Manual]

5. Officers Deputed Abroad

5.1. Whenever the Company deputes an officer to any place outside India, whether for
training in higher technical or administrative course of studies, or for obtaining wider
experience or as an ordinary posting he will continue to draw his Indian salary and
allowances applicable to his grade and will in addition, be given such other allowances and
emoluments as may be sanctioned by the Management at its absolute discretion. In the
case, of Officers deputed for training for more than one month, they may be required to
execute an agreement with the Company requiring the Officer concerned to serve the
Company for a stated period of years after the training period is over. During his training
period such officer will have a lien on the post held by him at the time he was deputed for
training. On his return after satisfactorily completing his training period, he may be assigned
to the same or any other post in the company than the one held by him on terms not less
favourable than those applicable to the post previously held by him. If the training is not
satisfactorily completed, this officer may be assigned to his original post or any lower post.
If the training is not satisfactorily completed or discontinued by the Officer himself, he is
liable to refund the training cost together with the incidental expenses including to & fro
TA/DA etc.

6. Leave

Officers would be governed by “Hindustan Shipyard Leave and Holidays Rules”.

[Refer Chapter 12 of HR Manual]

7. Termination of Service / Resignation from Service

(i) The employment of an officer on permanent rolls of the Company may be

terminated by the Company with the prior approval in writing of the Chairman &
Managing Director in the following cases:

(a) If he is, after due warnings given to him by the Management, adjudged to
be in-efficient.

(b) The officer is incapacitated for active service due to prolonged illness or
otherwise, for three consecutive months or more after reference to a medical
board.

(c) In exceptional cases, the employment of an officer may also be terminated

by the company WITHOUT ASSIGNING REASONS.

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(d) Notwithstanding this, termination of officers in Grades E5 to E8 will require

the prior approval of the Board of Directors.

(e) In all the above cases, the company shall give the officer three calendar
months previous notice in writing or pay him three calendar month’s salary
together with DA (if any) in lieu of such notice.

(ii) An officer, not being an officer on probation, may terminate his employment in
the Company, without assigning reasons, by giving to the Company in writing at
least three calendar months pervious notice or such lesser period of notice as the
Company may be willing to accept6
However, the Management may, at its discretion, consider adjustment of
Encashable leave in the credit of the Officer against the notice period.

(iii) The Management however, reserves the right not to accept such notice and
direct the Officer to continue in service, if the circumstances so warrant, i.e., if
disciplinary proceedings are pending or a decision has been taken by the Competent
Authority to issue a charge sheet etc6.
(iv) Whenever the employment of an Officer is terminated under sub rule (i) or sub
rule (ii) above, the company shall pay him remuneration for all encashable leave
accrued and / or accumulated in accordance with these rules and also for
proportionate encashable leave accruing upto the date of termination of employment
subject to adjustment of encashable leave against the notice period as in sub rule
(ii) above. The non-encashable leave shall lapse.

(v) Should the Company find it necessary so to do, it may retrench the strength of
its officer personnel. In that event the Company shall grant such retrenchment
benefits to the retrenched officers as the Management shall determine.

(vi) The employment of an Officer on probation may be terminated by the Company

without assigning reasons, by giving him one calendar month’s previous notice in
writing or equivalent salary in lieu of such notice. Likewise an officer on probation
may terminate his employment in the company upon giving one calendar month’s
notice or one month pay in lieu thereof.

(vii) However, the Management reserves the right not to accept such notice given
by the Officer and direct him to continue in service, if the circumstances so warrant,
i.e., if disciplinary proceedings are pending or a decision has been taken by the
competent authority to issue a charge sheet etc. The leave if any accrued due to
such Officer shall be dealt with as in sub rule (iii) above.

6
CMD/IO/2/84 dated 21 Jan 1984

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(viii) If due to shortage or stoppage of supply of electricity, gas, raw materials, lack
of orders, adverse trade conditions, strike by workmen, lock out, natural calamity,
civil commotion, enemy action or any other reason, the management is not in a
position to utilise the services of an officer, the management may lay him off. When
an officer is laid off, he shall be paid for all days during which he is laid off except for
such weekly off days and any declared by the company as a holiday as may
intervene, compensation equal to 50% of the total of basic salary and DA that would
have been payable had the officer not been so laid off, provided he has put in not
less than one year of continuous service under the company and if he has not put in
such continuous service for one year he shall not be entitled to any compensation.
However, the Management may allow the Officer the option to avail earned leave as
is available to his credit to cover such lay off period.

8. Retirement

(i) Every Officer, unless his services are terminated as provided in Rule 13 above,
shall retire on completing the age of 60 years. 7,8The date of retirement of an Officer
will be the last date of the month if the date of birth falls on any date between 2nd and
31st of that month. But, if the date of birth falls on 01 st of the month, the concerned
Officer will retire on the last date of the previous month9

(ii) Whenever an Officer retires due to superannuation he shall be entitled, at his

option, either to encash or to enjoy the whole of Earned Leave accrued and /or
accumulated including the proportionate Earned Leave accruing upto the date of his
retirement.

(iii) In the event of the death of an officer while on leave in accordance with Sub-Rule
(ii) above, the leave enjoyed by him shall first come out of the enjoyable leave to his
credit; and in respect of any encashable leave remaining to his credit, the company
shall pay the money equivalent thereof to his nominee(s)/legal heirs, as the case
may be in accordance with Rule 15 below.

(iv) An Officer may voluntarily retire at any time after completing the age of 55 years
or a total service of 30 years, which ever may be earlier. He shall give three calendar
months’ prior notice in writing (or a notice of such lesser period as the company may
be willing to accept) of his intention so to retire. Upon such retirement he shall be
entitled to the benefits set out under Sub-Rule (ii) and (iii) above.

9. Death during Service

When any Officer dies whilst still in the company’s service, the Company shall pay to his
nominee(s)/ legal heirs, all salary and allowances which were due to such Officer up to

7
PD/ODR/IO/01/99 dated 27 May 1999
8
Circular dated 19 Jul 2008
9
CMD/IO/18/79 dated 26 Nov 1979

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the date of his death, as well as the money equivalent of all Leave accrued and / or
accumulated in accordance with these Rules and also proportionate leave accruing up to
the date of his death. This Sub-Rule shall cover Earned Leave (whether encashable or not)
but not Leave without-pay.

10. Suspension, Dismissal etc.

(i) The Company may dismiss, or terminate the services or suspend or otherwise
suitably deal with any officer who commits any misconduct enumerated in the model
conduct, Discipline and Appeal Rules following the procedures laid down therein.
(ii) Before taking action under this Rule, the Management will take into account the
extent or gravity of the proved misconduct, previous record of the Officer and any
other relevant, aggravating or extenuating circumstances that may exist.

11. Consequence of Dismissal

11.1. In the event of the dismissal of an Officer from the company’s service for misconduct,
all leave accrued but not enjoyed or encashed, as the case may be, may, at the absolute
discretion of the Management, be forfeited.

12. Other Benefits & Allowances

Officiating Allowance. Whenever an officer, by an order in writing, officiates in a

higher post or grade for a period more than 60 days, he will be paid 5% of basic pay
or Rs.250/- P.M. whichever is less as Acting Allowance for the period of acting.
During the acting period, the leave of any kind availed by the officer up to 6 days in a
month will be ignored for working out the “Acting Allowance“ and proportionate
deduction will be made in the “Acting Allowance“ for the period of leave availed if it is
in excess of 6 days in a month. The “Acting Allowance” will be paid as a lump sum
amount and will not count for any other benefits / allowances like HRA, PF, Leave
encashment, ex-gratia etc10
Travelling Allowance. Officers who are required to leave their headquarters and proceed
to any place on Company’s business will be entitled to such travelling allowance,
appropriate to their grades, as may be prescribed in the TA Rules of the Company as
amended from time to time.
Dearness and Other Allowances. Officers will be paid Dearness Allowance and
other allowances, as may be prescribed by the Company from time to time.
Provident Fund.The Officers will be eligible to become members of the HSL
Provident Fund as laid down under the statue except where the special terms of
contract prohibit. On becoming members, they shall be governed by the rules of the
said fund.

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PD/EC/3300/01/93 dated 08 Apr 1993

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Gratuity. The Officers will be eligible for payment of Gratuity as per Payment of Gratuity
Act.
Accommodation. The Company may at its sole discretion provide the Officer with
furnished or unfurnished quarter in the Company’s Residential Colony, or in the Residential
units in the town as per his entitlement for use by himself, his family and dependants for
which rent recovery will be made at 10% of the Basic pay or the Standard rent whichever is
lower. In respect of furnished quarters the furniture hire charges as decided by the
management will be payable by the Officer11
Medical Attendance. All officers shall be covered by the “HSL Medical Attendance &
Treatment Rules for Officers”

Leave Travel Concession. All officers shall be covered by the “Hindustan Shipyard Leave
Travel Concession Scheme” and as per GOI directives in this regard from time to time

13. Miscellaneous

Hours of Work Etc. Officers shall comply with regulations relating to attendance, hours
of duty, etc., as may be laid down from time to time by the Management.
Compensation for Sunday Work. Officers who are required to work on Sundays /
Holidays in exceptional cases may be granted compensatory off on such working.12
Notwithstanding the above, the Company reserves the right to require officers to work
beyond working hours, including work on Saturday afternoon, as may be required from
time to time, without additional remuneration.

14. Press Interviews, Publication of Articles or Other Matter

14.1. No Officer shall grant interviews to the press or publish any articles or other Matter
written by him in any Indian or overseas newspaper, journal or other Publication without
the prior written permission of the Management.

15. Certificates

Officers below the rank of Sr. Managers (E4) shall not, unless specifically empowered,
give certificates to stevedores, contractors or other Suppliers or to Officers or
Members of the Staff subordinate to them, concerning their work, conduct or the
character of the services rendered by them.

11
C&MD/IO/017/2009 dated 24 Oct 2009
12
IO No: ES(O)/3300/01/2016 dated 13 May 2016

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16. Subsidiary Rules

(i) The Management may prescribe Subsidiary Rules for the purposes of carrying
into effect these Rules.
(ii) In particular, and without prejudice to the generality of the foregoing, such
Subsidiary Rules may:-
(a) Prescribe the course of training to be followed by Officers on training or
on probation, and the tests on the satisfaction of which such Training or
probation shall be deemed to have been satisfactorily completed.
(b) Prescribe the tests for crossing efficiency bars.
(c) Prescribe the tests for promotion of officers from one grade to another.
(d) Prescribe the procedure for inquiry into cases of alleged misconduct by
Officers.
(e) Prescribe the procedure for appeal against the orders passed in cases of
misconduct as well as in cases of stoppage of increments, stoppage at
Efficiency Bars, with-holding of promotion from one Grade to the next,
Supersession and termination of service on grounds of inefficiency.

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Annexure 9.3
[Refer to Para 9.4 of Chapter 9 of HR Manual]
Conduct, Discipline & Appeal Rules

1. Short Title and Commencement

1.1. These rules, originally called Hindustan Shipyard Officers’ Conduct, Discipline and
Appeal Rules, 1978, have been updated by incorporating various amendments, additions
and deletions introduced from time to time.

2. Application

These rules shall apply to all officers of Hindustan Shipyard.

3. Definitions

(a) Officer An officer shall mean an employee who is declared as an officer by the
Management. It will also include officers on deputation except otherwise provided 1
(b) Company means the Hindustan Shipyard Limited.
(c) Board means the Board of Directors of the Company and includes, in relation
to the exercise of powers, any committee of the Board / Management or any officer of
the undertaking to whom the Board delegates any of its powers.
(d) Chairman / Managing Director means the Chairman / Managing Director of
the Company.
(e) Disciplinary Authority means the authority specified in the schedule
appended to these rules & competent to impose any of the penalties specified in Rule
- 25.
(f) Competent Authority means the authority empowered by Board of Directors
by any general or special rule or order to discharge the function or use the powers
specified in the rule or order.
(g) Government means the Government of India.
(h) Appellate Authority means the authority specified in the schedule appended
to these rules.
(i) Reviewing Authority means the authority specified in the schedule attached
to these rules.
(j) Family In relation to an employee includes:
(i) The wife or husband as the case may be of the officer, whether residing
with him or not but does not include a wife or husband as the case may be
separated from the officer by a decree or order of a competent court.

1
CMD/IO/06/81 dated 21.04.1981

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(ii) Sons or daughters or step sons or step daughters of the officer and wholly
dependent on him but does not include a child or step child who is no longer in
any way dependent on the officer or of whose custody the officer has been
deprived by or under any law.
(iii) Any other person related, whether by blood or marriage to the officer or to
such officer’s wife or husband and wholly dependent on such officer.

4. General

(1) Every officer of the Company shall at all times

(i) Maintain absolute integrity;
(ii) Maintain devotion to duty; and
(iii) Do nothing which is unbecoming of a public servant.

(2) Every officer of the Company shall take all possible steps to ensure the integrity
and devotion to duty of all employees for the time being under his control and
authority.

(3) Periodical review for ensuring probity and efficacy among officers:

(i) As per FR 56 (j) and the DPE / DOPT OMs on the issue of periodical
review for ensuring probity and efficacy of officers of HSL shall be carried out
with a view to ascertain whether the officer should be retained in service or
retired from service in organizational / public interest. Accordingly, the cases of
all the officers who entered service before 35 years of age and have attained the
age of 50 years, and in other cases who have attained the age of 55 years shall
be reviewed.

(ii) A committee consisting of functional directors will review the cases and
submit its recommendations for approval of Board of Directors as duly endorsed
by C & MD. While reviewing the cases of officers with adverse reports on their
integrity, the committee may co-opt CVO or the senior most officer of the
Vigilance Department as member.

(iii) The detailed modalities such as periodicity of review, criteria to be followed

by the committee etc., shall be worked out.2

5. Misconduct

Without prejudice to the generality of the term ‘misconduct’ the following acts of
omission and commission shall be treated as misconduct:
(1) Theft, fraud or dishonesty in connection with the business or property of the
Company or of property of another person within the premises of the Company.

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2
Ref: IO No. CMD/IO/18/2016 dated 27 Jul 2016

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(2) Taking or giving bribes or any illegal gratification.

(3) Possession of pecuniary resources or property disproportionate to the known
sources of income by the officer or on his behalf by another person, which the officer
cannot satisfactorily account for.
(4) Furnishing false information regarding name, age, father’s name, qualifications,
ability or previous service or any other matter germane to the employee at the time
of employment or during the course of employment.
(5) Acting in a manner prejudicial to the interests of the Company.
(6) Willful insubordination or disobedience, whether or not in combination with
others, of any lawful and reasonable order of his superior.
(7) Absence without leave or over staying the sanctioned leave for more than four
consecutive days without sufficient grounds or proper or satisfactory explanation.
(8) Habitual late or irregular attendance.
(9) Neglect of work or negligence in the performance of duty including malingering
or slowing down of work.
(10) Damage to any property of the Company.
(11) Interference or tampering with any safety devices installed in or about the
premises of the Company or belonging to the Company.
(12) Drunkenness or riotous or disorderly or indecent behavior in the premises of
the Company or outside such premises where such behavior is related to or
connected with the employment.
(13) Gambling within the premises of the establishment.
(14) Smoking within the premises of the establishment where it is prohibited.
(15) Collection without the permission of the competent authority of any money
within the premises of the Company except as sanctioned by any law of the land for
the time being in force or rules of the Company.
(16) Sleeping while on duty.
(17) Commission of any act which amounts to a criminal offence involving moral
turpitude.
(18) Absence from the officers’ appointed place of work without permission or
sufficient cause.
(19) Purchasing properties, machinery, stores etc. from or selling properties,
machinery, stores etc. to the Company without express permission in writing from
the competent authority.
(20) Commission of any act subversive of discipline or of good behavior.
(21) Abetment of or attempt at abetment of any act which amounts to misconduct.
(22) Leaving station without permission.

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(23) Acceptance of gift from and lending or borrowing money to or from subordinate
officers or employees.
(24) Deliberately spreading false information or rumors with a view to bringing about
disruption to the Company’s normal work.
(25) Unauthorized use or occupation of the Company’s quarters, land or other
property.
(26) Unauthorized communication of official documents or information relating to the
Company’s business.
(27) Striking work or inciting others to strike work in contravention of the provisions
of any law or rule having the force of law.
(28) Writing of anonymous letters etc. addressing appeals or representations to an
authority other than the appellate or the appropriate authority.
(29) Engaging in other employment whilst still in the service of the Company without
prior permission of the authority.
(30) Canvassing for Union/Party membership or the collection of union or party
dues, funds or contribution etc. at the factory or office premises or the Company’s
non- residential premises or precincts.
(31) Distributing or exhibiting in the Company’s premises or its precincts hand bills,
pamphlets, posters or causing to be displayed by means of signs or writing or other
visible representations any matter without previous sanction of the authority.
(32) Organizing, holding, attending or taking part in any meeting within the
Company’s premises or its precincts without prior sanction of the authority.
(33) Conduct within the Company’s premises or its precincts which is likely to
endanger the life or property or in the interest of discipline.
(34) Refusal to accept charge-sheet, orders or other communications served either
in accordance with these rules or in the interest of discipline.
(35) Willful falsification, defacement or destruction of personal records or any
records of the Company.
(36) Refusal to work on holidays or on Sundays when notified to do so in the
exigencies of the Company’s work.
(37) Unauthorized use of Company’s vehicle.
(38) Surrounding or forcibly detaining management or any of the Company’s officers.
(39) Possession of any lethal weapon on the Company’s premises or within its
precincts without the prior permission of the authority.
(40) The acts of Sexual harassment against any woman in work place.
Explanation For this purpose, sexual harassment includes such unwelcome
sexually determined behavior (whether directly or by implication) as;
(a) Physical contact and advances;

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(b) A demand or request for sexual favours;

(c) Sexually coloured remarks;
(d) Showing pornography;
(e) Any other unwelcome physical, verbal or non-verbal conduct of sexual
nature. Where any of these acts is committed in circumstances where under
the victim of such conduct has a reasonable apprehension that in relation to the
victim’s employment or work whether she is drawing salary, or honorarium or
voluntary, whether in Govt., Public or Private Enterprise such conduct can be
humiliating and may constitute a health or safety problem or when it creates a
hostile work environment.3
Note. The above instances of misconduct are illustrative in nature and not
exhaustive.

6. Employment of near relatives of the officers of the Company in

private undertakings enjoying patronage of the Company

(1) No officer shall use his position or influence directly or indirectly to secure
employment for any person related, whether by blood or marriage to the officer or to
the officer’s wife or husband, whether such a person is dependent on the officer or
not.

(2) No officer shall, except with the previous sanction of the competent authority,
permit his son, daughter or any member of the family to accept employment with any
private firm with which he has official dealings or with any other firm, having official
dealing with the Company. (Provided that where the acceptance of the employment
cannot await the prior permission of the competent authority, the employment may be
accepted provisionally subject to the permission of the competent authority, to whom
the matter shall be reported forthwith).

(3) No officer shall in the discharge of his official duties deal with any matter or give
or sanction any contract to any firm or any other person if any member of his family is
employed in that firm or under that person or if he or any member of his family is
interested in such matter or contract in any other matter and the officer shall refer
every such matter or contract to his official superior and the matter or the contract
shall thereafter be disposed of according to the instructions of the authority to whom
the reference is made.

6A. Restriction on post retirement employment of board-level officers in private

companies

No Functional Director of the company including the chief executive, who has retired /
resigned from the service of the company, after such retirement / resignation, shall accept
any appointment or post, whether advisory or administrative, in any firm or company,
whether Indian or foreign, with which the company has or had business relations, within
one year from

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3
Ref: PD/ODR/IO/1/98 dated 21.02.1998

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the date of his retirement, without prior approval of the government. The term retirement
includes resignation, but not the cases of those whose term of appointment was not
extended by government for reasons other than proven misconduct. The term ‘business
relations’ includes official dealings as well. Further, the company shall secure a bond from
the concerned person at the time of his / her employment / retirement / resignation as per
the guidelines issued by DPE in this regard. 4

6B. Restriction on post retirement employment of below Board

level officers in private companies

No officer of the company in the level of Deputy General Manager (E5) and above
who has retired from the service of the company, after such retirement, shall accept any
appointment or post, whether advisory or administrative, in any firm or company, whether
Indian or foreign, with which the company has or had business relations, within one year
from the date of his / her retirement without prior approval of the Management. The term
retirement includes resignation also. The term ‘business relations’ includes official dealings
as well. Further, the company shall secure a bond from the concerned person at the time of
his / her employment / retirement / resignation for a sum of Rs. Five lakhs as damages for
any violation of the restriction. 4

7. Taking part in Demonstrations

No officer of the Company shall engage himself or participate in any demonstration

which involves incitement to any offence.

8. Connection with Press or Radio

(1) No officer of the Company shall, except with the previous sanction of the
competent authority, own wholly or in part, or conduct or participate in the editing or
management of, any newspaper or other periodical publication.
(2) No officer of the Company shall except with the previous sanction of the
competent authority or the prescribed authority, or in the bonafide discharge of his
duties, participate in a radio broadcast or contribute any article or write any letter
either in his own name or anonymously, pseudonymously or in the name of any other
person to any newspaper or periodical.
Provided that no such sanction shall be required if such broadcast or such contribution
is of a purely literary, artistic or scientific character.

4
Ref: IO No. CMD/IO/12/2016 dated 31 May 2016

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9. Taking part in Politics

(a) No officer shall be a member of or be otherwise associated with any political

party or any organization which takes part in politics nor shall take part in, subscribe in
aid of or assist in any other manner, any political movement or activity or any other
organization prohibited by the Government.5
(b) It shall be the duty of every officer to endeavor to prevent any member of the
family from taking part in, subscribing in aid of, or assisting in any other manner any
movement or activity which is, or tends directly or indirectly to be, subversive of the
Government as by law established, and where an officer is unable to prevent a
dependent member of his family from taking part in, or subscribing in aid of, or
assisting in any other manner any such movement, or activity, he shall make a report
to that effect to the Company.
(c) If any question arises whether any movement or activity falls within the scope of
this rule, the decision of the Company thereon shall be final.
(d) No officer shall canvass or otherwise interfere or use his influence in connection
with, or to take part in an election to any legislature or local authority.
Provided that
(1) An officer qualified to vote at such election may exercise his right to vote,
but where he does so, he shall give no indication of the manner in which he
proposes to vote or has voted.
(2) An officer shall not be deemed to have contravened the provisions of this
rule by reason only that he assists in the conduct of an election in the due
performance of a duty imposed on him or under any law for the time being in
force.

10. Criticism of Government and the Company

No officer shall, in any radio broadcast or in any document published under his name
or in the name of any other person or in any communication to the press, or in any
public utterances, make any statement:
(a) Which has the effect of adverse criticism of any policy or action of the Central
or State Government or of the Company; or
(b) Which is capable of embarrassing the relations between the Company and the
Public
Provided that nothing in these rules shall apply to any statement made or views
expressed by an officer of purely factual nature which are not considered to be ofa
confidential nature, in his official capacity or in due performance of the duties assigned
to him.
Provided further that nothing contained in this clause shall apply to bonafide
expression of views by him as an office bearer of a recognized Association / Trade
Union for the
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Ref: CMD/IO/06/81 dated 21.04.1981

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purpose of safe guarding the conditions of service of such officer or for securing an
improvement thereof.

11. Evidence before Committee or any other Authority

(1) Save as provided in sub-rule (3), no officer of the Company shall, except with the
previous sanction of the competent authority, give evidence in connection with any
enquiry conducted by any person, committee or authority.
(2) Where any sanction has been accorded under sub-rule(1), no officer giving such
evidence shall criticize the policy or any action of the Central Government or of a State
Government, or of the Company.
(3) Nothing in this rule shall apply to:
(a) evidence given at any enquiry before an authority appointed by the
Government, Parliament or a State Legislature or the Company;
(b) evidence given in any judicial enquiry; or
(c) evidence given at any departmental enquiry ordered by authority subordinate
to the Government.

12. Unauthorized Communication of Information

No officer shall, except in accordance with any general or special order of the
Company or in the performance in good faith of the duties assigned to him, communicate,
directly or indirectly, any official document or any part there of or information to any officer
or other employee, or any other person to whom he is not authorized to communicate such
document or information.

13. Gifts

(1) Save as otherwise provided in these rules, no officer of the Company shall
accept or permit any member of his family or any person acting on his behalf, to
accept any gift.
Explanation. The expression “Gift” shall include free transport, board, lodging or
other service or any other pecuniary advantage when provided by any person
other than a near relative or a personal friend having no official dealing with the
officer.
Note: An officer of the Company shall avoid acceptance of lavish or frequent
hospitality from any individual or firm having official dealings with him.
(2) On occasions such as weddings, anniversaries, funerals or religious functions,
when the making of gifts is in conformity with the prevailing or social practices, an
officer

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of the Company my accept gifts from his near relatives but he shall make a report to
the competent authority if the value of the gift exceeds Rs.2000/-6
(3) On such occasions as are specified in sub-rule (2), an officer of the Company
may accept gifts from his personal friends having no official dealings with him but he
shall make a report to the competent authority if the value of any such gift exceeds
Rs.2000/-
(4) In any other case an officer of the Company shall not accept or permit any
member of his family or any other person on his behalf to accept any gifts without the
sanction of the competent authority if the value thereof exceeds Rs.1000/-
Provided that when more than one gift has been received from the same person / firm
within a period of 12 months, the matter shall be reported to the competent authority if
the aggregated value of the gifts exceeds Rs.2000/-

14. Private Trade or Employment

(1) No officer of the Company shall, except with the previous sanction of the
competent authority, engage directly or indirectly in any trade or business or
undertake any other employment;
Provided that an officer may, without such sanction, undertake honorary work of a
social or charitable nature of occasional work of a literary, artistic or scientific
character, subject to the condition that his official duties do not there by suffer
(2) Every officer of the Company shall report to the competent authority if any
member of his family is engaged in a trade or business or owns or manages an
insurance agency or commission agency;
(3) No officer of the Company shall, without the previous sanction of the competent
authority, except in the discharge of his official duties, take part in the registration,
promotion or management of any bank or other Company which is required to be
registered under the Companies Act 1956 (1 of 1956) or other law for the time being in
force or any cooperative society for commercial purposes;
Provided that an officer of the Company may take part in the registration, promotion or
management of a consumer/ house building cooperative society substantially for the
benefit of officers of the Company, registered under the cooperative societies Act
1912 (2 of 1912) or any other law for the time being in force, or of a literary, scientific
or charitable society registered under the Societies Registration Act 1860 (21 of 1860)
or any corresponding law in force.
(4) No officer of the Company may accept any fee or any pecuniary advantage for
any work done by him for any public body or any private persons without the sanction
of the competent authority.

6
Ref: CMD/IO/004/2002 dated 07.02.2002

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15. Investment, Lending and Borrowing

No Officer shall, save in the ordinary course of business with a bank, the Life
Insurance Corporation or a firm of standing, borrow money from or lend money to or
otherwise place himself under pecuniary obligation to any person with whom he has or is
likely to have official dealings or permit any such borrowing, lending or pecuniary obligation
in his name or for his benefit or for the benefit of any member of his family.
No Officer shall make or permit any member of his family or any persons acting on his
behalf to make any investment which is likely to embarrass or influence him in the
discharge of his official duties.
Obtaining donations / advertisements / sponsorship etc. by the associations / NGOs
formed by either employees or their spouses / family members etc. from the contractors,
vendors, customers or other persons having commercial relationship / official dealings with
the company will be treated as misconduct. 7

16. Insolvency and Habitual Indebtedness

(1) An officer of the Company shall avoid habitual indebtedness unless he proves that
such indebtedness or insolvency is the result of circumstances beyond his control and
does not proceed from extravagance or dissipation.
(2) An officer of the Company who applies to be, or is adjudged or declared insolvent
shall forthwith report the fact to the competent authority.

17. Movable, Immovable and Valuable Property

(1) No officer of the Company shall, except with the previous knowledge of the
competent authority, acquire or dispose of any immovable property by lease,
mortgage, purchase, sale, gift or otherwise, either in his own name or in the name of
any member of his family.
(2) No officer of the Company shall, except with the previous sanction of the
competent authority enter into any transaction concerning any immovable or movable
property with a person or a firm having official dealings with the employee or his
subordinate.
(3) Every officer of the Company shall report to the competent authority every
transaction concerning moveable property owned or held by him in his own name or in
the name of a member of his family, within one month from the date of such
transaction, if the value of such property exceeds Rs. 20,000/-8
Every officer shall, on first appointment in the Company, submit a return of assets &
liabilities in the prescribed form giving the particulars regarding

7
Ref: IO No.: CMD/IO/12/2016 dated 31 May 2016
8
PD/E/3300/04/2008 dated 22 Sep 2008

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(a) The immovable property inherited by him, or owned or acquired by him, or

held by him on lease or mortgage, either in his own name or in the name of any
member of his family or in the name of any other person.
(b) Shares, debentures and cash including bank deposits inherited by him or
similarly owned acquired or held by him.
(c) Other moveable property inherited by him or similarly owned, acquired or held
by him, if the value of such property exceeds Rs. 20,000/-8
(d) Debts and other liabilities incurred by him directly or indirectly.
(e) As per the Lokpal and Lokayuktas Act, 2013 and the rules framed there
under, every officer shall file declarations, information or returns as the case may
be regarding his/her assets and liabilities as on the 31 st day of March every year
to the competent authority, on or before the 31 st day of July of that year or any
other date which may be notified specifically through a separate order from time
to time. The submission of declaration of assets and liabilities is to be made in
the format/ forms prescribed in the Appendix – I & II of the Act. 9
(4) The competent authority may at any time, by general or special order require an
officer to submit, within a period specified in the order of a full and complete statement
of such movable or immovable property held or acquired by him or on his behalf or by
any member of his family as may be specified in the order. Such statement shall, if so
required by the Competent Authority, include details of the means by which, or the
source from which such property was acquired.

18. Canvassing of non-official or other influence

No officer shall bring or attempt to bring any outside influence to bear upon any superior
authority to further his interests in respect of matters pertaining to his service in the
Company.

19. Bigamous Marriages

(1) No officer shall enter into, or contract, a marriage with a person having a spouse
living; and
(2) No officer having spouse living, shall enter into or contract, a marriage with any
person;
Provided that the Board may permit an officer to enter into, or contract, any such
marriage as is referred to in clause (1) or clause (2), if it is satisfied that
(a) Such marriage is permissible under the personal law applicable to such
officer and the other party to the marriage; and
(b) There are other grounds for so doing.

9
CMD/IO/12/2016 dated 31 May 2016

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20. Consumption of Intoxicating Drinks and Drugs

An officer of the Company shall take due care that the performance of his duties is not
affected in any way by the influence of any intoxicating drink or drug.

21. Inventions and patents

No officer shall divulge any of the trade secrets, specifications, patents, discoveries or
inventions belonging to the Company. Discoveries/ inventions made by any officer of the
Company who is engaged in research or developmental work or to whom special facilities
have been made available by the Company for purposes of development/ research will
automatically become the property of the Company.

22. Suspension

(1) The appointing authority or any authority to which it is subordinate or the

disciplinary authority or any other authority empowered in that behalf by the
Management by general or special order may place an officer under suspension –
(a) Where a disciplinary proceeding against him is contemplated or is pending;
or
(b) Where a case against him in respect of any criminal offence is under
investigation or trial.
(2) An officer who is detained in custody, whether on a criminal charge or otherwise,
for a period exceeding 48 hours shall be deemed to have been suspended with effect
from the date of detention, by an order of the appointment authority, and shall remain
under suspension until further orders.
(3) Where a penalty of dismissal or removal from service imposed upon an officer
under suspension is set aside on appeal or on review under these rules and the case
is remitted for further enquiry or action or with any other directions, the order of his
suspension shall be deemed to have continued in force on and from the date of the
original order of dismissal or removal and shall remain in force until further orders.
(4) Where a penalty of dismissal or removal from service imposed upon an officer is
set aside or declared or rendered void in consequence of or by a decision of a court of
law and the disciplinary authority, on consideration of the circumstances of the case,
decides to hold a further enquiry against him on the allegations on which the penalty
of dismissal or removal was originally imposed, the officer shall be deemed to have
been placed under suspension by the appointing authority from the date of the original
order of dismissal or removal and shall continue to remain under suspension until
further orders.

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(5) An order of suspension made or deemed to have been made under this rule may
at any time be revoked by the authority which made or is deemed to have made the
orders or by any authority to which that authority is subordinate.

23. Subsistence Allowance

(1) An officer under suspension shall be entitled to draw subsistence allowance equal
to 50 percent of his basic pay provided the disciplinary authority is satisfied that the
employee is not engaged in any other employment or business or profession or
vocation. In addition he shall be entitled to dearness allowance admissible on such
subsistence allowance and any other compensatory allowance of which he was in
receipt on the date of suspension provided the suspending authority is satisfied that
the officer continues to meet the expenditure for which the allowance was granted.
(2) Where the period of suspension exceeds six months, the authority which made or
is deemed to have made the order of suspension shall be competent to vary the
amount of subsistence allowance for any period subsequent to the period of the first
six months as follows:
(i) The amount of subsistence allowance may be increased to 75 percent of
basic pay and allowances thereon if, in the opinion of the said authority, the period
of suspension has been prolonged for reasons to be recorded in writing not
directly attributable to the officer under suspension;
(ii) The amount of subsistence allowance may be reduced to 25 percent of basic
pay and allowances thereon if in the opinion of the said authority; the period of
suspension has been prolonged due to the reasons to be recorded in writing,
directly attributable to the officer under suspension.
(3) If an officer is arrested by the police on a criminal charge and bail is not granted,
no subsistence allowance is payable. On grant of bail, if the competent authority
decides to continue the suspension, the officer shall be entitled to subsistence
allowance from the date he is granted bail.

24. Treatment of the period of suspension

(1) When the employee under suspension is re-instated, the competent authority may
grant to him the following pay and allowances for the period of suspension:
(a) If the officer is exonerated and not awarded any of the penalties mentioned in
Rule-25, the full pay and allowances which he would have been entitled to if he
had not been suspended, less the subsistence allowance already paid to him; and
(b) If otherwise, such proportion of pay and allowance as the competent authority
may prescribe.

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(2) In a case falling under sub clause (a) the period of absence from duty will be
treated as a period spent on duty. In case falling under sub clause (b) it will not be
treated as a period spent on duty unless the competent authority so directs.

25. Penalties

The following penalties may be imposed on an officer as here in after provided, for
misconduct committed by him or for any other good and significant reasons:
Minor penalties.
(a) Censure;
(b) Withholding of increments of pay with or without cumulative effect;
(c) Withholding of promotion;
(d) Recovery from pay of the whole or part of any pecuniary loss caused to the
Corporation / Company by negligence or breach of order;
(e) Reduction to a lower stage in the time scale of pay for a period not exceeding 3
years, without cumulative effect and not adversely affecting his terminal benefits10
Major penalties.
(f) Save as provided in clause (e) reduction to lower stage in the time scale of pay for
a specified period, with further directions as to whether or not the employee will earn
increments of pay during the period of such reduction and whether on expiry of such
period the reduction will or will not have the effect of postponing the future increment
of pay;
(g) Reduction to a lower time scale of pay, grade, post or service which shall ordinarily
be a bar to the promotion of the employee to the time scale of pay, grade, post from
which he was reduced with or without further directions regarding conditions of
restoration to the grade or post from which the employee was reduced and his
seniority and pay on such restoration to that grade of post;
(h) Compulsory retirement;
(i) Removal from service which shall not be a disqualification for future employment
under the Government or the corporation / Company owned or controlled by the
Government;
(j) Dismissal from service which shall ordinarily be a disqualification for future
employment under the Government or the corporation / Company owned or controlled
by the Government;
Provided that, in every case in which the charge of possession of assets
disproportionate to known sources of income or the charge of acceptance from any
person of any gratification, other than legal remuneration, as a motive or reward for

10
CMD/IO/001/2005 dated 10.01.2005

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doing or forbearing to do any official act is established, the penalty mentioned in clause
(i) or (j) shall be imposed.
Provided further that in any exceptional case and for special reasons recorded in
writing, any other penalty may be imposed.10
Explanation. The following shall not amount to a penalty within the meaning of this rule:
(i) With-holding of increment of an officer on account of his work being found
unsatisfactory or not being of the required standard, or for failure to pass a prescribed
test or examination;
(ii) Stoppage of an officer at the efficiency bar in a time scale, on the ground of his
unfitness to cross the bar;
(iii) Non promotion, whether in an officiating capacity or otherwise of an officer, to a
higher post for which he may be eligible for consideration but for which he is found
unsuitable after consideration of his case;
(iv) Reversion to a lower grade or post of an officer officiating in a higher grade or
post, on the ground that he is considered, after trail, to be unsuitable for such higher
grade or post, or on administrative grounds unconnected with his conduct;
(v) Reversion to his previous grade or post, of an officer appointed on probation to
another grade or post, during or at the end of the period of probation, in accordance
with the terms of his appointment.
(vi) Termination of Service –
(a) Of an officer appointed on probation, during or at the end of the period of
probation, in accordance with the terms of his appointment;
(b) Of an officer appointed in a temporary capacity otherwise than under a
contract or agreement, on the expiration of the period for which he was appointed
or earlier in accordance with the terms of his appointment;
(c) Of an officer appointed under a contract or agreement, in accordance with the
terms of such contract or agreement; and
(d) Of any officer on reduction of establishment

26. Disciplinary Authority.

The Disciplinary Authority, as specified in the schedule or any authority higher than it may
impose any of the penalties specified in Rule-25 on any officer.

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Schedule

Appointing Disciplinary Appellate Reviewing

Description of Post Authority Penalties Authority Authority Authority
Posts in the Functional C&MD/
grades of DGM Board All Director/ Committee Board
(E5) to CGM (E8) C&MD of Directors
Posts in the
grades of Sr. Functional
C&MD All GM / AGM C&MD
Managers (E4) Director
and below

Note. For the purpose of this schedule, ‘Board’ means Board of Directors,
‘Committee of Directors’ means a committee constituted by the Board on case to
case basis which include one Independent Director, one Government nominee
Director and a functional Director other than the controlling Functional Director of the
Charge Sheeted Officer. 27

27. Procedure for Imposing Major Penalties

(1) No order imposing any of the major penalties specified in clauses (f), (g), (h) (i) and
(j) of Rule-25 shall be made except after an enquiry is held in accordance with this rule.
(2) Whenever the disciplinary authority is of the opinion that there are grounds for
inquiring into the truth of any imputation of misconduct or misbehavior against an
officer, it may itself enquire into, or appoint any officer of the company or a public
servant or any retired officer of government / PSU / Local / Authority / Retired Judicial
officer (hereinafter called the inquiring authority) to inquire into the truth thereof.11
(3) Where it is proposed to hold an inquiry, the Disciplinary Authority shall frame
definite charges on the basis of the allegations against the officer. The charges,
together with a statement of the allegations on which they are based, a list of
documents by which and a list of witnesses by whom, the articles of charge are
proposed to be sustained, shall be communicated in writing to the officer, who shall
be required to submit within such time as may be specified by the Disciplinary
Authority (not exceeding 15 days), a written statement whether he admits or denies
any of or all the Articles of Charge.
Explanation. It will not be necessary to show the documents listed with the charge-
sheet or any other document to the officer at this stage.
(4)On receipt of the written statement of the officer or if no such statement is received
within the time specified, an enquiry may be held by the Disciplinary Authority itself,
or by any other Public Servant /Officer appointed as an Inquiring Authority under Rule
27(2).

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CMD/IO/12/2016 dated 31 May 2016

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Provided that it may not be necessary to hold an inquiry in respect of the charges
admitted by the officer in his written statement. The Disciplinary Authority shall,
however, record its findings on each such charge.
(5) Where the Disciplinary Authority itself inquires or appoints an Inquiring Authority
for holding an inquiry it may, by an order appoint a public servant/ officer to be known
as the “Presenting Officer” to present on its behalf the case in support of the articles
of charge.
(6) The officer may take the assistance of any other Public Servant/any colleague
officer but may not engage a legal practitioner for the purpose.
(7) On the date fixed by the inquiring authority, the officer shall appear before the
Inquiring Authority at the time, place and date specified in the notice. The Inquiring
Authority shall ask the officer whether he pleads guilty to any of the articles of the
charge, the Inquiring Authority shall record the plea, sign the record and obtain the
signature of the officer concerned thereon. The Inquiring Authority shall return finding
of guilt in respect of those articles of charge to which the officer concerned pleads
guilty.
(8) If the officer does not plead guilty, the inquiring authority shall adjourn the case to
a later date not exceeding thirty days, after recording an order that the employee
may, for the purpose of preparing his defense:
(i) Inspect the documents listed with the charge sheet;
(ii) Submit a list of additional documents and witnesses that he wants to
examine; and
(iii) Be supplied with the copies of the statements of witnesses, if any, listed in the
charge sheet.
Note. Relevancy of the additional documents and the witnesses referred to in sub-
clause 8(ii) above will have to be given by the officer concerned and the documents
and the witnesses shall be summoned if the Inquiring Authority is satisfied about their
relevance to the charge under inquiry.
(9) The inquiring authority shall ask the authority in whose custody or possession the
documents are kept for the production of the documents on such date as may be
specified.
(10) The authority in whose custody or possession the requisitioned documents are,
shall arrange to produce the same before the inquiring authority on the date, place
and time specified in the requisition notice.
Provided that the authority having the custody or possession of the requisitioned
documents may claim privilege if the production of such documents will be against
the public interest or the interest of the Company. In that event, it shall inform the
inquiring authority accordingly.
(11) On the date fixed for the inquiry, the oral and documentary evidence by which
the articles of charge are proposed to be proved shall be produced by or on behalf of
the

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disciplinary authority. The witnesses shall be examined by or on behalf of the

Presenting Officer and may be cross examined by or on behalf of the officer. The
presenting officer shall be entitled to re-examine the witnesses on any points on
which they have been cross examined, but not on a new matter without the leave of
the inquiring authority. The Inquiring Authority may also put such questions to the
witnesses as it thinks fit.
(12) Before the close of the prosecution case, the inquiring authority may, in its
discretion, allow the presenting officer to produce evidence not included in the charge
sheet or may itself call for new evidence or recall or re-examine any witness. In such
case the officer shall be given opportunity to inspect the documentary evidence
before it is taken on record or to cross examine a witness, who has been so
summoned.
(13) When the case for the disciplinary authority is closed, the employee may be
required to state his defense, orally or in writing as he may prefer. If the defense is
made orally it shall be recorded and the officer shall be required to sign the record. In
either case a copy of the statement of defence shall be given to the presenting
officer, if any appointed.
(14) The evidence on behalf of the employee shall then be produced. The officer may
examine himself in his own behalf if he so prefers. The witnesses produced by the
officer shall then be examined and shall be liable to cross examination, re-
examination and examination by the inquiring authority according to the provision
applicable to the witnesses for the disciplinary authority.
(15) The inquiring authority may, after the officer closes his case, and shall, if the
officer has not examined himself, generally question him on the circumstances
appearing against him in the evidence for the purpose of enabling the officer to
explain any circumstances appearing in the evidence against him.
(16) After the completion of the production of the evidence, the officer and the
presenting officer may file written briefs of their respective cases within 15 days of the
date of completion of the production of evidence.
(17) If the officer does not submit the written statement of defence referred to in sub-
rule(3) on or before the date specified for the purpose or does not appear in person,
or through the assisting officer or otherwise fails or refuses to comply with any of the
provisions of these rules, the inquiring authority may hold the enquiry ex-parte.
(18) Whenever any inquiring authority, after having heard and recorded the whole or
any part of the evidence in an inquiry ceases to exercise jurisdiction therein, and is
succeeded by another inquiring authority which has, and which exercised, such
jurisdiction, the inquiring authority so succeeding may act on the evidence so
recorded by its predecessors, or partly recorded by its predecessor and partly
recorded by itself.
Provided that if the succeeding inquiring authority is of the opinion that further
examination of any of the witnesses whose evidence has already been recorded is
necessary in the interest of justice, it may recall, examine, cross examine and re-

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(19)
(i) After the conclusion of the enquiry, report shall be prepared and it shall contain:
(a) A gist of the articles of charge and the statement of the imputations of
misconduct or misbehavior;
(b) A gist or the defence of the employee in respect of each article of
charge;
(c) An assessment of the evidence in respect of each article of charge; and
(d) The findings on each article of charge and the reasons therefor.
Explanation. If in the opinion of the inquiring authority the proceedings of the
inquiry establish any article of charge different from the original articles of the
charge, it may record its findings on such article of charge;
Provided that the findings on such article of charge shall not be recorded unless
the officer has either admitted the facts on which such articles of charge is based
or has had a reasonable opportunity of defending himself against such articles of
charge;
(ii) The inquiring authority, where it is not itself the disciplinary authority, shall
forward to the disciplinary authority, the records of inquiry which shall include -
(a) The report of the inquiry prepared by it under sub-clause (1) above;
(b) The written statement of defence, if any, submitted by the employee
referred to in sub rule (13);
(c) The oral and documentary evidence produced in the course of the inquiry;
(d) written briefs referred to in sub rule (16) if any; and
(e) The orders, if any, made by the disciplinary authority, and the inquiring
authority in regard to the inquiry.

28. Action on the Inquiry Report

(1) The disciplinary authority, if it is not itself the inquiring authority may, for reasons
to be recorded by it in the writing remit the case to the inquiring authority for fresh or
further inquiry and report and the inquiry authority shall thereupon proceed to hold the
further inquiry according to the provisions of Rule – 27 as far as may be.
(2) The disciplinary authority, shall, if it disagrees with the findings of the inquiring
authority on any article of charge, record its reasons for such disagreement and
record its own findings on such charge, if the evidence on record is sufficient for the
purpose.
(3) If the disciplinary authority having regard to its findings on all or any of the
articles of charge is of the opinion that any of the penalties specified in Rule – 25
should be imposed on the employee it shall, notwithstanding anything contained in
Rule –29 make an order imposing such penalty.

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(4) If the disciplinary authority having regard to its findings on all or any of the
articles of charge, is of the opinion that no penalty is called for it may pass an order
exonerating the employee concerned.

29. Procedure for Imposing Minor Penalties

(1) Where it is proposed to impose any of the minor penalties specified in clauses (a)
to (e) of Rule – 25, the officer concerned shall be informed in writing of the
imputations of misconduct or misbehavior against him and given an opportunity to
submit his written statement of defence within a specified period not exceeding 15
days. The defence statement, if any, submitted by the officer shall be taken into
consideration by the disciplinary authority before passing orders.
(2) The record of the proceedings shall include:
(i) a copy of the statement of imputations of misconduct or misbehavior
delivered to the employee;
(ii) his defence statement, if any; and
(iii) The orders of the disciplinary authority together with the reasons therefor.

30. Communication of orders

Order made by the Disciplinary Authority under Rule – 28 or Rule – 29 shall be

communicated to the employee concerned, who shall also be supplied with a copy of the
report of inquiry, if any.

31. Common Proceedings

Where two or more officers are concerned in a case, the authority competent to
impose a major penalty on all such officers may make an order directing that disciplinary
proceedings against all of them may be taken in a common proceedings and the specified
authority may function as the disciplinary authority for the purpose of such common
proceedings.

32. Special Procedure in Certain Cases

Notwithstanding anything contained in Rule – 27 or 28 or 29 the disciplinary authority

may impose any of the penalties specified in Rule – 25 in any of the following
circumstances:
(i) The employee has been convicted on a criminal charge, or on the strength of
facts or conclusions arrived at by a Judicial trial; or
(ii) Where the disciplinary authority is satisfied for reasons to be recorded by it in
writing that it is not reasonably practicable to hold an enquiry in the manner provided
in these rules; or

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(iii) Where the disciplinary authority is satisfied that in the interests of the security of
the Company, it is not expedient to hold any inquiry in the manner provided in these
rules.

33. Officers on deputation from the Central Govt. or the State

Govt. etc.

(i) Where an order of suspension is made or disciplinary proceedings is taken

against an officer, who is on deputation to the Company from the central or state
government, or another public undertaking or a local authority, the authority lending
his services (hereinafter referred to as the lending authority) shall forthwith be
informed of the circumstances leading to the order of his suspension or the
commencement of the disciplinary proceedings, as the case may be.
(ii) In the light of the findings in the disciplinary proceedings taken against the
officer—
(a) If the disciplinary authority is of the opinion that any of the minor penalties
should be imposed on him, it may pass such orders on the case as it deems
necessary after consultation with the Lending Authority. Provided that in the
event of a difference of opinion between the Disciplinary and Lending Authority,
the services of the Officer shall be placed at the disposal of the Lending
Authority.
(b) If the Disciplinary Authority is of the opinion that any of the major penalties
should be imposed on him, it should replace his services at the disposal of the
Lending Authority and transmit to it the proceedings of the enquiry for such
action as it deems necessary.

34. Appeals

(i) An Officer may appeal against an order imposing upon him any of the penalties
specified in Rule – 25 or against the order of suspension referred to in Rule – 22.
The appeal shall lie to the authority specified in the schedule.
(ii) An appeal shall be preferred within one month from the date of communication
of the order appealed against. The appeal shall be addressed to the Appellate
Authority specified in the Schedule and submitted to the authority whose order is
appealed against. The authority whose order is appealed against shall forward the
appeal together with the comments and the records of the case to the appellate
authority within 15 days. The appellate authority shall consider whether the findings
are justified or whether the penalty is excessive or inadequate and pass appropriate
orders within three months of the date of appeal. The appellate authority may pass
order confirming, enhancing, reducing or setting aside the penalty or remitting the
case to the authority which imposed the penalty or to any other authority with such
direction as it may deem fit in the circumstances of the case.

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Provided that if the enhanced penalty which the appellate authority proposes to
impose is a major penalty specified in clauses (f), (g), (h), (i) and (j) of Rule - 25 and
an inquiry as provided with Rule-27 has not already been held in the case, the
appellate authority shall direct that such an enquiry be held in accordance with the
provisions of Rule-27 and thereafter consider the record of the inquiry and pass such
orders as it may deem proper. If the appellate authority decides to enhance the
punishment but an enquiry has already been held as provided in Rule-27, the
Appellate Authority shall give a show cause notice to the officer as to why the
enhanced penalty should not be imposed upon him. The appellate authority pass
final orders after taking into account the representation, if any, submitted by the
officer.

35. Review

Notwithstanding anything contained in these rules, the Reviewing authority as

specified in the schedule may call for the record of the case within six months of the date of
the final order and after reviewing the case pass such orders there on as it may deem fit.
Provided that if the enhanced penalty, which the reviewing authority proposes to
impose, is a major penalty specified in clauses (f), (g), (h), (i) and (j) of Rule - 25 and an
enquiry as provided under Rule-27 has not already been held in the case, the reviewing
authority shall direct that such an enquiry be held in accordance with the provisions of
Rule- 27 and thereafter consider the record of the enquiry and pass such orders as it may
deem proper. If the appellate authority decides to enhance the punishment but an enquiry
has already been held in accordance with the provisions of Rule-27 the reviewing authority
shall give show-cause notice to the officer as to why the enhanced penalty should not be
imposed upon him. The reviewing authority shall pass final order after taking into account
the representation, if any, submitted by the officer.

36. Service of Orders, Notices etc.

Every order, notice and other process made or issued under these rules shall be
served in person on the officer concerned or communicated to him by registered post at his
last known address.

37. Power to relax time limit and to condone delay

Save as otherwise expressly provided in these rules, the authority competent under
these rules to make any order may, for good and sufficient reasons or if sufficient cause as
shown, extend the time specified in these rules for anything required to be done under
these rules or condone any delay.

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37A.

The Officer against whom Disciplinary proceedings have been initiated will cease to
be in service on the date of superannuation but the disciplinary proceedings will continue
as if he was in service until the proceedings are concluded and final order is passed in
respect thereof. The concerned officer will not receive any pay and/or allowance after the
date of superannuation. He will also not be entitled for the payment of retirement benefits
till the proceedings are completed and final order is passed thereon. However, he will be
paid the CPF amount (both employer and employee’s share) due to him. 12

38. Savings

(1) Nothing in these rules shall be construed as depriving any person to whom
these rules apply, of any right of appeal which has accrued to him under the rules,
which have been superseded by these rules.
(2) An appeal pending at the commencement of these rules against an officer
made before the commencement of these rules shall be considered and orders
thereon should be made, in accordance with these rules
(3) The proceedings pending at the commencement of the rules shall be continued
and disposed of as far as may be in accordance with the provisions of these rules, as
if such proceedings were proceedings under these rules.
(4) Any misconduct etc. committed prior to the issue of these rules which was a
misconduct under the superseded rules shall be deemed to be a misconduct under
these rules.

39. Removal of doubts

Where a doubt arises as to the interpretation of any of these rules, the matter shall be
preferred to the Board for final decision.

40. Amendments

The Board may amend, modify or add to these rules, from time to time, and all such
amendments, modifications or additions shall take effect from the date stated therein.

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CMD/IO/81/2014 dated 12 May 2014

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Annexure 9.4
[Refer to Para 9.5 of Chapter 9 of HR Manual]
Service Rules & Regulations for Monthly Paid Staff

1. Commencement

1.1. These orders shall come into force on and from the 14 th September, 1951.

2. Definition

In these orders unless there is anything repugnant to the subject or context,

(a) “Employees” means all persons employed on a fixed monthly salary but does
not include persons who are covered by a specific agreement or those whose basic
salary exceeds Rs.300/- per month (SR1 pay scale 6600-13100) and the daily rated
workmen who are governed by separate Standing Orders in force.
(b) “The Company” means Hindustan Shipyard Limited, Visakhapatnam or its
successors or assigns.
(c) “The Manager” means the Company’s Resident Representative or any person
authorized by the Managing Director of the Company for the time being to act in his
place.

3. Classification of Employees

(a) All appointments in the first instance will generally be for a probationary period of
6 months ( 1 year) and such appointments shall be governed by the following rules :
(i) The Company may, if it considers necessary, extend the period of probation
(ii) Confirmation. If the probationer’s services are found satisfactory, he will be
confirmed at the end of the probationary period.
(iii) Notice. During the period of probation, the Company may relieve the
probationer at one week’s notice, if his service in the meantime is found
unsatisfactory. The probationer shall be bound to serve the Company during the
period of probation and if he wants to be relieved, he shall give one week’s notice
to the Company.
(iv) Leave. The Company will allow the following leave privileges to probationers :-
Casual Leave. 3 days during the period of 6 months’ probation; in case the
probationary period is extended, another 4 days leave for the next 6 months or
pro-rata for a lesser period.
Sick Leave. 3 days during the period of 6 months’ probation; In case the
probationary period is extended, another 4 days leave for next 6 months or
pro- rata for a lesser period.

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Earned Leave. 30 days on completion of one year’s probationary period.

(b) A ‘Permanent’ employee is one who has been made permanent by an office order
after completing generally the requisite probationary period to the satisfaction of the
Company.
(c) A probationer is one who is provisionally employed to fill a permanent vacancy.
(d) A ‘Temporary’ employee is one who is engaged for work which is of an essentially
temporary character.
(e) An “Apprentice” is a learner who may or may not be given a nominal allowance
during the period of training.

4. Medical Examination

4.1. All existing employees and new entrants shall be medically examined by the
Company’s Medical Officer and if any is found medically unfit for further service, his
services shall be terminated by giving one month’s written notice.

5. Manner of intimating period and hours of work

5.1. The period and hours of work of employees shall be posted upon the office notice
board, provided that if any particular employee is required to work for a different period, he
shall be notified to that effect in advance.

6. Manner of intimating holidays

Notice specifying the days observed by the Company as holidays will be posted upon the
office notice board, provided that if any particular employee is required to work on
holidays, he shall be personally notified to that effect.
The number of holidays to be granted to the employees shall be regulated in accordance
with the custom or usage of the Company.

7. Scales and Service Conditions

The scales and service conditions of the employees shall be those drawn up, agreed to
between the Company and the Shipyard Staff Association/ Union and in force at present
subject to such alterations that may be made or mutually agreed upon from time to time
and subject also to standing orders for the time being in force.
A record shall be maintained of all employees showing the date of joining, salary drawn
and increments given from time to time.

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All employees shall intimate to the Company their addresses also any changes thereto
from time to time if they fail to do this, the Company will not be responsible for the delay or
the non-delivery of any communication addressed to them.

8. Provident Fund

All permanent employees will become subscribers to the “Provident Fund” for the
employees of Hindustan Shipyard Limited and they agree to be bound by the Rules
and Regulations of the Fund.

9. Procedure for granting leave

(a) Applications for leave shall be made in writing to the Company. Orders shall be
endorsed on the applications and if leave is refused or postponed, the reason for the
refusal or postponement shall be recorded in writing and communicated to the
applicant. An employee shall lose his lien on his appointment if he fails to return to duty
within 8 days on the expiry of his leave, or any extension thereof which may have been
granted to him and does not give a satisfactory explanation to the management.
(b) Leave cannot be claimed as a matter of right, except the leave to be allowed under
the Factories Act, 1948. When the exigencies of the work so require discretion to
refuse or revoke leave of any description is reserved to the Company.
(c) Sick Leave. Applications for leave exceeding 7 days on grounds of sickness and
not exceeding 15 days, shall be accompanied by a Medical Certificate either from the
Medical Officer of the Company or any Registered Medical Practitioner.
(d) Special Sick Leave. Subject to agreed Rules and Interpretations in connection
with the scales and service conditions (vide Rules for Special Sick Leave (Appendix-
9.5A) it will be granted to employees only;
(i) On the Medical Officer of the Company certifying; or
(ii) On production of a certificate from a Registered Medical Practitioner at the
discretion of the Managers;
(iii) On production of admission / discharge certificate from a Government Hospital.
N.B: The application for special sick leave should be sent during the course of the
illness and not after availing the leave in advance in anticipation of the leave being
granted.
(e) No employee who has been granted leave on Medical Certificate may return to
duty without first producing a Medical Certificate of fitness from the Company’s Medical
Officer.
(f) Casual Leave and Sick Leave cannot be sanctioned in combination with Earned
Leave or leave on medical certificate.

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10. Colony Tenancy Terms

10.1. Employees who are provided with quarters in Company’s Staff Colony shall conform
to the tenancy terms and conditions (Appendix-9.5B) and no employee shall be finally paid
off unless he gives vacant possession of the Company’s unit or units that might be
occupied by him.

11. Entry and Exit

The employees shall not enter or leave the premises of the undertaking except by the
Main Gate or the East Barge Jetty, or by any other entrance authorized by the
management.
All employees shall be liable on leaving the premises of the undertaking to be searched
by the Gateman and all women employees shall be liable to be detained by the Gateman
for search by the female searcher, if acting without malice he suspects that any employee
who is so detained is in wrongful possession of property belonging to the Company,
provided that no search shall be made except in the presence of two other persons of the
same sex as the suspected employee.

12. Temporary stoppage of work

(a) The Company may, at any time or times in the event of a fire, catastrophe,
breakdown of machinery or stoppage of the power supply, epidemic, civil commotion,
or other cause beyond the control of the Company, stop any machines or Department
or Departments wholly or partially for any period or periods, without notice and without
compensation in lieu of notice.
(b) In the event of a stoppage of any machine or Department under this order
during working hours, the employees affected shall be notified by notices put upon
notice boards in the Department concerned, as soon as practicable, when work will be
resumed and whether they are to remain or leave the undertaking. Their period of
detention in the undertaking shall not ordinarily exceed one hour after the
commencement of the stoppage. If the period of detention does not exceed one hour,
employees so detained shall not be paid for the period of detention. If the period of
detention in the undertaking exceeds one hour, the employees so detained shall be
entitled to receive salary for the whole of the time during which they are detained in
the undertaking as a result of the stoppage.
(c) Any employee laid off under order 12(b) shall not be considered dismissed from
service, but as temporarily unemployed and shall not be entitled to salary during such
unemployment except to the extent mentioned in Order 12(b). Whenever practicable a
reasonable notice shall be given for resumption of normal work and all employees laid
off under Order 12(b) who present themselves for work when the normal work is
resumed shall have prior right of reinstatement.

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13. Strikes

In the event of a strike affecting either wholly or partially and one or more Department
or Departments of the undertaking, the Company may subject to the provisions of the
Industrial Disputes Act 1947 or any rules thereunder or any other enactment or rule in
force for the time being, close down either wholly or partially such department or
departments and any other department or departments affected by such closing down
and for any period or periods. The fact of such closing down and for any period or
periods shall be notified by notices posted on the Notice Board in the departments
concerned as soon as practicable. The employees concerned shall also be notified by
a general notice period to the resumption of work, as to when work will be resumed.

14. Termination of employment

(a) One month’s written notice to terminate employment or the payment of a sum
equivalent to one month’s salary in lieu thereof will be required on either side; the
period of notice shall commence from the date on which the notice is served and end
on the corresponding date in the following months. If any employee leaves the service
of the Company without giving notice, he shall be liable to be sued for damages. The
reasons for the termination of services shall be recorded in writing and shall be
communicated to the employee if he so desires at the time of the discharge.
(b) Where the employment of any person is terminated by or on behalf of the
Company, the salary earned by him shall be paid before the expiry of the second
working day from the day on which his employment was terminated.

15. Suspension or dismissal for misconduct and acts or omissions

constituting misconduct

The following acts or omissions shall be treated as misconduct:

(a) Wilful insubordination or disobedience whether alone or in combination with
another or others, of any lawful and reasonable order of a superior;
(b) Striking work or inciting others to strike work in contravention of the provisions of
the Industrial Disputes Act, 1947 or any other enactment or rule in force for the time
being.
(c) Theft, fraud, or dishonesty in connection with the Company’s business or property.
(d) Taking or giving bribes or any illegal gratification whatsoever.
(e) Habitual absence without leave or absence without leave for more than ten
consecutive days.
(f) Habitual late attendance
(g) Habitual breach of any Standing Orders

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(h) Collection of any money within the premises of the undertaking for purposes not
sanctioned by the Manager.
(i) Engaging in trade within the premises of the undertaking.
(j) Riotous or disorderly behaviour in the premises of the undertaking or any act
subversive of discipline
(k) Drunkenness
(l) Conduct in private life prejudicial to the reputation of the Company.
(m) Negligence or neglect of work involving the Company into a loss.
(n) Breach of any rules or instructions for the maintenance and running of any
department or the maintenance of the cleanliness of any portion of the premises of the
undertaking
(o) Assaulting or abusing others in the premises of the undertaking
(p) Frequent repetition of any act or omission for which a fine may be imposed under
the “Payment of Wages Act” (See Appendix-9.5C attached).
(q) Interference with the work of other employees.
1
(r) The acts of Sexual harassment against any woman in work place.
For this purpose, sexual harassment includes such unwelcome sexually determined
behaviour (whether directly or by implication) as:
(a) Physical contact and advances;
(b) A demand or request for sexual favours;
(c) Sexually coloured remarks;
(d) Showing pornography;
(e) Any other unwelcome physical, verbal or non-verbal conduct of sexual
nature where any of these acts is committed in circumstances where under
the victim of such conduct has a reasonable apprehension that in relation to
the victims employment or work whether she is drawing salary, or honorarium
or voluntary, whether in Government, Public or Private Enterprise such
conduct can be humiliating and may constitute a health or safety problem or
when it creates a hostile work environment. (Ref: PD/ODR/IO/1/98 dated
21.02.1998) Note. The above instances of misconduct are illustrative in
nature and not exhaustive.

16. Suspension and Dismissal

(i) An employee may be suspended for a period not exceeding four days or
dismissed without notice or any compensation in lieu of notice if he is found to be
guilty of misconduct.

1
PD/ODR/IO/1/98 dated 21.02.1998

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(ii) The order of suspension shall be in writing and may take effect immediately on
communication thereof to the employee. Such order shall set out in detail the alleged
misconduct and the employee shall be given an opportunity of explaining the
circumstances alleged against him. If, on inquiry, the order is confirmed or modified,
the employee shall be deemed to be absent from duty for the period of suspension
and shall not be entitled to any remuneration for such period. If, however, the order is
rescinded, the employee shall be deemed to be on duty during the full period of
suspension and shall be entitled to the same salary as he would have received if he
had not been suspended.
(iii) No order of dismissal shall be made unless the employee concerned is informed
in writing of the alleged misconduct and is given an opportunity to explain the
circumstances alleged against him.
(iv) In awarding punishment under this Standing Order, the Manager shall take into
account the gravity of the misconduct in the previous record, if any, of the employee
and any other extenuating or aggravating circumstances that may exist.
(v) A copy of the order made by the Manager shall be supplied to the employee
concerned.

17. Means of redress for employee

All complaints arising out of his employment including those relating to unfair
treatment or wrongful exaction on the part of the employer or his agent or servant
shall be submitted by an employee or on his behalf by an Association of which he is
a member to the Manager or such other officer or officers as the Manager may
appoint. The Manager or such officer shall personally investigate the complaint at
such times and places as he may fix and the complainant employee or the
Association shall have the right to be present at such investigation. Where the
complainant alleges unfair treatment or wrongful exaction on the part of his
employer or his agent or servant, a copy of the order finally made by the Manager
shall be supplied to the complainant if he asks for one. In other cases, the decision
taken by the Manager shall be intimated to the complainant.
Provided that complaints relating to :
(i) Assault or abuse by any person holding a supervisory position, or
(ii) Refusal or an application for urgent leave shall be enquired into without
avoidable delay by the Manager or such other officer or officers as he may appoint.

Subject to the provisions of any other enactment or rule for the time being in force,
the decision of the Manager upon any question arising out of, in connection with or
incidental to these orders shall be final, subject, however, to appeal to the Managing
Director of the Company.

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18. General Guidelines

When any probationary or permanent employee is summarily dismissed, suspended or

discharged or leaves the service of the undertaking, or is granted leave of absence, he
shall, except in cases of general retrenchment, closing down of department, strike or
lockout, be given a written order in the form prescribed by the Company.
If ten or more employees acting in concert and without giving a fortnight’s notice to the
Management absent themselves from work or being present at the work-spot, refuse to
work, a deduction of eight days salary will be made from the salaries of such employees.
If any employee refuses to accept a written warning, notice or other communication, such
communication shall be posted on the Office Notice Board and this shall be deemed to
have the effect of the communication having been served on the employee.
All employees who come under the provisions of the Workmen’s Compensation Act shall
immediately report any injury sustained by them during the course of their work to the
Head of the Department concerned for attention and necessary action and shall follow
the directions given by the Company’s Medical Officer and/or the Government Hospital
Authorities to entitle them to claim compensation under the Workmen’s Compensation
Act.
Every permanent employee shall be entitled to a service certificate at the time of leaving
service, dismissal or discharge.

A copy of these orders shall be posted on the office and Departmental Notice Boards and
shall be kept in a legible condition.

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Appendix 9.5A
[Refer to Para 9(d) of Annexure 9.5 of Chapter 9 of HR Manual]

Rules for Special Sick Leave for Staff

(In effect from 1st July 1947)

(1) All applications for special sick leave must be accompanied by a Registered
Medical Practitioner’s Certificate in original or if the employee is in Hospital - the
Hospital Certificate in original giving the nature of the illness on account of which the
Special Sick Leave is being applied for. The Company reserves the right to have the
applicant examined by its own Medical Officer, whenever considered necessary.
(2) The full right of 15 days’ sick leave per year of completed service will be
deemed to have accrued to an employee after the completion of five years’ service
in the Company. For less than five years’ service, special sick leave will accrue
according to the following schedule subject to other rules :-
On completion of 1 year’s service .. Nil
On completion of 2 years’ service .. 15 days
On completion of 3 years’ service .. 30 days
On completion of 4 years’ service .. 45 days
On completion of 5 years’ service .. 75 days
(3) Salary for the period of Special Sick Leave will become payable only after
such leave is sanctioned. If a person is continuously ill, fresh application together
with the necessary certificate will have to be made each month.
(4) The scales and service conditions lay down that Special Sick Leave is to be
utilized only for illness of long duration and after Earned, casual and/or ordinary sick
leave is used up.
(a) Notwithstanding the above, casual and ordinary sick leave will not be
utilized for adjusting special sick leave. Special sick leave will thus be allowed
after Earned leave is exhausted.
(b) For illness to be treated as of long duration, it has to be of at least 21
days. Application for leave for illness for less than 21 days will not be
considered for granting of special sick leave.
(c) Relapses of the same illness within 30 days from the date of expiry of
the last special sick leave will be treated as continuous illness.
(5) If after sanctioning of the special sick leave, the Company has reason to
believe that the leave was obtained on false pretences, such cases will be subject
to review by the Joint Committee of the Management and the Union for taking such
action as may be considered necessary.
(6) Special sick leave will not be allowed for change of air except after long
illness and under Medical Certificate.

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Appendix 9.5B
[Refer to Para 9(d) of Annexure 9.5 of Chapter 9 of HR Manual]

Terms and Conditions on which units shall be rented to employees

in the Colony by Hindustan Shipyard Limited, Visakhapatnam

(1) The rents due for the month shall be deducted from the salaries earned during that
month. If no salary was earned during that month, the tenant shall pay the rent due for the
month before the 15th of next month.
(2) No tenant shall sub-let the unit to another without the knowledge and consent in
writing of the Company.
(3) The tenant shall be held responsible for any breakage, damage and/or loss to the
fittings etc., provided for in the unit of the Company.
(4) The tenant shall keep the unit and its outskirts neat and tidy.
(5) The tenant should report immediately to the Company if there is any
(i) Birth,
(ii) Death, or
(iii) Case of illness which is of an epidemic nature in the unit occupied by him.

(6) The Unit shall be vacated within ten days the employee is discharged from the
Company.
(7) The Company shall be at liberty to give a month’s notice to any tenant to vacate the
unit for any reasonable cause.
(8) The tenant shall not be allowed to put up any extension to the unit and the tenant
shall be held responsible for any fire etc., that may break out in the unit by storage of
inflammable materials inside or outside the unit.
(9) No tenant shall be allowed to grow any garden outside his unit unless he previously
obtains the permission of the Company.
(10) Any tenant who has shared the unit with other employee or employees shall not
eject him or them without the Company’s knowledge and consent.

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Appendix 9.5C
[Refer to Para 15.1 (p) of Annexure 9.5 of Chapter 9 of HR Manual]

Fines may be imposed in accordance with the provisions of the

Payment of Wages Act for the following offences

(1) Absence without leave without sufficient cause;

(2) Negligence in work or neglect of work;
(3) Committing a nuisance in the yard premises;
(4) Smoking within the yard premises except in places where smoking is permitted;
(5) Entering or leaving; or attempting to enter or leave the yard premises except by the
gate or jetty provided for the purpose;
(6) Absence without leave or without sufficient cause from appointed work in the yard;
(7) Quarrelling;
(8) Breach of any rules or instructions for the maintenance and running of any
department or the maintenance or the cleanliness of any portion of the yard premises or
compound;
(9) Failure to observe safety instructions;
(10) Damage to work in process or to any other property of the Company;
(11) Sleeping on duty;
(12) Unauthorized interference with any safety devices installed in the yard;
(13) Breach of Standing Orders;
(14) Distributing or exhibiting inside the yard premises hand bills, pamphlets, or posters
without the previous sanction of the Manager.

No fine shall be imposed except by the officers authorized under the Payment of
Wages Act and until the employee concerned has been given an opportunity of being
heard.

All fines imposed on employees will be credited to a special fines fund which will be
utilized for such purposes as may be approved in this behalf by the local Government in
accordance with the provisions of the Payment of Wages Act.
-------------

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SCHEDULE – I

2
DELEGATION OF DISCIPLINARY POWERS

Charge sheet/
Charge sheet- Disciplinary
Cadre Penalties Appellate
cum- suspension Authority
Authority
order issuing
Authority
Chief Manager
Warning/ Manager (HR)/ Manager(HR) (HR)/
Censure Dy. Manager(HR) DGM(HR)/
GM(HR)
Suspension/
Chief
Stoppage of
Manager (HR) / Manager(HR)/ C&MD
increments/
Dy. Manager(HR) DGM(HR)/
Reduction in
GM(HR)
Workmen pay
& Staff Chief
Reduction in
Manager(HR) / Manager(HR)/ C&MD
Rank /
Dy. Manager(HR) DGM(HR)/
Dismissal
GM(HR)

2
PD/C&L,3300/1/2005 dated 07 Nov 2005

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Annexure 9.5
[Refer to Para 9.6 of Chapter 9 of HR Manual]
Standing Orders for Workmen

[NOTE: The Standing Orders for Workmen as certified on 1st December, 1980 under
the Industrial Employment (Standing Orders) Act, 1946, are shown below.
However, Common Standing Orders for all Unionised Employees (Staff & Workmen)
have been drafted and are to be submitted to RLC for certification of the revised
Standing Orders]

1. Commencement

These orders have been in force in accordance with the provision of Section 7 of the
Industrial Employment (Standing Orders) Act, 1946.

2. Definition

In these orders unless there is anything repugnant to the subject or context

(a) “Workers” means all work people, male or female irrespective of age employed
in Hindustan Shipyard Limited, Visakhapatnam to do skilled, semiskilled, unskilled
manual work;
(b) “The Company” means Hindustan Shipyard Limited or successors or assigns;
(c) “The Manager” means the Managing Director of the Company or any person
authorized for the time being to act in his place.

3. Classification of Operatives

Workers shall be classified as --

i) Permanent Workers;
ii) Probationers;
iii) Temporary Workers; and
iv) Apprentices; and their tickets shall be marked accordingly :

(a) A ‘Permanent’ worker is one who has been made permanent by an office order
after completing a minimum probationary period of three months in the same or any
other occupation in the undertaking to the satisfaction of the Company.

(b) A ‘Probationer’ is one who is provisionally employed to fill a permanent vacancy

and has not been made permanent. If a permanent worker is employed as a
probationer in a new post, he may at any time during the probationary period be
reverted to his old permanent post.

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(c) A Temporary Worker’ is one who is engaged for work which is of an essentially
temporary character.
(d) An ‘Apprentice’ is a learner who is given a nominal allowance during the period of
his training

4. Medical Examination

All existing workers and new entrants shall be medically examined by the Company’s
Medical Officer and if any is found medically unfit for further service, he shall be discharged
forthwith from the Company’s service.

5. Identity

(a) Every permanent workman will be provided with Identity Badge which will be
worn by him during working hours and shall be shown to the security personnel or any
authorized person at the gate or at any time on demand. Loss of Identity Badge is to
be reported to the Issuing Officer who will arrange for issue of new badge from time to
time. A workman may be refused entry without the Identity Badge.
(b) The Identity Badge issued to any workman shall be surrendered by him on the
termination of his services, on transfer or on his suspension or leaving services, failing
which the workman shall be liable to pay the cost of Identity Badge. If the Identity
Badge becomes illegible or disfigure due to the normal wear and tear the Company
will replace it without any charge.
(c) No employee shall be admitted within the factory premises without the said
identity badge. However, any employee who has forgotten to bring his identity badge
shall report to the Security Officer at the gate, who after consulting the Head of the
Department concerned on the telephone, may let him enter the premises by issuing a
temporary pass which shall be surrendered to the Security at the close of his shift.
(d) Any workman who has entered the factory without an Identity Badge or
permission slip is liable to be sent out and will not be entitled to the wages for that
day.
(e) The workman will mark his attendance by punching the wage card at his
respective department punching booth.

6. Manner of intimating periods & hours of work

The periods and hours of work for all classes of workers shall be posted upon a notice
board at the time office.

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7. Manner of intimating Rates of Wages

Notices specifying the rates of wages payable to all classes of workers shall be
displayed on the Notice Board at the Time Office.

8. Manner of intimating holidays & pay days

Notices specifying (a) the days observed by the undertaking as holidays; and (b) pay
days shall be posted on the Notice Board at the Time Office as required by the Factories
Act and the Payment of Wages Act respectively.

9. Attesting Signatures of Thumb Impressions of workmen

No wages shall be paid unless the signature or thumb impression of the concerned
worker on the wage slips, acknowledging receipt of wages is countersigned by the
respective supervisory personnel as may be nominated by the Company.

10. Unclaimed Wages

Any wages due to a worker but not paid on the usual pay day on account of their
being unclaimed shall be paid by the Company on such unclaimed wage pay day in each
week, as may be notified to the worker, following the date on which a substantiated claim
was presented by the worker on his behalf, by his legal representative, provided that such
claim is submitted within three years from the date on which the wages become due to the
worker.

11. Shift Working

Shift working shall be regulated in accordance with the Factories Act. More than one
shift may be worked in a Department or Departments or any Section of a Department at the
discretion of the Company. If more than one shift is worked in the undertaking, the workers
shall be liable to be transferred from one shift to another. Shift working may be
discontinued after putting up a notice in the Time Office. Notice of one month of
discontinuance of any shift shall be given provided, however, that it shall not be necessary
to give one month’s notice if as a result of the discontinuance of the shift no permanent
worker is discharged. If as a result of discontinuance of shift working any permanent
workers are likely to be discharged they shall be discharged having regard to the length of
their service in the undertaking, those with the shortest term of service being discharged
first. If the shift is to be restarted a week’s notice thereof shall be given by posting a notice
at the Time Office and the workers discharged as a result of the discontinuance of the shift
shall, if they present themselves at the time of restarting the shift have preference in being
re-employed, having regard to the length of their previous service, in the undertaking, those
with the longest term of service being re-employed first.

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12. Attendance & Late Coming (etc.)

(a) All workers shall be at their place of work at the time fixed and notified to them. A
grace period of 5 minutes is allowed in a week. For non-ferry pass holders no grace
period will be allowed. No grace period will be allowed in the afternoon, after recess, if
any worker is shut out for late coming after the recess he will be treated as absent for
that half day.
(b) Notwithstanding anything contained in this standing order, deductions from
wages will be effected for late coming beyond permissible limit of 5 minutes in a week
as under:
(i) ¼ hour wages : for late coming up to 10 minutes
(ii) ½ hour wages: Beyond 10 minutes and up to 30 minutes after the starting time.
(c) If a worker comes late more than 5 times in a month, he will be shut out and
disciplinary action will be taken for his habitual late coming.

13.

Any worker who is found absent from his proper place or places of work during
working hours without permission or without any sufficient reasons shall be liable to be
treated as absent without leave for the period of his absence and deduction from his wages
may be made in accordance with the provisions of Section 9 of the Payment of Wages Act,
1936.

14.

If, however, he is so absent from the premises of the undertaking of work-spot during
working hours without permission, he shall be liable to be treated as absent for the whole
day in case his absence commences before the recess period and for half a day in case his
absence commences after the recess period.

15.

If the worker is so absent from the work-spot with the permission of the Head of the
Department, his wages for the actual period of absence only shall be liable to be deducted.

16. Deduction from wages

If ten or more workmen acting in concert, absent themselves or strike work without ten
days prior notice and being present at the work-spot refuse to work without reasonable
case, they will at the discretion of the Management, be liable to deduction from their earned
wages of an amount not exceeding eight days earnings in each case in accordance with
the provisions of the Payment of Wages Act, 1936.

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a) In accordance with Section 7 - Sub-section 2(c) of the Payment of Wages Act

deductions may be made for any damage to or loss of goods expressly entrusted to a
workman for custody or for loss of money for which he is required to account, where
such damage or loss is directly attributable to his neglect or default.

17. Colony Tenancy Terms

Workers who are provided with quarters in Company’s Staff Colony shall conform to
the tenancy terms and conditions (Appendix- 9.6A) and no worker shall be finally paid off
unless he gives vacant possession of the Company’s unit or units that might be occupied
by him.

18. Leave and Holidays

(a) Earned Leave: 14 days in a year is permissible. The provisions of the Factories
Act regarding entitlement and availing of leave are applicable. All the workmen who
have put in minimum of 240 days of working in the preceding year are entitled to 14
days irrespective of the number of days worked beyond 240 days:
(i) Worker should have worked for 240 days in the previous year to become
entitled for this leave. In reckoning these 240 days any periods of a layoff,
maternity leave, accident rest and leave earned in the year prior to that in which it
is enjoyed are taken into account.
(ii) The leave is accumable and the quantum that can be carried forward is 30
days.
(b) Casual Leave: 8 days in a calendar year
(c) Sick Leave: 20 days with half pay for every calendar year of service. This can be
commuted to 10 days with full pay leave on medical grounds.
(d) The Company shall declare seventeen closed holidays with full pay i.e. fourteen
religious holidays which will be fixed in advance in consultation with recognized Union
and three National holidays falling on Sundays will not be substituted. Out of the 4
optional holidays. These holidays can be prefixed or suffixed to Casual / Sick leave.
However, these holidays intervening during Casual / Sick Leave will be treated as part
of the leave.

19.

A worker who desires to obtain leave of absence under sub-clause (a) of clause 18
or for other reasons on loss of pay shall apply to his departmental Foreman who is turn
shall send the application with the Department Leave Memo in duplicate to the Time Office
for sanction. If the leave is granted, a leave pass shall be issued to the worker. If the leave
is refused or postponed, the fact of such refusal or postponement and the reasons
therefore shall be recorded in writing in a register to be maintained for the purpose at the
time office and if the worker so desires a copy of such entry in the register shall be
Hindustan Shipyard Ltd., Visakhapatnam HR Manual 2017
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the worker after proceeding on leave desires an extension thereof, he shall make an
application in writing for the purpose to the authority granting leave and a written reply
either of the grant or refusal of extension of leave shall be sent to the worker if his address
is available.

20.

If the worker remains absent beyond the period of leave originally granted or
subsequently extended, he shall lose his lien on his appointment unless (i) he returns within
eight days of the expiry of the leave and (ii) gives explanation to the satisfaction of the
authority granting leave of his inability to return before the expiry of leave. In case the
worker loses his lien on the appointment he shall be entitled to be kept on the waiting list.

21. Entry and Exit

The workers shall not enter or leave the premises of the undertaking except by the
Main Gate or the East Barge Jetty.

22.

All male workers shall be liable on leaving the premises of the undertaking to be searched
by the Gateman and all female workers shall be liable to be detained by the Gateman for
search by the female searcher, if acting without malice he suspects that any worker who is
so detained is in wrongful possession of property belonging to the Company, provided that
no search shall be made except in the presence of two other persons of the same sex as
the suspected operative.

23. Temporary stoppage of work

The Company may, at any time or times in the event of a fire, catastrophe,
breakdown of machinery or stoppage of the power supply, epidemic, civil commotion, or
other cause beyond the control of the Company, stop any machines or Department or
Departments wholly or partially for any period or periods, without notice and without
compensation in lieu of notice.

24.

In the event of a stoppage of any machine or department under this order during
working hours, the workers affected shall be notified by notices put upon notice boards in
the department concerned, as soon as practicable, when work will be resumed and
whether they are to remain or leave the undertaking. Their period of detention in the
undertaking shall not ordinarily exceed one hour after the commencement of the stoppage.
If the period of detention does not exceed one hour, workers so detained shall not be paid
for the period of detention. If the period of detention in the undertaking exceeds one hour,
the workers so
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detained shall be entitled to receive wages for the whole of the time during which they are
detained in the undertaking as a result of the stoppage. In the case of piece rate workers,
the average daily earning for the previous months shall be taken to be the daily wages.

25.

(a) All matters connected with lay-off will be dealt with in accordance with the
provisions of the I.D. Act.
(b) Where workmen are laid off for short period on account of failure of plant or
temporary curtailment of production, period of unemployment shall be treated as
Compensatory Leave either with or without pay as the case may be. When however,
workmen have to be laid-off for an indefinitely long period their services may be
terminated after giving them due notice or pay in lieu thereof.
(c) Any worker laid off under order 24 shall not be considered as dismissed from
service, but as temporarily unemployed and shall not be entitled to wages during
such unemployment except to the extent mentioned in Order 24. Whenever
practicable a reasonable notice shall be given for resumption of normal work and all
workers laid off under Order 24 who present themselves for work, when the normal
work is resumed shall have prior right of reinstatement.

26. Strikes

In the event of a strike affecting either wholly or partially, any one or more Department
or Departments of the undertaking, the Company may subject to the provisions of the
Industrial Disputes Act 1947 or any rules thereunder or any other enactment or rule in force
for the time being, close down either wholly or partially such department or departments
and any other department or departments affected by such closing down and for any period
or periods. The fact of such closing down and for any period of periods shall be notified by
notices posted on the Notice Board in the departments concerned as soon as practicable.
The workers concerned shall also be notified by a general notice prior to the resumption of
work, as to when work will be resumed.

27. Termination of employment

(a) The employment of any permanent workmen may be terminated by one month
notice or by payment of one month’s wages in lieu of notice. The reasons for the
termination of services shall be recorded in writing and shall be communicated to the
worker if he so desires at the time of the discharge.
(b) Probationers other than those transferred for permanent posts in the
undertaking, temporary workers and apprentices may leave, or be discharged from
service without notice by the Manager.

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(c) Where the employment of any person is terminated by or on behalf of the

Company, the wages earned by him shall be paid before the expiry of the second
working day from the day on which his employment was terminated.

28.

Any permanent worker desirous of leaving the Company’s service shall give one
month notice to the Head of the Department concerned. The wages due to such a worker
must, if possible, be paid on the day the notice expires and in any case within two days
after the expiry of the notice.

29.

If any permanent worker leaves service without notice he shall be liable to be sent for
damages.

30. Suspension or dismissal for misconduct and acts or

omissions constituting misconduct

The following acts or omissions shall be treated as misconduct:

(a) Wilful insubordination or disobedience whether alone or in combination with
another or others, of any lawful and reasonable order of a superior;
(b) Striking work or inciting others to strike work in contravention of the provisions
of the Industrial Disputes Act, 1947 or any enactment or rule in force for the time
being.
(c) Theft, fraud, or dishonesty in connection with the Company’s business or
property.
(d) Taking or giving bribes or any illegal gratification whatsoever.
(e) Habitual absence without leave or absence without leave for more than ten
consecutive days.
(f) Habitual late attendance
(g) Habitual breach of any Standing Orders
(h) Collection of any money within the premises of the undertaking for purposes
not sanctioned by the Manager
(i) Engaging in Trade within the premises of the undertaking
(j) Riotous or disorderly behaviour in the premises of the undertaking or any act
subversive of discipline
(k) Drunkenness
(l) Conduct in private life prejudicial to the reputation of the Company.

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(m) Habitual negligence or neglect of work.

(n) Breach of any rules or instructions for the maintenance and running of any
department or the maintenance of the cleanliness of any portion of the premises of
the undertaking
(o) Assaulting or abusing others in the premises of the undertaking
(p) Frequent repetition of any act or omission for which a fine may be imposed
under the “Payment of Wages Act” (See Appendix-9.6B attached).
(q) Interference with the work of other workers
(r) Smoking in prohibited areas on the Company’s premises.
(s) Wilful breakage of or damage to the property of the Company
(t) Failure to observe safety instructions or unauthorized removal of or interference
with or damage to machinery, guard fencing and other safety devices installed in the
Company.
(u) Distributing or exhibiting inside the Factory any newspaper, hand bills,
pamphlets or posters without the previous permission of the departmental head /
Manager / Factory Manager.
(v) Attending or holding meetings within the Factory without the previous permission
of the Departmental Head / Manager / Factory Manager.
(w) Threatening or intimidating any worker or employee within the Company;
(x) Disclosing to any unauthorized person or persons any confidential information
in regard to the working of or any process used in the Company which comes into
the possession of a worker during the course of his work.
(y) Gambling within the Company;
(z) The sale or canvassing for sale of any commodities or of tickets or chances in
lotteries or raffles or of tickets, coupons or taken in connection with any scheme for
the sale of any commodity or articles within the Company without the previous
sanction of the departmental head / Manager / Factory Manager.
(za) Malingering, loitering or deliberate delay in production or in carrying out orders.
(zb) Entering or leaving or attempting to enter or leave the Factory premises except
by gate or door intended for the purpose or breaking or damaging or otherwise
tampering with any door, window, wall or structure forming part of the Company.
(zc) Sleeping whilst on duty
(zd) Engaging, organizing or participating in acts resulting in wrongful confinement or
restraint of any person or employee or an officer of the Company or a public servant
within the premises of the establishment, Company or outside the Company.

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If the Act is inconsistent with the fulfilment of express or implied conditions of

service or is directly linked with the general relationship between the employer and
the employee or has a direct connection with the contentment or comfort of the men
at work or has material bearing on the smooth and efficient working of the concern.

(ze) Giving false information regarding one’s age, father’s name, qualifications,
previous experience, etc., at the time or subsequent to employment.
(zf) Canvassing for Union Membership or the collection of Union dues within the
premises of the establishment by the Union not recognized by the management.
(zg) Association with any political party banned by the Government or any
organization which takes part in politics.
(zh) Making false complaints or statements at the time of enquiry against superior
or other workmen knowing them to be false.
(zi) Writing of anonymous or pseudonymous letters criticizing superiors and making
false reports alleging misconduct of colleagues etc.
(zj) Refusal to accept or take notice of any order or charge-sheet or any other
communication served either in person or in due course by post.
(zk) Refusal to work on a similar nature of job or machine other than the job or
machine on which he is usually engaged when there is no work or work is finished
on the original job on machine, or refusal to accept transfers.
(zl) Applying for appointment, scholarships, fellow-ships, travel-ships or for any
training without intimation to the employer.
(zm) Leaving the work-spot single or in concert with others for making
representations single or jointly without following the grievances procedure.
(zn) Conviction by any Court of Law for an offence involving moral turpitude.
(zo) Failure on the part of a workman to inform the management if involved in a
criminal misconduct and/or arrested by the police or convicted by a criminal court.
(zp) Abetment of or attempt at or preparation for any of the above acts of
misconduct.
(zq) No employee shall carry on any trade or business on commission or Agency in
his own name or binami in the name of the members of his family.
(zr) Resorting to litigation in the Court of Law or representation to the outside
agencies or authorities without exhausting the machinery provided for redressal of
grievances and or representations to the departmental authorities within the
organization and obtaining their decision thereon.

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(zs) Marry any person who has wife/husband living without first obtaining the
permission of the Management, notwithstanding that such subsequent marriage is
permissible under the Personal Law for the time-being applicable to him/her.
(zt) The acts of Sexual harassment against any woman in work place.
For this purpose, sexual harassment includes such unwelcome sexually
determined behaviour (whether directly or by implication) as:
(a) Physical contact and advances;
(b) A demand or request for sexual favours;
(c) Sexually coloured remarks;
(d) Showing pornography;
(e) Any other unwelcome physical, verbal or non-verbal conduct of sexual
nature where any of these acts is committed in circumstances where under
the victim of such conduct has a reasonable apprehension that in relation to
the victims employment or work whether she is drawing salary, or
honorarium or voluntary, whether in Government, Public or Private
Enterprise such conduct can be humiliating and may constitute a health or
safety problem or when it creates a hostile work environment.
Note: The above instances of misconduct are illustrative in nature and not
exhaustive.

31. A workman guilty of misconduct may be punished with

(i) Types of Punishments:

(a) Warnings; or
(b) Censure; or
(c) Fine, consistently with the provision of the Payment of Wages Act or any other
Act applicable to the establishment; or
(d) Stoppage for a specified period not exceeding 3 years of increment if due,
under graded scale of pay whichever applicable or
(e) Suspension for a period not exceeding 15 days;
(f) Reduction to a lower stage in the time scale, with or without cumulative effect
or to the next lower grade; or
(g) Removal from service which does not normally disqualify a workman for future
employment in a Public Sector; or
(h) Dismissal which disqualified a workman for further employment in Public Sector.

(ii) Procedure for awarding punishments:

(a) No order of dismissal, suspension, reduction to a lower stage in the time scale
or a lower grade or stoppage of increment for a period of three years except
warning
/ censure shall be made, unless the workman concerned is informed of the alleged
misconduct and is given an opportunity to explain the circumstances alleged against

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him and an enquiry, wherever necessary, has been made by the disciplinary
authority. If a workman refuses to accept the charge-sheet, it shall be posted on the
Time Office Notice Board and this will be deemed to have the effect of service. The
same procedure will be followed in respect of serving notice of enquiry and if the
workman fails to attend the enquiry, the enquiry shall be concluded ex-parte.
(b) The disciplinary authority shall also be entitled to presume in case a workman
refuses to accept a charge-sheet or fails to submit his explanation within the
specified period that he has admitted the charges levelled against him.
(c) Provided however an order imposing warning / censure may be passed after
informing the workman of the misconduct and giving him opportunity to explain.
(iii) Procedure for Domestic Inquiry : A workman against whom an enquiry has to be
held shall be given a charge sheet clearly setting forth the circumstances appearing
against him and requiring explanation. He shall be given an opportunity to answer the
charge and permitted to secure during enquiry the assistance of a co-workman or office
bearer of a recognized union. No postponement of proceedings may be given at any
stage of enquiry on the ground merely of non-availability of the person whose
assistance is sought, except for reasons to be recorded in writing by the officer holding
the enquiry. The workmen shall be permitted to produce witnesses for his defence and
cross-examine any witness on whose evidence the charge rests. A concise summary of
the evidence led on either side or the workman’s pleas, if any, shall be recorded. A copy
of the record of enquiry may be given, if asked for after the enquiry.
(iv) Procedure for Suspension / Payment of Subsistence Allowance:
(a) Where a disciplinary proceeding for misconduct against a workman is
contemplated or is pending or where criminal proceedings against him in respect of
any offence are under investigation or trial, and the employer is satisfied that it is
necessary or desirable to place the workmen under suspension, he may, by order in
writing suspend him with effect from such date as may be specified in the order. A
statement setting out in detail the reasons for such suspension shall be supplied to
the workman within a week from the date of suspension.
(b) A workman who is placed under suspension under clause (a) shall, during the
period of suspension be paid a subsistence allowance at the following rates, namely:
(i) Where the disciplinary proceeding contemplated or pending is departmental,
the subsistence allowance shall be for the first ninety days from the date of
suspension equal to one half of the basic wages and dearness allowance to
which the workman would have been entitled, if he were on leave with wages, if
the departmental proceedings gets prolonged and the workman continues to be
under suspension for a period exceeding ninety days, the subsistence
allowance shall for the period exceeding ninety days be equal to three fourths of
such basic wages and dearness allowance.

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Provided that where such proceeding is prolonged beyond a period of ninety

days for reasons directly attributable to the workman, the subsistence
allowance shall for a period exceeding ninety days, be reduced to one fourth
of such basic wages and dearness allowance.
(ii) Where the disciplinary proceeding is by the police or by any court of law or
where criminal proceedings against the workman are under investigation or
trial, the subsistence allowance shall, for the first one hundred and eighty days
from the date of suspension, be equal to one half of his basic wages and
dearness allowances to which the workmen would have entitled to, if he were
on leave with wages. If such disciplinary proceeding or criminal proceeding
gets prolonged and the workmen continues to be under suspension for a
period exceeding one hundred and eighty days the subsistence allowance
shall, for the period exceeding one hundred and eighty days e equal to three
fourths of such wages.
Provided that where such disciplinary proceeding or criminal proceeding is
prolonged beyond a period of one hundred and eighty days for reasons
directly attributable to the workman, the subsistence allowance shall for the
period exceeding one hundred and eighty days, be reduced to one fourth of
such wages.
(c) If on the conclusion of the disciplinary proceedings or as the case may be of
the criminal proceedings the workman has been found guilty of the charges framed
against him and it is considered that an order of dismissal or suspension or
stoppage of annual increment or reduction in pay or rank would meet the ends of
justice, the employer shall pass an order accordingly;
Provided that when an order of dismissal is passed under this clause, the
workman shall be deemed to have been absent from duty during the period of
suspension and shall not be entitled to any remuneration for such period and the
subsistence allowance already paid to him shall not be recovered;
Provided also that where an order imposing suspension or stoppage of annual
increment or reduction in pay or rank is passed under this clause, the workman shall
be deemed to be on duty during the period of suspension and shall be entitled to the
same wages as he would have received if he had not been placed under suspension
after deducting the subsistence allowance paid to him for such period.
(d) If on the conclusion of the disciplinary proceedings or as the case may be of the
criminal proceedings, the workman has been found to be not guilty of any of the
charges framed against him, he shall be deemed to have been on duty during the
period of suspension pending enquiry and shall be entitled to the same wages as he
would have received if he had not been placed under suspension, after deducting
the subsistence allowance paid to him for such period.

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(e) “The payment of subsistence allowance under this standing order shall be
subject to the workman concerned not taking up any employment during the period
of suspension”.
In awarding punishment under this Standing Order, the employer shall take into
account the gravity of the misconduct, the previous record, if any, of the workman
and any other extenuating or aggravating circumstances that may exist.

31(A) Appeal against the orders of the Disciplinary Authority

A workman aggrieved by the punishment given to him by the appointing / disciplinary

authority may appeal to the “Appellate Authority” specified in Schedule-I.
Such appeals should be preferred within a period of thirty days from the date of
imposition of the punishment.
The Appellate Authority shall consider the Appeal on its merits and pass such orders
as deemed fit, which will be communicated to the concerned workman in writing.
While considering the Appeal, the “Appellate Authority” may pass orders:
(i) Confirming, enhancing, reducing or setting aside the penalty; or
(ii) Remitting the case to the Authority which imposed the penalty with such
directions as it may deem fit in the circumstances of the case.
Provided that if the penalty is proposed to be enhanced, the concerned workman
shall be served with a fresh show-cause notice as to why the punishment should not be
enhanced.
The Appellate Authority shall consider the explanation submitted by the workman
in response to such show-cause notice served on the workman and taking into account all
the circumstances of the case shall pass final orders as it may deem fit.

31(AA)

(a) A workman may be warned or censured or subject to and in accordance with

the provisions of the Payment of Wages Act, 1936 fined for any of acts and
omissions mentioned in Appendix-9.6B.
(b) No order of punishment for the above acts or omissions shall be made unless
the workmen concerned have been given an opportunity to explain.

31(B) “Special Procedure in certain cases”

Notwithstanding anything contained in S.O. 31

(a) Where any penalty is imposed on the workman on the ground of conduct which
has led to his conviction on criminal charges;

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(b) Where the disciplinary authority is satisfied for reasons to be recorded by it in

writing that it is not reasonably practicable to hold an inquiry in the manner provided
in these rules; or
(c) Where the Management is satisfied that in the interest of the Security of the
Company, it is not expedient to hold any inquiry in the manner provided in these
rules, the disciplinary authority may consider the circumstances of the case and
make such orders thereon as it deems fit.

31(C)

The disciplinary powers under these standing orders will be exercised as specified
in the Schedule-I.

32. Means of redress for workman

All complaints arising out of his employment including those relating to unfair
treatment or wrongful exaction on the part of the employer or his agent or servant shall be
submitted by a worker or on his behalf by a Union of which he is a member to the Manager
or such other officer or officers as the Manager may appoint. The Manager or such officer
shall personally investigate the complaint at such times and places as he may fix and the
complainant worker or the Union shall have the right to be present at such investigation.
Where the complaint alleges unfair treatment or wrongful exaction on the part of his
employer or his agent or servant, a copy of the order finally made by the Manager shall be
supplied to the complainant if he asks for one. In other cases the decision taken by the
Manager shall be intimated to the complainant.
Provided that complaints relating to --
(i) Assault or abuse by any person holding a supervisory position
(ii) Refusal of an application for urgent leave shall be enquired into without
avoidable delay by the Manager or such other officer or officers as he may appoint.

33.

Subject to the provisions of any other enactment or rule for the time being in force,
the decision of the Manager upon any, question arising out of, in connection with, or
incidental, to these orders shall be final.

34.

When any probationary or permanent worker is summarily dismissed, suspended, or

discharged, or leaves the services of the undertaking, or is granted leave of absence, he
shall except in cases of general retrenchment, closing down of departments, strike or
lockout, be given a written order in the form prescribed by the Company.

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35. Age

(i) Every person on entering into service shall declare his date of birth, which shall
not differ from any declaration expressed or implied for any public purpose.
(ii) In case of literate employees the date of birth shall be invariably supported by
documentary evidence (School Certificate, date of birth extract from Municipal Births
Register) and be entered in the service record in the employee’s own hand-writing.
(iii) If an employee is a Matriculate or possesses a higher qualification, the date of
birth as recorded in his Matriculation / School Certificate shall be accepted as the date
of his birth.
(iv) In the case of illiterate employees they will be required to produce some
documentary evidence, such as an extract from Municipal Births Register in support of
the date of birth, if available, and the date of birth on this basis shall be recorded by an
officer not less than the rank of Dy. Manager (HR) and witnessed by another
responsible officer of the department. In case no such proof is available the procedure
as laid down in paras (5) and (6) will be followed.
(v) When year and month of birth are known but not the exact date, the first of that
month shall be treated as the date of birth.
(vi) When a person is unable to give his date of birth but gives his age, he should be
assumed to have completed the stated age on the date of entering into service.
(vii) When the Company has any doubt about the correctness of the age stated or
evidence produced by the person concerned in support of his age, medical opinion to
assess his age may also be obtained and suitable date of birth entered in his service
record (after taking into account) in the manner prescribed at item Nos. 5 and 6 above.

36.

If any worker refuses to accept a written warning, notice or other communication, such
communication shall be pasted on the Time Office Notice Board and this shall be deemed
to have the effect of the communication having been served on the worker.

37.

All workers shall immediately report any injury sustained during the course of their
work to the Foreman of the department concerned for attention and necessary action and
shall follow the directions given by the Company’s Medical Officer and/or the Government
Hospital Authorities to entitle them to claim compensation under the Workmen’s
Compensation Act.

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38.

Every permanent employee shall be entitled to a service certificate at the time of leaving
service, dismissal or discharge.

39.

Workmen shall not engage directly or indirectly in any trade or business or negotiate
or undertake any other employment except with the previous sanction of the Management.
Explanation: Canvassing by a workman in support of business of Insurance Agency,
Commission Agency etc., owned or managed by his wife or any member of his family
shall be treated as breach of this order.

40.

Every workman shall report to the Management if any member of his family is
engaged in any trade or business or owns or manages any trade or business or owns or
manages any Insurance Agency or Commission Agency.

41.

A copy of these orders in English and Telugu shall be pasted on the Time Office and
Departmental Notice Boards and shall be kept in a legible condition.

No. 51(3)/80-E1 dt.1-12-1980 Office of the Regional Labour

Commissioner (Central),
Hyderabad

The above standing orders are certified under the Industrial Employment (Standing
Orders) Act, 1946, this 1st Day of December, 1980.
Sd./-
Certifying Officer and
Regional Labour Commissioner (Central)
Hyderabad.

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SCHEDULE – I
1
DELEGATION OF DISCIPLINARY POWERS
Cadre Penalties Charge sheet/ Disciplinary Appellate
Charge sheet- cum- Authority Authority
suspension order
issuing Authority
Warning/ Manager (HR)/ Manager(HR) Chief
Censure Dy. Manager(HR) Manager(HR)/
DGM(HR)/
GM(HR)
Suspension/ Manager (HR) / Chief Manager C&MD
Stoppage of Dy. Manager (HR) (HR)/
Workmen
increments/ DGM(HR)/GM(H
& Staff
Reduction in R)
pay
Reduction in Manager(HR) / Chief Manager C&MD
Rank / Dy. Manager(HR) (HR)/
Dismissal DGM(HR)/GM(H
R)

1
PD/C&L,3300/1/2005 dated 07 Nov 2005

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Appendix 9.6A
[Refers to Para 17 of Annexure 9.6 of Chapter 9 of HR Manual]
Terms and Conditions on which units shall be rented to Employees
in the colony by Hindustan Shipyard Limited, Visakhapatnam-5

1. The rents due for the month shall be deducted from the salaries / wages earned
during that month. If no salary / wages was earned during that month, the tenant shall pay
the rent due for the month before the 15 th of next month.
2. No tenant shall sub-let the unit to another without the knowledge and consent in
writing of the Company.
3. The tenant shall be held responsible for any breakage, damage and/or loss to the
fittings etc., provided for in the unit of the Company.
4. The tenant shall keep the unit and its outskirts neat and tidy.
5. The tenant should report immediately to the Company, if there is any --
1. Birth, or
2. Death, or
3. Case of illness which is of an epidemic nature in the unit occupied by him.
6. The Unit shall be vacated immediately when the worker is discharged from the
Company.
7. The Company shall be at liberty to give a month’s notice to any tenant without
assigning any reasons whatsoever.
8. The tenant shall not be allowed to put up any extension to the unit and the tenant
shall be held responsible for any fire etc., that may break out in the unit by storage of
inflammable materials inside or outside the unit.
9. No tenant shall be allowed to grow any garden outside his unit unless he previously
obtains the permission of the Company.
10. Any tenant who has shared the unit with other worker or workers shall not eject him
or them without the Company’s knowledge and consent.

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Appendix 9.6B
[Refers to Para 30(p) of Annexure 9.6 of Chapter 9 of HR Manual]
1. Fines may be imposed in accordance with the provisions of the Payment of Wages
Act for the following offences :-
a) Absence without leave without sufficient cause;
b) Negligence in work or neglect of work;
c) Committing a nuisance in the yard Premises;
d) Smoking within the yard premises except in places where smoking is permitted;
e) Entering or leaving; or attempting to enter or leave the yard premises except by
the gate or jetty provided for the purpose;
f) Absence without leave or without sufficient cause from appointed work in the
yard;
g) Quarrelling;
h) Breach of any rules or instructions for the maintenance and running of any
department or the maintenance or the cleanliness of any portion of the yard
premises or compound;
i) Failure to observe safety instructions;
j) Damage to work in process or to any other property of the Company;
k) Sleeping on duty;
l) Unauthorized interference with any Safety Devices installed in the yard;
m) Breach of Standing Orders;
n) Distributing or exhibition inside the Yard premises hand bills, pamphlets, or
posters without the previous sanction of the Manager.
2. No file shall be imposed except by the officers authorized under the Payment of
Wages Act and until the operative concerned has been given an opportunity of being
heard.
3. All fines imposed on operatives will be credited to a special fines fund which will be
utilized for such purposes as may be approved in this behalf by the local Government in
accordance with the provisions of the Payment of Wages Act.

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Annexure 9.6
[Refers to Para 9.7 of Chapter 9 of HR Manual]
Applications for NOC for Outside Jobs

1. Applications for outside jobs from the employees (workmen, staff and officers) will be
forwarded only twice per employee in a calendar year. On being selected, the employee
will be relieved on 15 days’ notice in case of workers, one month’s notice in case of staff
and three months’ notice in case of officers.

2. Requests for forwarding of applications for jobs outside India will not be considered.

3. Applications of employees who are appointed on temporary basis / probation and of

promotees during their probation period will not be forwarded.

4. Forwarding of applications will be considered taking into account the needs of the
organization, and where the interests of the organization so require, the management will
exercise the discretion not to forward the applications.

5. In case of those employees who are under a bond to serve the organization,
forwarding of applications will be restricted to other Public Sector / Government State
Organizations and subject to transfer of the conditions of the service bond to the new
organization in the event of selection.

6. Forwarding of applications of SC / ST employees will be regularized as per

Government directives issued from time to time in this regard.

7. All applications of employees for outside jobs should be sent through the respective
departments / division heads.1

8. While processing the request of subordinates for issue of NOC to attend interviews
for outside jobs or for forwarding their applications for outside jobs, the department /
divisional heads should invariably forward the details as per the proforma at Annexure A,
for taking a decision by the Management keeping in view the organizational interest
consistent to the interest of the individual seeking better opportunities elsewhere.

9. Forwarding of applications of officers for outside jobs / issue of NOCs for attending
interviews should have the approval of the Chairman and Managing Director.2

**********

1
IO No. IO/3300/22/82 dated 18 Nov 1982
2
IO No. PD/3300/24/82 dated 31 Dec 1982

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Appendix 9.6A
[Refers to Para 8 of Annexure 9.7 of Chapter 9 of HR Manual]

Proforma for Forwarding Applications for Outside Jobs

1. Name of the officer

2. Designation & Department

3. Whether the officer could be

spared without affecting the
working of the department

4. What substitute arrangements

would be made during the
period of promotion /
recruitment action for filling the
post

5. Whether any special training

has been given to the officer for
specialized skills / functions

6. How the work on this

specialized area will be carried
out as the new appointee
requires time for acquiring the
specialized skills

Signature of the Forwarding Officer

Through:

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Chapter 10 - Separation of Employees

General
This Chapter deals with various modes of separations and the statutory benefits
admissible to the employees on their separation.

Termination of Service

The termination of service of an employee viz., Officers, Staff and Workmen

may be due to retirement on attaining the age of superannuation, Resignation,
death, termination on account of established charges of grave/serious
misconduct(s) under CDA Rules / Service Rules/ Standing Orders applicable to
Officers, staff and workmen respectively or under FR 56 (j) on account of
ineffectiveness that his continuation in service is not in public interest in case of
Officers or on medical grounds or found unsatisfactory during probationary
period.

The superannuation age of employees is 60 years.1The date of retirement of an

employee - Officers, Staff and Workmen will be the last date of the month, if the
date of birth falls on any date between 2nd and 30th/31st of the month. But if the
date of birth falls on 1st of the month, the concerned employee will retire on the
last day of the previous month2

An Officer shall give three months’ notice and staff & workmen shall give one
month notice to get relief on resignation.3

The name(s) of employees who die while in service will be deleted from the
muster rolls from the date of death.

Statutory Benefits

Employees' Provident Fund and Miscellaneous Provisions Act 1952

HSL is governed by the Employees' Provident Fund and Miscellaneous

Provisions Act 1952 as and when amended from time to time and the
provisions of the Act are applicable to the employees of HSL. The EPF Act
provides three schemes viz., The Employees’ Provident Funds Scheme (EPF),
1952; The Employees’ Pension Scheme, 1995(EPS) and The Employees’
Deposit Linked Insurance Scheme, 1976 (EDLI).

1
C&MD’s IO No.PD/ODR/IO/01/99 dated 27 May 1999 effective from 19 May 1998
2
C&MD’s IO No.CMD/IO/18/79 dated 26 Nov 1979 effective from 01 Jan 1980.

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3
As per respective Service Rules/standing orders

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The salient feature of the schemes are as under;

The Employees’ Provident Funds Scheme (EPF), 1952: The benefits under the Scheme
are accumulation plus interest upon retirement, resignation, death, partial withdrawals
allowed for specific expenses such as house construction, higher education, marriage,
illness etc. In exercise of the powers conferred by section 5 of the Employees' Provident
Funds Act, 1952 (19 of 1952), the Central Government framed the Employees'
Provident Funds Scheme, 1952. The Provident Fund Rules for the employees of HSL
was originally approved by the Board of Directors on 21 Jul 1952 and by the Income
Tax authorities on 07 Feb 1953. The Provident Fund Rules applicable for the
employees of HSL is placed at Annexure 10.1.

The Employees’ Pension Scheme, 1995(EPS): The benefit under the Scheme is monthly
pension for superannuation/ retirement, disability, survivor, widow (er), children. The
amount of pension is based on average salary during the preceding 60 months from the
date of exit and total years of employment. There is a consideration of past service to the
members of erstwhile Family Pension Scheme, 1971.The employers’ contribution of
8.33% on basic plus Dearness Allowance is to be remitted to EPF authorities up to to a
maximum ceiling of Rs. 15,000/- per month. The EPS is being operated by EPF
Authorities.
The Employees’ Deposit Linked Insurance Scheme, 1976 (EDLI): The benefit will be
provided to an employee who is member of the scheme at the time of his/her death. As
per the Gazette notification4 dated 24 May 2016 of Government of India, the EDLI benefit
amount will be worked out on the average monthly wages drawn (subject to a minimum
of Rs. 15,000/-) during the twelve months preceding the month in which he died,
multiplied by the thirty times plus fifty percent of the average balance in the account of
the deceased in the fund or of a provident fund exempted, as the case may be during
preceding twelve months or during the period of his membership, whichever is less,
subject to a ceiling of Rs. 1,50,000/-,subject to a total ceiling of Rs. 6,00,000/-.The EPS is
being operated by EPF Authorities.
Gratuity
The employees of HSL are governed under the Payment of the Gratuity Act, 1972. The
Act specifies the quantum of monetary relief to be provided by way of gratuity at the time
of termination of the employee’s employment on his superannuation, resignation or
retirement, death or disablement due to accident or disease. In all cases the gratuity is
payable, subjected to the employee having put in 5 years continuous service, @ 15 days
wages for every completed year of service or part of thereof in excess of 6 months
subject to a maximum of Rs 10 lakhs 5. In cases of death or disablement the qualifying
period of 5 years is not applicable.\

4
The Gazatte of India vide notification no. 368 dated 24th May 2016
5
I.O no.PD/E/3200/44/2010 dated 24th May 2010

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In the event of death while in service Gratuity would be paid treating as though the
employee was in service upto the normal date of retirement.

The Competent Authorities to approve gratuity for officers, staff and workmen of HSL
are as follows6:

(a) Sr. Manager and above : C&MD

(b) Officers upto Sr. Mgr : D (CP&P)
(c) For Staff : AGM (HR) / GM (HR)
(d) For workmen : DGM (HR) / AGM (HR)
The payment of gratuity is subject to Clearance from Vigilance department.
In case of disciplinary cases pending against any employee, the final authority to
decide payment of Gratuity is C&MD.

As per Sec.7(3) of the Payment of Gratuity Act, 1972, the gratuity amount payable to
the eligible employee shall be paid within thirty days from the date it becomes payable.

The Controlling Authority under the Act is Asst. Labour Commissioner

(Central)/Regional Labour Commissioner (Central) as the case may be appointed by
the appropriate Government.

Death Benefit Fund

The Death Benefit Fund has been introduced to officers commencing from April
20127. The salient features of the Scheme is as under:-

The purpose of the Death Benefit Fund is to create a corpus for providing
immediate financial assistance of an amount of Rs. 3,00,000/- to the surviving
family members of any regular officer of HSL in an unfortunate event of his
death while in service.

An amount of Rs. 100/- PM is recovered for 5 months commencing from April

2012 from each officer. The amount so collected would be remitted to an
exclusive account to be maintained by the Finance department as a reserve
fund for “Death Benefit” of officers.

In case any officer is on long leave on loss of pay during a particular month and
consequently the recovery of the death fund could not be made, the same will
be recovered from the month when payment of the salary recommences.

6
CMD/IO/0000012/ /12, dated 23 Oct 2012
7
DGM (P&A) circular dated 11 May 2012

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In an unfortunate case of a death of an officer, while in service in HSL an amount of

Rs. 3,00,000/- will be disbursed to the PF nominee(s) and in the absence of PF
nominee, the legal heirs of the deceased officer subject to their being no litigation in
final settlements. An amount of Rs.1,50,000/- will be contributed by the management
and an equal amount will be drawn from the death benefit fund.

The Death Benefit Fund will be jointly monitored by the Welfare department and
Officers Association. The president of HS Officers Association will nominate an officer
as coordinating officer of the fund.

As per the terms of the settlement on Wage Revision for Staff and Workmen8, the Death
Benefit Fund Scheme has been introduced on 18 May 2011 in order to help the families
of employees who die while in service. In accordance with the scheme, whenever death
of an employee occurs while in service, an amount of Rs.50/- will be deducted from the
salary of each staff and workmen and the company will grant a matching contribution and
the total amount so collected will be handed over to the next kin of the deceased
employee.

Funeral Expenses

Funeral expenses9 of Rs.6,000/- are given to the dependants of the deceased

employees who die while in service. It is applicable to all officers, staff and workmen.

Compassionate Appointment

The object of the Scheme is to grant appointment on compassionate grounds10 to a

dependent family member of a regular employee of Hindustan Shipyard Ltd. (HSL) who
die on duty due to fatal accident or natural causes, so as to relieve the bereaved family
from financial destitution and to help it get over the emergency. The compassionate
appointment scheme is placed at Annexure 10.2.

Retirement Gift/ Mementos

Every employee retiring with a blemish less record on superannuation after completion of
continuous service of 25 years or more in HSL will be presented with suitable memento
on the date of his/her retirement in recognition of his rendering long and faithful service
to the company. The decision of the Management will be final on the eligibility of the
employee to receive the memento. The eligibility will be determined on considerations of
length of service, regularity in attendance and personal records11.

A suitable memento would be presented to the wives/legal heirs of the deceased

employees who after completing 25 years of continuous service or more in

8
Memorandum settlement on Wage Revision dated 21 May 2011 & Administrative approval dated 17 Jul 2011
9
Memorandum settlement on Wage Revision dated 21 May 2011 & Administrative approval dated 17 Jul 2011
10
C&MD/IO/12/2017 dated 02 May 2017
11
CM(Pers)’s Instructional Order No.CMP/IO/26/81dated 9-9-1981 effective from 31 Dec 1981.

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HSL with unblemished record expire before their normal date of retirement. The
memento will be presented posthumously at the time of payment of final settlement of
dues of the deceased employee12.

In case any employee who has not completed 25 years of service in HSL, if he is
willing to pay the proportionate amount for the deficit years of service, on payment of
the deficit retirement gift will be issued.

A silver plate weighing 100 grams with engraving of HSL emblem in a glass frame is
presented to the Staff and Workmen at the time of their retirement from HSL service
with effect from 01 May 2011 as Retirement Gift13.

The above Retirement gift is extended to Officers also with effect from 01 Jun
2013.

12
CM(Pers)’s Instructional Order No.WC/IO/01/86 dated 10-5-1986 effective from 05-05-1986.
13
Memorandum settlement on Wage Revision dated 21 May 2011 & Administrative approval dated 17 Jul 2011

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Annexure 10.1
EMPLOYEES’ PROVIDENT FUND SCHEME
1. These Rules which came into force from the 1 stday of September, 1952 are
amended suitably with effect from 01 Apr 1984 consequent on the amalgamation of the
erstwhile D.R.W.P.F. Trust with this Trust.

2. The Fund shall be called the “Provident Fund for the Employees of Hindustan
Shipyard Limited".

3. In these Rules unless there is something repugnant in the subject or context –

(i) "Company" means Hindustan Shipyard Limited;

(ii) “Continuous Service" means the period during which an employee is on
active service in the employment of the Company and includes the period of
service rendered by the officers, staff and workers of the erstwhile Scindia
Steam Navigation Company Limited and Associated Companies, whose
services were permanently taken over by the Company. In the event of any
dispute or difference of opinion as to whether a particular period is to be
reckoned as a period of continuous service, the decision of the Board of
Directors in the matter shall be final.
(iii) "Contract Officer" means an officer whose conditions of service are not
governed in all respects by the "Service Rules of the Officers of Hindustan
Shipyard Limited" but by a special contract or agreement.
(iv) "Directors" and the "Board Of Directors" means respectively the Directors
and the Board of Directors for the time being of Hindustan Shipyard Ltd.;
(v) "Employee" means any person who is employed for wages or salary in
any kind of work, manual or otherwise, in or in connection with the work of the
Company and who gets his wages or salary directly or indirectly from the
Employer and includes any person employed by or through a contractor in or in
connection with the work of the Company.
Provided that the term "Employee” shall not include the following:
(a) Apprentices engaged under the Apprentice Act 1961 or under the
Standing Orders of the Establishment.
(b) Employees of State and Central Government Departments and other
Industrial concern working with the Company on deputation terms.
Provided that a temporary or probationary employee whose salary is
Rs.15,000/- or less inclusive of Dearness Allowance will become a member
from the date of his joining the service of the Company.
Provided further that, if a person who is already a member of an un-
exempted or an exempted factory / establishment under the Employees'
Provident Fund Act, whose Provident Fund Accounts are not yet settled

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secures employment in this Company, his past accumulations of Provident

Fund when transferred by his previous Employer or by the EPF
Organization as the case may be / shall be accepted by this Company and
he shall be admitted to the Fund from the date he joins service without the
necessity of a fresh qualifying period of service.
(vi) “Employer" means Hindustan Shipyard Limited.
(vii) “The Fund" means the "PROVIDENT FUND FOR THE EMPLOYEES OF
HINDUSTAN SHIPYARD LIMITED".
(viii)“Member" means an employee of the Company, who contributes to the Fund
as subscriber.
(ix) “Officer" means an employee of the Company who is from time to time
declared by the Company to be an officer and who is not on the list of
probationary or temporary officers.
(x) “Salary or Pay" means only the fixed monthly salary or pay received by or
credited to each employee from or by the Employer including holiday wages
but does not include overtime or any allowance, bonus, holiday money,
shorthand money, commission or profit whatever derived or earned by or
paid to any employee outside his fixed monthly salary or pay.
(xi) “Family" shall mean the wife/husband, children whether married or
unmarried and dependent parents.
(xii) “Wages" shall mean the wages received by the Daily Rated Workers but
shall exclude bonus, overtime, incentive and/or any other allowance.

4. The Fund shall be vested in three or more Trustees under a Trust which shall
not be revocable save with the consent of all the beneficiaries.

5. Every employee of the Company whose salary / wage is Rs.15000/- per month
or less shall be entitled and required to become a member of the Fund from the date of
his joining the service of the Company14.

Provided that employees drawing a salary of Rs. 15000/- p.m. or more are also
admitted to all the benefits of the Fund if their terms of appointment specifically provide
for the same;

Provided further that an employee who is employed on contract basis and

where the terms of the contract provides specifically for the benefit of this Fund, he
shall become a member of the Fund.

6. (a) Every employee who was a member of the Provident Fund for the
employees of the Scindia Steam Navigation Co. Ltd., and Associated Companies

14
The wage limit under the EPS, 1995 is enhanced from Rs.6500/- to Rs. 15000/- w.e.f. 01.09.2014 vide Gazette notification No.
GSR 609 (E) dated 22 Aug 2014

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or the Provident Fund of the Factory Workers of Scindia Steam Navigation Co.
Ltd., and Associated Companies on the day immediately preceding the date on
which these Rules came into force and who is in the service of the Company on
the said date shall be a member of the Fund.
(b) Every worker who on 31st March 1984 was a member of the Provident
Fund for the Daily Rated Workers of Hindustan Shipyard Limited and who is in
the service of Hindustan Shipyard Limited as on 01 Apr 1984 or whose account
with the said Fund has not been settled as on 31 Mar 1984 shall be eligible for
membership of the Fund forthwith and the account of such member with the
Provident Fund for the Daily Rated Workers of Hindustan Shipyard Limited shall
be transferred to the Fund and all his future contributions shall be to the Fund.

7. A member shall not be permitted to resign his membership of the Fund so long
as he continues to be in the service of the Employer.

8. Every member of the Fund shall receive a copy of the Rules of the Fund for the
time being in force, which nevertheless shall be binding upon every member of the
Fund, whether he shall have received a copy of same or otherwise.

9. The Fund consists of contributions made to it by the Members and contributions

made to it by the Employer as hereinafter mentioned together with interest on the
member's contributions and interest on the Employer's contributions.

10. Subject to the provisions hereinafter contained, the Fund shall vest, in and be
administered by a Board of Trustees (hereinafter referred to as "The Trustees")
consisting of the following persons, Viz.,:-

(i) The Managing Director of the Company or a Director nominated by him

shall be an Ex-officio Trustee and Chairman. He shall have a casting vote. In
the case of a decision arrived at by the exercise of the casting vote by the
Chairman, which is prejudicial to the interest of an employee, the matter shall
be referred to the Regional Provident Fund Commissioner, whose decision shall
be final and binding.
(ii) Five Officers of the Company to be nominated by the Company one of
whom shall be Managing Trustee and the others Management Trustees.
(iii) An officer of the Company nominated or elected as per procedure in
vogue.
(iv) Two members of staff who are members of the Fund to be nominated or
elected as per procedure in vogue.
(v) Three members of daily rated workers who are members of the Fund to
be nominated or elected as per the procedure in vogue.
(vi) Every vacancy in the office of the Trustee shall be filled up by the Company

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accordingly. A Trustee shall continue in office for a period of three years or till
he dies or becomes insolvent or resigns his office or is removed by the
nominating authority whichever is earlier.
(vii) A person shall be disqualified for being a Trustee of the Board.
(a) If he is declared to be of unsound mind by the competent court; or
(b) If he is declared insolvent; or
(c) If he has been convicted of an offence involving moral turpitude.

11. All monies belonging to the Fund shall be deposited in the Reserve Bank or the
State Bank of India or such other scheduled Banks as may be approved by the Central
Government from time to time or shall be invested by the Trustees in the securities
mentioned or referred to in Clauses (a) and (b) of Section 20 of the India Trusts Act,
1882 (II of 1882) provided that such securities are payable both in respect of capital
and in respect of interest in India;

Provided further that the investments shall be subject to such directions as the
Central Government may, from time to time, give.

All dividends, interest received in respect of and profits made on the sale of any
investment shall as soon as possible after receipt be paid into or credited to the
account of the Fund.

All expenses incurred in respect of and loss, if any, arising from any investment,
shall be charged to the Fund.

Such investment shall be made in the name of the Fund and may when the
conditions of the investments so permit, be made payable or transferable to the order
of any two of the Trustees authorized for the purpose. The Trustees may from time to
time vary, transpose and sell such investments and purchase others, subject to the
provisions herein before contained. Until realization, such investments shall be valued
for all purposes at their cost price without taking depreciation or appreciation into
account.

12. The monthly contribution payable to the Fund by each member (officer, staff &
workmen) shall be 12% of the actual monthly salary drawn during the month (Basic
Pay
+ PP + DA + PAA) w.e.f. 01 Apr 200815.

In addition to above, the members may at their own option voluntarily contribute
at any rate subject to the provisions of the Payment of Wages Act guaranteeing
minimum take home pay.

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15
PD/E/3300/05/2008 dated 16 Oct 2008

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The contribution payable by the Employer under the Fund shall be 12% of the
actual monthly salary drawn during the month (Basic salary + PP + DA + PAA) w.e.f.
01 Apr 2008.

Both the compulsory and voluntary contributions payable by the member shall
be deducted by the Company from his salary payable to him in that month.

The sum deducted and retained as aforesaid shall be credited to the account of
the member as his contributions to the Fund. The Employer shall pay the contributions
together with his own contribution after remitting the amount to R.P.F.C. towards
Employee Pension Fund w.e.f. 15 Nov 1995 to the Trustees within 15 days from the
date of such deductions. The Employer shall be liable to pay four percent per annum
as interest on the sums not so paid.

13. In case the Company is adjudicated insolvent or any order for its winding up is
made any amount due from them towards contribution of employees as well as that of
Employer, under the EPF Scheme shall be deemed to be charge on the assets of the
Company and shall not withstanding the provisions contained in any other law for the
time being in force, be paid in priority to all other debts.

14. For the purpose of these Rules, the interest account shall be kept in the books
of the Fund and such account shall be kept every year calculated upto 31 stMarch
thereafter. All interest earned by the Fund during the year either from loans to
members or from Banks or on monies invested on under Rule 11 will be credited to the
Interest Account. If monies are invested in Post Office Cash Certificates and National
Savings Certificates the Trustees shall fix the amount to the credit of each year to the
Interest account provided, however, the amount so fixed shall not exceed the amount
certified by the Auditors of the Fund on such certificates at compound interest.

No fixed rate of interest shall be allowed to members on the amount standing to

their credit but the net income of the Fund in each year derived from interest shall at
the end of the financial year be ascertained and interest shall be credited pro-rata on
the amounts standing to the credit of the members as on 1 stApril of that financial year,
at such rate as the Trustees having regard to the amount of such net income may
determine.

If a member dies or his services are terminated during the course of the year
the Trustees shall determine the rate at which interest for such year or portion thereof
shall be credited to such member's account and the amount so credited shall be
accepted as correct for all purposes of these Rules.

In all cases of final settlement interest shall be calculated upto the end of the
month preceding the month in which actual settlement is made.

15. The Trustees shall maintain an account of the Fund which shall be in such form

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and for such period and shall contain such particulars as prescribed by the Indian
Income Tax Act 1922 or the Rules made thereunder and also as may be prescribed by
the P.F. Authorities from time to time.

16. The accounts of the Fund shall be kept at the office of the Company at
Visakhapatnam and shall be made up yearly to the 31 stMarch in each and every year.

17. The Trustees shall prepare and submit to the Company every year the account
of the Fund showing the position on the last day of every official year of the Company.
The account of the Fund shall be audited once a year and its accuracy certified by an
Auditor qualified under Section 144 of the Indian Companies Act, 1913.

The Company will bear and pay all Auditor's fees and all other costs, charges
and expenses of the management and administration of the Fund including the salary
of the staff employed by the Trustees, and will provide office accommodation free of
rent for the Trustees’ staff and books.

18. Each member shall be supplied with an account slip in which shall be entered
the amount of the member's contribution to the fund and of the Employer's
contributions to the Fund and the respective amounts of interest on each such
contribution as well as the advances, if any, made to the member under the rules
hereinafter contained and such other particulars as the Trustees may from time to time
deem fit to enter therein at the end of each year.

19. Each member must on becoming a contributor to the Fund forthwith nominate a
person to whom the amount payable on the death of such member is to be paid. If a
member has a family at the time of making a nomination, the nomination shall be in
favour of one or more persons belonging to the family. Any nomination made by such
member in favour of a person not belonging to his family shall be invalid.

If at the time of making a nomination, the member has no family the nomination
may be in favour of any person or persons, but if the member subsequently acquires a
family, such nomination shall forthwith be deemed to be invalid and the member shall
make a fresh nomination in favour of one or more persons belonging to his family.

20. If any person who shall have been nominated by the member shall at the time of
his nomination be a minor, the member must at the time of such nomination as
aforesaid appoint a person of full age to whom the amount standing to the credit of the
member is to be paid for and on behalf of the person so nominated as aforesaid so
long as he shall be a minor, and the receipt of said person of full age shall during the
minority of the person so nominated as aforesaid be a good discharge to the Trustees.

21. In the event of the death during the life time of the member of any person who
shall have been nominated to receive payment, the member shall forthwith nominate
another person in place of the nominee so dying as aforesaid. In the event of death

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during the life time of the member of the person appointed to receive payment on
behalf of a nominee during his minority, the member shall appoint another person to
receive payment during the minority of the nominee.

22. Every nomination made under the foregoing Rules shall be in writing signed by
the member making it, whose signature must be attested by two witnesses, and shall
be according to Form No.2 given in Appendix A to these Rules and shall remain in
full force and effect until the death of the nominee or until the same shall be revoked in
writing by the member by whom the same was made and a fresh nomination or
appointment be made in manner aforesaid.

23. In the event of any member failing to appoint a nominee (and if necessary a
person to receive payment on behalf of the nominee), the Trustees shall be entitled to
pay the amount standing to the credit or due to the credit of such member to the legal
representatives of heirs of such member or any one or more of them to any relatives or
dependents of such member or any one or more of them and in such proportions as
the Trustees in their absolute discretion may think fit.

24. (a) Any amount payable by the Trustees will be paid upon claim or request by
the person entitled to payment. If payment is not claimed within 3 years from the
date it becomes due, the amount to the credit of the member shall lapse
absolutely to the Fund. The Trustees may in their absolute discretion pay whole
or part of such lapsed amount to the member or his legal representatives or
heirs or to any one or more of them and in such proportion as the Trustees in
their absolute discretion may think fit.
(b) The receipt of the member's nominee or the legal representative, relative
or dependent as aforesaid to whom payment of amount standing to the credit of
a member at his death shall have been made shall be a valid and full discharge
to the Fund and its Trustees.

25. A member who leaves the service of the Employer shall be entitled to receive
payment of the total amount then standing to the credit of his account in the following
cases, viz.,
(a) If he leaves the service of the Employer on other than the grounds
specified under Rule 25(b).
(b) If he leaves the service of the Employer or ceases to be a member of the
Fund on account of any of the following causes:
(i) Death;
(ii) On retirement on account of permanent and total incapacity for
work due to bodily or mental infirmity duly certified by a Registered
Medical Practitioner or the Medical officer of the Company;
(iii) On retirement at any time after attaining the age of 55 years;
(iv) Retirement; and

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(v) Migration out of India.

(c) (i) Accumulated balances due to a member under Rule 25(b)(i), (ii), (iii) and (v)
above shall be payable on the day he ceases to be a member of the Fund.

(ii) Accumulated balances due to a member in all other cases shall be payable only
after a period of two months from the date of his leaving the employment
subject to the production of a certificate of non-employment during this period in
any factory to which the Employees Provident Fund Act 1952 applies, from such
authority as is prescribed for the purpose of para 69(2) (b) of the Employees'
Provident Fund Scheme.

Provided that the amount of accumulations to the credit of an employee in

the Fund shall, where he leaves his employment and obtains within 2 months,
re- employment in another factory to which the Employees' Provident Fund Act
1952 applies, be transferred to the credit of his account in the Provident Fund of
the factory in which he is re-employed, or as the case may be, in the Fund
established under the Employees' Provident Fund Scheme 1952 applicable to
that factory.

Provided further that the amount of accumulations in the Fund of an

employee getting more than Rs.6500/- per month inclusive of Dearness
Allowance at the time of leaving his employment shall be payable on the day he
ceases to be a member of the Fund.

(d) Interest for a period of currency of the account shall be credited with effect from
the last day of the period on the opening balance at the credit of the members on the
first day thereof.

Provided that when the amount standing to the credit of a member becomes
payable, interest shall thereupon be credited up to the end of the month preceding the
month in which actual settlement is made.

(e) (i) The member shall be entitled to withdraw from the Fund and shall be deemed to
have left the service of the Employer when he accepts service elsewhere. If a
member who has withdrawn from the fund re-joins subsequently the services of
the Company and joins the Provident Fund he shall be deemed to be a new
member from the date of his so joining. If a member who is on leave with or
without pay accepts service elsewhere, he shall be deemed to have left the
service of the Employer from the day he accepts such service elsewhere. So long
as a member on leave with or without pay does not withdraw from the Fund or
does not accept service elsewhere and if his service is not otherwise determined
his service shall be deemed to be a continuous service notwithstanding anything
to the contrary in the definition of continuous service, hereinabove contained.

(ii) A Member's service shall not be deemed to be terminated for the purposes of

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Employer concerned. The Employer may nevertheless in his absolute discretion

terminate the services of any member for the purpose of these Rules whether
during or at the expiry of any period of work or at any time during the absence with
or without permission from work and the statement of the Employer to the
Trustees as to the fact and date of termination of any Member's services for the
purposes of these Rules shall be conclusive. The Employer, may however, in his
absolute discretion cancel any notice that a member's services have been
terminated for the purposes of these Rules at any time before the amount or any
part of the amount due to such member from the Fund has been paid to him and
on such cancellation being communicated to the Trustees, the member's services
shall be deemed to have continued without interruption.

(f) In the event of a subscriber to a Provident Fund established by the

Government of India or by a Corporation or Company owned or controlled by the
Government of India being permanently transferred:
(i) From Government service to the service of a Government owned or
controlled Corporation / Company; or
(ii) Vice Versa; or
(iii) From one such Corporation / Company to another such Corporation /
Company.the balance in his Provident Fund Account with his previous
employer instead of being paid to him in cash, shall be transferred to his
Provident Fund Account with his new employer.

26. Deleted.

27. A member who resigns his membership in accordance with Rule 7 above shall
be entitled to payment as if he had left the service of the Employer on the date he so
resigns:
(a) The Trustees shall deduct Income Tax at source before any payment is
made to members who retire voluntarily before completion of five years service.

28. Any amount forfeited from the individual account of member shall not be
returned to the Employer but shall be credited to a separate account called the
"Lapses & Forfeitures Account".
The forfeited amount may be utilised only for the following purposes:

(i) To maintain a higher rate of interest on the members accounts at least at

par with the rate of interest declared by the Government of India in respect of
un- exempted establishment;
(ii) To operate the Death Relief Fund;
(iii) To make good the capital loss to the Fund on account of purchase / sale
/ redemption of securities;

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(iv) To meet the money order commission in connection with dispatch of

Provident Fund consequent on settlement of claims to the member of their
deceased family members; and
(v) Ad-hoc payment of Rs.30/- to the heirs of deceased member as an aid
for procuring a succession / guardianship certificate.

29. If the amount standing to the credit of a member or any part thereof is forfeited
or lapsed to the fund, the Trustees shall have discretion to sanction payment of the
amount so forfeited or lapsed or any part thereof to any member of his family.

30. Deleted.

31. Withdrawals from the amount standing to the credit of a member (the amount
for the purpose of this Rule being restricted to the members' own contributions only)
may be granted to him at the discretion of the Trustees in the following circumstances
or circumstances of a similar nature:

(a) To pay expenses incurred in connection with the illness of a subscriber

or a member of his family.
(b) To pay expenses in connection with marriages, funerals or ceremonies
which by the religion of the subscriber it is incumbent upon him to perform and
in connection with which it is obligatory that expenditure should be incurred.

31 (1) The Trustees, may on an application from a member in such form as may be
prescribed and subject to the conditions prescribed in this paragraph, sanction from
the amount standing to the credit of the member in the Fund, non-refundable
withdrawal –

(a) For purchasing a dwelling house / flat, including a flat in a building owned
jointly with others (out-right or on hire purchase basis), or for constructing a
dwelling house including the acquisition of a suitable site for the purpose from the
Central Government, the State Government, a Co-operative Society, an
Institution, a Trust, a Local Body or a Housing Finance Corporation (hereinafter
referred to as the Agency / Agencies);
(b) For purchasing a dwelling site for the purpose of construction of a
dwelling house or a ready built dwelling house / flat from any individual.
(c) For purchasing a dwelling house/flat on ownership basis from a promoter
governed by the provisions of any flats or apartments ownership Act or by other
analogous or similar law of the Central Government or the State Government as
may be in force in any state or area for the time being and who intends to
construct or construct dwelling house or block of flats and the member is required
to pay to the said promoter in advance for 0finance the said construction of house
/ flat.
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Provided that the member has entered into an agreement with the
promoter as may be required under the flats or apartment ownership Act or any
other analogous or similar law of the Central Government or State Government
which may be in force in any State or any area an the said agreement is
registered under the Indian Registration Act 1908.
(d) For the construction of a dwelling house on a site owned by the member
or the spouse of the member or jointly by the member and the spouse, or for
completing / continuing the construction of a dwelling house already
commenced by the member or the spouse, on such site, or for purchase of a
house / flat in the joint name of the member and the spouse under clauses (a)
and (b) above.
Explanation: In this paragraph, the expression, ‘Co-Operative Society' means a
society registered or deemed to be registered under the Co-operative Societies
Act, 1912 (2 of 1912) or under any other law for the time being in force in any
State relating to Co-operative Societies.

32 (2) (a) For the purpose of purchase of a site for construction of house thereon, the
amount of withdrawal shall not exceed member's basic wages and dearness
allowance for 24 months or member’s own share of contribution, together with
Employer's share of contributions with interest thereon or the actual cost
towards the acquisition of the dwelling site, whichever is the least.
(b) For the purchase of acquisition of a ready built house / flat or for
construction of a house / flat, the withdrawal shall not exceed member’s basic
wages and dearness allowance for 36 (thirty six) months; or the member’s own
share of contributions; together with the Employer’s share of contributions with
interest thereon, or the total cost of construction, whichever is the least.
Explanation: The actual cost towards the acquisition of the dwelling site or the
purchase of dwelling house / flats shall include charges payable towards
registration of such site, house or flat.

(3) (a) No withdrawal under this paragraph shall be granted unless:

(i) The member has completed five years’ membership of the Fund;
(ii) The member's own share of contributions with interest thereon in the
amount standing to his credit in the Fund is not less than one thousand
rupees;
(iii) The dwelling site or the dwelling house / flat or the house under
construction is free from encumberances;

Provided that where a dwelling site or a dwelling house / flat is mortgaged to

any of the agencies, referred to in clause 9(a) of Sub-Paragraph (1), solely for
having obtained funds for the purchase of a dwelling house / flat or for the
construction of a dwelling house, including the acquisition of a suitable site for the

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dwelling site or a dwelling house / flat, as the case may be, shall not be deemed to
be an encumbered property;

Provided further that a land acquired on a perpetual lease or on lease for a

period of not less than 30 years for constructing a dwelling house / flat, or a house /
flat built on such a leased land, shall also not be deemed to be an encumbered
property;

Provided also that where the site of the dwelling house / flat is held in the name
of any agency, referred to in clause (a) of sub-paragraph (1) and the allottee is
precluded from transferring or otherwise disposing from transferring or otherwise
disposing of the house / flat without the prior approval of such agency, the mere
fact that the allottee does not have absolute right of ownership of the house / flat
and the site is held in the name of the Agency, shall not be a bar to the giving of
an advance under Clause (a) of Sub-paragraph (1), if the other conditions
mentioned in this paragraph are satisfied.
(b) No withdrawal shall be granted for purchasing a share in a joint property
or for constructing a house on a site owned jointly, except on a site owned
jointly with the spouse.

(4) Subject to the limitation prescribed in sub-paragraph (2) -

(a) Where the withdrawal is for the purchase of a dwelling house / flat or a
dwelling site from any agency, referred to in clause (a) of sub-paragraph (1),
the payment of withdrawal shall not be made to the member but shall be
made direct to the agency, in one or more instalments, as may be authorized
by the member;
(b) Where the withdrawal is for the construction of a dwelling house, it may
be sanctioned in such number of instalments, as Trustees think fit.
(c) Deleted
(d) Where the withdrawal is for purchasing a dwelling house/flat on
ownership basis from a promoter as referred to in Clause (c) of sub-
paragraph (1), the payment of withdrawal shall be made to the member in
one or more instalments as may be required to be paid by the said promoter
and as authorized by the member.
Explanation: “Promoter” includes a person who constructs or causes to be
constructed a block or building of flats or apartments for the purpose of
selling some or all of them to other persons or to a Company Co-operative
Society or other association of persons and his assignees and where the
person who builds and the person who sells are different persons, the term
“Promoter” includes both.

(5) Where a withdrawal is sanctioned for the construction of a dwelling house, the
construction shall commence within six months of the withdrawal of the first
instalment and shall be completed within twelve months of the withdrawal of the final
instalment. Where the withdrawal is sanctioned for the purchase of a dwelling house /
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acquisition of a dwelling site, the purchase or acquisition, as the case may be, shall
be completed within six months of the withdrawal of the amount;
Provided that this provision shall not be applicable in case of purchases of a
dwelling house / flat on hire-purchase basis and in cases where a dwelling site is to
be acquired or houses are to be constructed by a cooperative society on behalf of its
members with a view to their allotment to the members.

(6) “Except in the cases specified in sub-paragraphs (7) and (7A) no further
withdrawal shall be admissible to a member under this paragraph”.

(7) “An additional withdrawal up to twelve months” (Basic + DA + PAA ) or the

member's own share of contributions with interest thereon, in the amount standing to
his credit in the Fund, whichever is less, may be granted once in one instalment only,
for additions, substantial alterations or improvements necessary to the dwelling house
owned by the member or by the spouse or jointly by the member and the spouse;

Provided that the withdrawal shall be admissible only after a period of five
years from the date of completion of the dwelling house.

(7) (a) “A further withdrawal equivalent to the amount of difference between the
amount of withdrawal admissible to a member under sub-paragraph 31-c-2 above as
on the date of fresh application and the amount of withdrawal that was drawn by a
member under this paragraph any time during 6 (six) years preceding 1 Apr 1982
may be granted to such a member (i) who had availed the earlier withdrawal for
purchase of a dwelling site and has now proposed to construct a dwelling house on
the land so purchased or (ii) who had availed the earlier withdrawal for making initial
payment towards the allotment/purchase of a house/flat from any agency as referred
to in Clause (a) of sub-paragraph (i) above and has got the sole ownership of the
house/flat so purchased or (iii) who had availed the earlier withdrawal for
construction of a house but could not complete the construction in time due to lack of
funds”.

(8) Deleted.

(9) (a) If the withdrawal granted under this paragraph exceeds the amount actually
spent for the purpose for which it was sanctioned, the excess amount shall be
refunded by the member to the Fund in one lumpsum within thirty days of the
finalisation of the purchase, or the completion of the construction or necessary
additions, alternations or improvements to a dwelling house, as the case may be.
The amount so refunded shall be credited to the Employer's share of
contributions in the member's account in the Fund. The extent of withdrawal
granted out of the said share and the balance, if any, shall be credited to the
member's share of contributions in his account.
(b) In the event of the member not having been allotted a dwelling site / dwelling
house / flat or in the event of the cancellation of an allotment made to the member
and of the refund of the amount by the agency, referred to in clause (a) of sub-
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paragraph (1), or in the event of the member not being able to acquire the
dwelling site or to purchase the dwelling house/flat from any individual or to
construct the dwelling house, the member shall be liable to refund to the Fund in
one lump sum and in such manner as may be specified by the TRUSTEES, the
amount of withdrawal remitted under this paragraph to him or, as the case may
be, to the agency referred to in clause (a) of sub-paragraph (1).

The amount so refunded shall be credited to the Employer's share of

contributions in the member's account in the Fund, to the extent of withdrawal
granted out of the said share, and the balance, if any, shall be credited to the
member's own share of contributions in his account.

(10) If the TRUSTEES are satisfied that the withdrawal granted under this
paragraph has been utilized for a purpose other than that for which it was granted
or that the member refused to accept an allotment or to acquire a dwelling site or
that the conditions of advances have not been fulfilled or that there is reasonable
apprehension that they will not be fulfilled, wholly or party, or that the excess
amount will not be refunded in terms of clause (a) of sub-paragraph (9) or that the
amount remitted to in clause (a) of sub-paragraph (1), will not be refunded in
terms of clause (b) of sub-paragraph (9) the TRUSTEES shall forthwith take steps
to recover the amount due, with penal interest thereon at the rate of two percent
per annum, from the wages of the member in such number of instalments as the
TRUSTEES may determine. For the purpose of such recovery, the TRUSTEES
may direct the Employer to deduct such instalment from the wages of the
member and, on receipt of such directions, the employer shall deduct accordingly.
The amount so deducted shall be remitted by employer to the TRUSTEES, within
such time and in such manner as may be specified in the direction. The amount
so refunded, excluding the penal interest, shall be credited to the Employer's
account in the Fund, to the extent of advance granted out of the said share, and
the balance, if any, shall be credited to the member's own share of contributions
in his account. The amount of penal interest shall however be credited to the
Interest Suspense Account.

(11) Where any withdrawal granted under this paragraph has been misused
by the member, no further withdrawal shall be granted to him under this
paragraph within a period of three years from the date of grant of the said
advance or till the full recovery of the amount of the said withdrawal with penal
interest thereon, whichever is later.

31 (d) To pay premia on policies of insurance of his life or the life of his wife provided
that the policy is assigned to the Trustees of the Fund or at their discretion
deposited with them and the receipts granted by the Insurance Company for the
premium are from time to time handed over to the Trustees for inspection by the
Income-Tax officer.
(e) To pay, for the purchase of share/shares of Consumers' Co-operative Societies

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subject to the following namely :-

(a) The total amount of such withdrawal shall not exceed Rs.30/-
Provided that no such withdrawal shall be granted unless the Trustees
are satisfied that the Consumer’s Co-operative society, a share of which is
proposed to be purchased by the member, aims at a minimum membership of
250.
(b) The member shall authorise the Trustees to draw the required amount
from the member's contributions to the Fund and the said authorisation shall
be valid discharge for the amount paid by the Trustees to the Consumers' Co-
operative Society towards the price of the share / shares purchased by the
member. The Trustees shall not make payment to the said Society unless
they receive an undertaking from the Society to the effect that the Society will
not transfer the share / shares to any person without the prior approval of the
Trustees.
31 (f) To pay expenses in connection with (a) hospitalisation lasting for one month or
more or (b) major surgical operation in a hospital or (c) suffering from TB, Leprosy,
Paralysis, Cancer, Mental derangement or heart-ailment and the employee having
been granted leave by his Employer for treatment of the said illness.

Provided that (i) the employer certifies that the Employees' State Insurance
Scheme facility and benefits there under are not actually available to the member
and (ii) a Doctor of the hospital certifies that a major surgical operation was
necessary or that hospitalisation for one month or more was considered necessary,
subject to the condition that the amount so advanced shall not exceed the
member's basic salary for six months or his own share of contribution with interest
thereon in the fund whichever is less.
(g) To meet the expenditure in connection with the higher education subject to the
following conditions:-
(i) Higher Education means any education beyond high school stage for
academic, technical, professional or vocational courses and the duration of
such education must be of minimum three years period.
(ii) The loans will be paid to the members, only in the case of their sons and
daughters.
(iii) The members applying for the loan have to produce a certificate from the
Head of the Institute in which the ward is studying.
(iv) The loan so drawn shall be limited to 12 months’ basic wages. This total
loan has to be divided in suitable yearly instalments matching with the total
number of years required to complete the course. Withdrawals of each yearly
instalment shall be allowed once in a year for each academic session not
exceeding six in number.
(h) To repay wholly or partly of any outstanding principal and interest of a loan
obtained from a State Government, Co-operative Society, Housing Board,
Municipal Corporation or a Body similar to the Delhi Development Authority,
LIC, HUDCO,
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solely for the purpose of purchase of a dwelling house or a dwelling site and
construction of a dwelling house thereon subject to the following conditions:
(i) The amount of withdrawal shall not exceed the member's basic wages,
dearness allowance and P.A.A. for 36 months or his own share of contribution
together with the employer's share of contribution with interest thereon in the
member's account in the Fund or the amount of outstanding principal and
interest of the said loan, whichever is less.
(ii) No withdrawal shall be sanctioned under this paragraph unless –
(a) The member has completed ten years' membership of the fund; and
(b) The member's own share of contribution, with interest thereon, in
the amount standing to his credit in the fund, is one thousand rupees or
more; and
(c) The member produces a certificate of such other documents, as
may be prescribed by the Trustees indicating the particulars of the
member, the loan granted, the outstanding principal and interest of the
loan and such other particulars as may be required; and
(iii) The payment of the withdrawal under this paragraph shall be made direct
to such agency on receipt of an authorization from the member in such manner
as may be specified by the Trustees and in no event the payment shall be made
to the member.

32. Nothing contained in these Rules shall be deemed to render it obligatory the
Trustees to allow any withdrawal which it may be permissible for them to allow.

33. The limitations for various types of advances and withdrawals provided for
under Rule 31 shall be as follows:

(i) In case of withdrawals for the purposes specified in clauses (a) and (b) of
Rule 31, twelve months' salary or the member's own contributions together with
interest thereon.
(ii) In case of withdrawals for the purposes specified in Clause (c) of Rules
31, as provided for in the clause itself.
(iii) In case of withdrawals for the purposes specified in Clause (d) of Rule
31, six months' salary or the members own contributions together with interest
thereon, whichever is less. This restriction, however, shall apply to each
withdrawal and not to total withdrawals.

34. (a) Save as in Clauses (b), (c) and (d) below, a second withdrawal shall not be
permitted until the sum first withdrawn has been fully repaid.
(b) Withdrawal may be permitted for the purpose specified in Clause (d) of Rule
31 notwithstanding that the sum withdrawn for any other purposes was not repaid.

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(c) Subsequent withdrawals for the purpose specified in Clause (d) of Rule
31 may be permitted notwithstanding that the sums previously withdrawn for the
same purpose have not been repaid.
(d) A withdrawal for any one of the purposes of Rule 31 other than those
specified in Clauses (c), (d), (e), (f), (g) & (h) of that Rule may be permitted
notwithstanding that the sums withdrawn for the purpose of clauses (c), (d), (e),
(f), (g) &(h) of the same Rule have not been repaid.

35. Where a withdrawal has been allowed for a purpose specified in Clause (c) or
Clause (d) or Clause (e) or Clause (f) or Clause (g) or Clause (h) of Rule 31, the
amount withdrawn need not be repaid.

36. The amount advanced shall, except where the advance was allowed for a
purpose specified in Cl.(c) or Cl.(d) or Cl.(e) or Cl.(f) or Cl.(g) or Cl.(h) of Rule 31 be
repaid in such monthly instalments as the Trustees may fix but not exceeding 48
instalments in r/o Ref. loan I and 72 instalments in r/o Ref. loan II and in all cases it
shall bear interest at the rate of 11.25% per annum w.e.f. April 1, 17 14. Provided that
no interest shall be charged if the advance is allowed as permanent part withdrawal for
construction of house, purchase of a house or purchase of a site as provided for in
clause (c) of Rule 31.
Interest shall be payable by the member in the month succeeding the month in
which the last instalment is paid and the time may be extended by two months at the
discretion of the Trustees.
Provided, however, that at the discretion of the Trustees of the Fund, interest
may be recovered on the amount withdrawn or the balance thereof outstanding from
time to time at one percent above the rate which is payable for the time being on the
balance in the Fund at the credit of the member.

37. The Employer shall deduct instalments payable under Rule 36 from member's
salary and pay the same to the Trustees. The deduction shall commence from the
second monthly payments made after the advance or in the case of a member on
leave without pay from the second monthly payment made after his return to duty.

38. Notwithstanding anything contained in Rule 31 to 37 it shall be open to the

Trustees to advance 90% of the amount standing to the credit of a member if the
member takes leave preparatory to retirement, provided that if he rejoins duty on the
expiry of his leave such member shall refund the amount drawn with interest at the rate
allowed by the Fund.
Further it shall be open to the trustees to permit withdrawal of upto 90% of the
amount standing at the credit of the member within one year before his / her actual
retirement on superannuation. (Rule 68-NN of EPF Scheme).

14
Minutes to the meeting of PF trust dated 16 May 2017

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39. The Trustees with the previous approval of the Commissioner of Income Tax
and the Regional Provident Fund commissioner or other competent authority on that
behalf may from time to time repeal vary or alter these Rules and frame such other
Rules and regulations with reference to the working and management of the Fund as
the Trustees may from time to time think fit. Provided always that the amount of the
Employer's contribution and the payment of interest or divided as provided in Rule 13
shall not be affected by any such alteration addition or variation and that no alteration
of or addition to the foregoing Rules made in the exercise of this discretion shall
operate to prejudice or affect the interests of any member subsisting at the time such
alteration or addition is made and provided further that no such addition or alteration or
repeal shall be held to be retrospective or shall affect the right of any member to be
credited with the amount which he is entitled to be credited upto the date of such
addition, alteration or repeal. A copy of all such additions and repeals shall
immediately after the adoption thereof be sent to every member.

40. The receipt of the Trustees for the purchase moneys of any property held by the
Trustees and sold by them or other effects shall be a good and sufficient discharge to
the persons paying or delivering such moneys or effects which is or by such receipts
shall be expressed to be or to have been received and the persons paying or
delivering such moneys or effects and taking such receipt as aforesaid shall not be
obliged or required to see to the application of the same moneys or effects or be
answerable or accountable for the misapplication or non-application thereof.

41. A Trustee or the Trustees shall not at any time be made liable for any more
money than shall actually have come into his hands or their own proper hands or for
the less or variation in price of securities or for the failure of any bank, Company or
firms or the dishonesty of any clerk or servant or other person with whom any part of
the Trust Property may be deposited or be placed in charge or be liable for any other
his own immediate and respective wilful acts, deeds and defaults and every such
Trustee shall be at liberty from and out of all or any part of the Fund in the first place to
reimburse himself of all sums or moneys, costs, charges, damages, expenses and
demands whatsoever which he can, shall or may reasonably bear, sustain or put into
in any manner howsoever by reason of or on account of his acceptance or execution
of the Trust, anything hereinbefore contained to the contrary thereof in anywise
notwithstanding.

42. Any dispute or difference which may arise between any member or his
executors, administrators, nominees or representatives and the Trustees or between
any member or his executors, administrators, nominees or representatives and the
Employer as to the meaning or effect of any Rule or as to any matter relating to or
arising out of the same shall be referred to the arbitration of two arbitrators one to be
appointed by each party to the difference; in the case of difference to an umpire to be
appointed by the arbitrators before entering upon the reference under the provisions of
the Indian Arbitration Act, 1809.

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43. No suit or legal proceedings in regard to any claims matter or dispute arising out
of or relating to these Rules shall be instituted in any court except the High court of
judicature Andhra Pradesh at Hyderabad or District Judge's Court, Visakhapatnam.
Nothing herein contained shall affect Rule 42 hereof as to arbitration.

44. The Trustees will not be bound by or recognize any assignment or

encumbrance executed or attempted to be created by a member of the Fund during
his service and no member shall be entitled to transfer, assign, charge or otherwise
howsoever any interest whether present or future he may have in the moneys standing
to his credit in the Fund or any part thereof.

45 (a) The amount standing to the credit of a member shall not be liable to attachment
under any decree or order of any court in respect of any debit or liability
incurred by the member and neither the official assignee appointed under the
presidency Towns Insolvency Act, 1909 (III of 1909) nor any receiver appointed
under the provincial Insolvency Act, 1920 (V of 1920) shall be entitled to or have
any claim on such amount.
(b) Any amount standing to the credit of any member at the time of his death
and payable to his nominee under these Rules shall subject to any deduction
authorised by these rules, vest in the nominee and shall be free from any debt
or other liability incurred by the deceased or incurred by the nominee before the
death of the member.

46. Every Trustee shall be at liberty to retire by notice in writing in that behalf
addressed to the Board of Directors of the Company.

47. In the above Rules, whatever applies to male employees also applies to female
employees.

48. In the absence of any specific Rule or of any of the above Rules contrary to the
provisions of the EPF Scheme, 1952 framed under the EPF & MP Act, 1952, the latter
shall prevail.

Note:The revised conditions for grant of exemption under section 17 of the Employees
Provident Funds and Miscellaneous Provisions Act, 1952 as notified by Ministry of
Labour with effect from 29 Oct 2003 are furnished in Appendix-1.

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Appendix-1
(Emblem)
भारतकाराजपत्र
The Gazette of India
असाधारण
EXTRAORDINARY
भाग।। - खण्ड 3 - उप-खण्ड (।)
PART II - Section 3 - Sub section (i)
प्राधधकार, से पर् काधित
PUBLISHED BY AUTHORITY

सं . 527) नईधिल्लि, बुहस्पधतवार, अक्टोबर 30, 2003 काधतिक 8, 1925

No.527] NEW DELHI, THURSDAY, OCTOBER 30, 2003/KARTIKA 8, 1925

MINISTRY OF LABOUR
NOTIFICATION
New Delhi, the 29th October, 2003
G.S.R. 853(E)--In exercise of the powers conferred by, section 5, read with sub-
section (1) of section 7 of the Employees’ Provident Funds & Miscellaneous Provisions
Act, 1952 (19 of 1952) the Central Government hereby makes the following Scheme
further to amend the Employees’ Provident Funds Scheme, 1952 namely :-
1. (1) This Scheme shall be called the Employees’ Provident Funds (Amended
conditions) Scheme, 2003.

(2) It shall come into force with effect from the date of its publication in the
official Gazette.

2. In paragraph 27 AA of Employees’ Provident Fund Scheme, 1952 for the

existing Appendix-A, the following Appendix shall be substituted, namely:-

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Appendix-A

Revised Conditions for Grant of Exemption under Section 17 of the Employees’

Provident Funds and Miscellaneous Provisions Act, 1952

The following are the revised conditions for grant of exemption under Section 17
of the Act, 1952:-

1. The employer shall establish a Board of Trustees under his Chairmanship for
the management of the Provident Fund according to such directions as may be given
by the Central Government or the Central Provident Fund Commissioner, as the case
may be, from time to time; the Provident Fund shall vest in the Board of Trustees who
will be responsible for and accountable to the Employees’ Provident Fund
Organization, inter alia, for proper accounts of the receipts into and payment from the
Provident Fund and the balance in their custody. For this purpose, the “employer” shall
mean
(i) In relation to an establishment, which is a factory, the owner or occupier of
the factory; and
(ii) In relation to any other establishment, the person who, or the authority, that
has the ultimate control over the affairs of the establishment.

2. The Board of Trustees shall meet at least once in every three months and shall
function in accordance with the guidelines that may be issued from time to time by the
Central Government / Central Provident Fund Commissioner (CPFC) or an officer
authorized by him.

3. All employees, as defined in Section 2(f) of the Act, who have been eligible to
become members of the Provident Fund, had the establishment not been granted
exemption, shall be enrolled as members.

4. Where an employee who is already a member of Employees’ Provident Fund or

a provident fund of any other exempted establishment is employed in his
establishment, the employer shall immediately enroll him as a member of the fund.
The employer should also arrange to have the accumulations in the provident fund
account of such employee with his previous employer transferred and credited into his
account.

5. The employer shall transfer to the Board of Trustees the contributions payable
to the Provident Fund by himself and employees at the rate prescribed under the Act
from time to time by the 15th of each month following the month for which the
contributions are payable. The employer shall be liable to pay simple interest in terms
of the provisions of Section 7Q of the Act for any delay in payment of any dues
towards the Board of Trustees.

6. The employer shall bear all the expenses of the administration of the Provident
Fund and also make good any other loss that may be caused to the Provident Fund
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7. Any deficiency in the interest declared by the Board of Trustees is to be made

good by the employer to bring it up to the statutory limit.

8. The employer shall display on the notice board of the establishment, a copy of
the rules of the funds as approved by the appropriate authority and as and when
amended thereto along with a translation in the language of the majority of the
employees.

9. The rate of contributions payable, the conditions and quantum of advances and
other matters laid down under the provident fund rules of the establishment and the
interest credited to the account of each member, calculated on the monthly running
balance of the members and declared by the Board of Trustees shall not be lower than
those declared by the Central Government under the various provisions prescribed in
the Act and the Scheme framed there under.

10. Any amendment to the Scheme, which is more beneficial to the employees than
the existing rules of the establishment, shall be made applicable to them automatically
pending formal amendment of the Rules of the Trust.

11. No amendment in the rules shall be made by the employer without the prior
approval of the Regional Provident Fund Commissioner (referred to as RPFC
hereafter). The RPFC shall before giving his approval give a reasonable opportunity to
the employees to explain their point of view.

12. All claims for withdrawals, advances and transfers should be settled
expeditiously, within the maximum time frame prescribed by the Employees’ Provident
Fund Organization.

13. The Board of Trustees shall maintain details accounts to show the contributions
credited, withdrawal and interest in respect of each employee. The maintenance of
such records should preferably be done electronically. The establishments should
periodically transmit the details of members’ accounts electronically as and when
directed by the CPFC / RPFC.

14. The Board of Trustees shall issue an annual statement of accounts or pass
books to every employee within six months of the close of financial / accounting year
free of cost once in the year. Additional print outs can be made available as and when
the members want, subject to nominal charges. In case of passbook, the same shall
remain in custody of employees to be updated periodically by the Trustees when
presented to them.

15. The employer shall make necessary provisions to enable all the members to be
able to see their account balance from the computer terminals as and when required
by them.

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16. The Board of Trustees and the employer shall file such returns monthly /
annually as may be prescribed by the Employees, Provident Fund Organization within
the specified time-limit, failing which it will be deemed as a default and the Board of
Trustees and employer will jointly and separately be liable for suitable penal action by
the Employees’ Provident Fund Organization.

17. The Board of Trustees shall invest the monies of the provident fund as per the
directions of the Government from time to time. Failure to make investments as per
directions of the Government shall make the Board of Trustees separately and jointly
liable to surcharge as may be imposed by the Central Provident Fund Commissioner
or his Representative.

18. (a) The securities shall be obtained in the name of Trust. The securities
so obtained should be in dematerialized (DEMAT) form and in case the required
facility is not available in the areas where the trust operates, the Board of
Trustees shall inform the Regional Provident Fund Commissioner concerned
about the same.

(b) The Board of Trustees shall maintain a script wise register and ensure
timely realization of interest.

(c) The DEMAT Account should be opened through depository participants

approved by Reserve Bank of India and Central Government in accordance with
the instructions issued by the Central Government in this regard.

(d) The cost of maintaining DEMAT account should be treated as incidental

cost of investment by the Trust. Also all types of cost of investments like
brokerage for purchase of securities etc., shall be treated as incidental cost of
investment by the Trust.

19. All such investments made, like purchase of securities and bonds, should be
lodged in the safe custody of depository participants, approved by Reserve Bank of
India and Central Government, who shall be the custodian of the same. On closure of
establishment or liquidation or cancellation of exemption from EPF Scheme, 1952,
such custodian shall transfer the investment obtained in the name of the Trust and
standing in its credit to the RPFC concerned directly on receipt of request from the
RPFC concerned to that effect.

20. The exempted establishment shall intimate to the RPFC concerned the details
of depository participants (approved by Reserve Bank of India and Central
Government), with whom and in whose safe custody, the investments made in the
name of trust, viz., investments made in securities, bonds, etc., have been lodged.
However, the Board of Trustees may raise such sum or sums of moneys as may be
required for meeting obligatory expenses such as settlement of claims, grant of
advances as per rules and transfer of member’s PF accumulations in the event of his

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employer and any other receipts by sale of the Securities or other investments
standing in the name of the Fund subject to the prior approval of the Regional
Provident Fund Commissioner.

21. Any commission, incentive, bonus or other pecuniary rewards given by any
financial or other institutions for the investments made by the Trust should be credited
to its account.

22. The employer and the members of the Board of Trustees, at the time of grant of
exemption, shall furnish a written undertaking to the RPFC in such format as may be
prescribed from time to time, inter alia, agreeing to abide by the conditions which are
specified and this shall be legally binding on the employer and the Board of Trustees,
including their successors and assignees, or such conditions as may be specified later
for continuation of exemption

23. The employer and the Board of Trustees shall also give an undertaking to
transfer the funds promptly within the time limit prescribed by the concerned RPFC in
the event of cancellation of exemption. This shall be legally binding on them and will
make them liable for prosecution in the event of any delay in the transfer of funds.

24. (a) The account of the Provident Fund maintained by the Board of Trustees
shall be subject to audit by a qualified independent Chartered Accountant
annually. Where considered necessary, the CPFC or the RPFC in-charge of the
Region shall have the right to have the account re-audited by any other qualified
auditor and the expenses so incurred shall be borne by the employer.
(b) A copy of the Auditor’s report along with the audited balance sheet
should be submitted to the RPFC concerned by the Auditors directly within six
months after the closing of the financial year from 1 st April to 31st March. The
format of the balance sheet and the information to be furnished in the report
shall be as prescribed by the Employees’ Provident Fund Organization and
made available with the RPFC Office in electronic format as well as signed hard
copy.
(c) The same auditors should not be appointed for two consecutive years
and not more than two years in a block of six years.

25. A company reporting loss for three consecutive financial years or erosion in
their capital base shall have their exemption withdrawn from the first day of the
next/succeeding financial year.

26. The employer in relation to the exempted establishment shall provide for such
facilities for inspection and pay such inspection charges as the Central Government
may from time to time direct under clause (a) of sub-section (3) of section 17 of the Act
within 15 days from the close of every month.

27. In the event of any violation of the conditions for grant of exemption, by the
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employer or the Board of Trustees, the exemption granted may be cancelled after
issuing a show cause notice in this regard to the concerned persons.

28. In the event of any loss to the trust as a result of any fraud, defalcation, wrong
investment decisions etc., the employer shall be liable to make good the loss.

29. In case of any change of legal status of the establishment, which has been
granted exemption, as a result of merger, demerger, acquisition, sale, amalgamation,
formation of a subsidiary, whether wholly owned or not, etc., the exemption granted
shall stand revoked and the establishment should promptly report the matter to the
RPFC concerned for grant of fresh exemption.

30. In case, there are more than one unit / establishment participating in the
common Provident Fund Trust which has been granted exemption, all the trustees
shall be jointly and separately liable / responsible for any default committed by any of
the trustees / employer of any of the participating units and RPFC shall take suitable
legal action against all the trustees of the common Provident Fund Trust.

31. The Central Government may lay down any further conditions for continuation
of exemption of the establishments”.

(F.No. S-35016/01/2002-ss-II)
D.S. POOJIA, Jt. Secy

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Annexure 10.2
SCHEME FOR COMPASSIONATE
APPOINTMENT
1. Object
The object of the present Scheme is to grant appointment on
compassionate grounds to a dependent family member of a regular employee of
Hindustan Shipyard Ltd. (HSL) who dies in harness thereby leaving his family in
penury and without any means of livelihood, so as to relieve the bereaved family
from financial destitution and to help it get over the emergency.

2. To whom applicable
Appointment on compassionate grounds may be provided to a dependent
family member of the regular HSL employee who die while on duty due to fatal
accident or natural cause

Notes
(i) “Dependent Family Member" means: spouse or son (including adopted
son) or daughter (including adopted daughter) or brother or sister (in the case of
unmarried employee of HSL), who was wholly dependent on the employee of
HSL at the time of his/her death in harness.

(ii) "HSL Employee" for the purpose of this Scheme means an employee of
HSL appointed on regular basis (includes extension in service but not re-
employment) and not on daily wage or casual or apprentice or ad-hoc or
contract or re-employment basis.

(iii) “While on duty” means working within HSL’s premises or while on

deputation on official duty outside HSL premises.

3. Authority competent to make compassionate appointment

The Chairman and Managing Director (C&MD) is the Competent
Authority to approve compassionate appointments.

4. Posts to which such appointments can be made

Group ‘C’ and ‘D’ posts reserved for direct recruitment quota.

5. Eligibility

In order to be considered for compassionate appointment, the following

conditions must be met:-

(a) The family is indigent and deserves immediate assistance for relief
from financial destitution;

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(b) Applicant for compassionate appointment should be eligible and suitable

for the post in all respects under the provisions of the relevant Recruitment
Rules.

6. Exemptions
The Compassionate appointments are exempted from observance of the
normal procedure for recruitment (written test, trade test etc.,) as well as any
ban on filling up of posts issued by the Board from time to time.

7. Relaxations
(a) Upper age limit could be relaxed wherever found to be necessary. The
lower age limit should, however, in no case be relaxed below 18 years of age.

Notes
(i) Age eligibility shall be determined with reference to the date of
application and not the date of appointment.

(ii) Authority competent to approve compassionate appointment shall be

competent to grant relaxation of upper age limit as well for making such
appointment.

(a) In exceptional circumstances, the Company may consider recruiting

persons not meeting the minimum educational qualification. They may be
engaged as trainees who will be given the regular pay scale only on acquiring
the minimum qualification prescribed under the Recruitment Rules. The
emoluments of these trainees, during the period of their training and before they
are absorbed in HSL as employees, will be governed by the minimum of the
respective pay scales in Group-C & Group-D. In addition, they will be granted all
applicable allowances, like Dearness Allowance, House Rent Allowance and
Transport Allowance at the admissible rates, as calculated on the minimum of
the respective pay scales.

(b) In case of appointment of a widow not fulfilling the requirement of

educational qualifications, she may directly be placed in Group 'D'- WR-1 pay
scale as unskilled person without any condition for acquiring the necessary
qualifications in future, provided the appointing authority is satisfied that the
duties of the post against which she is being appointed can be performed with
on the job training. This dispensation is to be allowed for appointment on
compassionate grounds in the post of unskilled category only.
8. Determination/availability of vacancies

(a) Appointment on compassionate grounds shall be made only on regular

basis and that too only if regular vacancies meant for that purpose are available.

(b) Compassionate appointments can be made upto maximum 5% of

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A

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person selected for appointment on compassionate grounds should be adjusted

in the recruitment roster against the appropriate category viz.,
SC/ST/OBC/General depending upon the category to which he/she belongs. For
example, if the person belongs to SC category he/she will be adjusted against
the SC reservation point; if the person is ST/OBC he/she will be adjusted
against ST/OBC point; and if the person belongs to General category he/she will
be adjusted against the vacancy point meant for General category.

(c) While the ceiling of 5% for making compassionate appointment against

regular vacancies should not be circumvented by making appointment of
dependent family member of employee on casual/daily wage/ad-hoc/contract
basis against regular vacancies, there is no bar to considering the person for
such appointment if he/she is eligible as per the normal rules governing such
appointments.

(d) The Committee constituted for scrutinizing the applications for

appointment on compassionate grounds (see para 12 below) shall limit its
recommendations for compassionate appointment to only deserving cases and
only if vacancy meant for appointment on compassionate grounds is to arise
within a year, that too within the ceiling of 5% of vacancies falling under DR
quota in Group ‘C’ and ‘D’ posts.

(e) For the purpose of calculation of vacancies for compassionate

appointment, fraction of a vacancy either half or exceeding half but less than
one may be taken as one vacancy Group ‘C’ and ‘D’ posts, in which there are
less than 20 direct recruitment vacancies in a recruitment year, may be grouped
together and out of the total number of vacancies, 5% may be filled on
compassionate grounds subject to the condition that appointment on
compassionate grounds in that year should not exceed one.

(f) The compassionate appointment can also be made against technical

‘posts’ at Group ‘C’ and Group ‘D’ level. The 5% quota of vacancies will be
calculated on the basis of total DR vacancies arising in a year in the technical
posts.

9. Time limit for considering applications for compassionate appointment:

(a) Subject to availability of a vacancy, applications for compassionate
appointment are to be considered within the time limit of three years from the
date of death of the employee and shall be decided based on merit in each
case.

(b) The onus of ascertaining the penurious condition of the dependent family
will rest with the authority making compassionate appointment.

10. Widow appointed on compassionate grounds getting remarried

A widow appointed on compassionate grounds will be allowed to continue

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11. Where there is an earning member

(a) In deserving cases, even when there is already an earning member in the
family, a dependent family member may be considered for compassionate
appointment with prior approval of the Competent Authority, who, before
approving such appointment, will satisfy itself that grant of compassionate
appointment is justified having regard to number of dependents, assets and
liabilities left by the employee, income of the earning member as also his
liabilities including the fact that the earning member is residing with the family of
the employee and whether he should not be a source of support to other
members of the family.

(b) In cases where any member of the family of the deceased employee is
already in employment and is not supporting the other members of the family of
the employee, extreme caution has to be observed in ascertaining the economic
distress of the members of the family of the employee so that the facility of
appointment on compassionate ground is not misused by putting forward the
ground that the member of the family already employed is not supporting the
family.

12. Procedure for appointment on compassionate grounds

(a) The proforma at Annexure-1 may be used for filling up necessary

information and processing the cases of compassionate appointment.

(b) The Asst. Manager/Dy. Manager/Manager (HR-Welfare) of HSL should

meet the members of the family of the employee in question immediately after
his/her death to advise and assist them in seeking appointment on
compassionate grounds. The applicant should be called in person at the very
first stage and advised in person about the requirements and formalities to be
completed by him/her.

(c) An application for appointment on compassionate grounds should be

considered, in the light of the instructions issued by the management from time
to time on the subject, by a committee of officers consisting of three officers –
one Chairman at the level of AGM and two Members- one each from Finance
and HR departments not the below rank of Manager. Manager (Welfare) shall
be the member secretary. The committee may meet as and when an application
for compassionate appointment is received and found prima-facie genuine
based on preliminary scrutiny by the Manager (Welfare). The applicant may also
be granted personal hearing by the committee, if necessary, for better
appreciation of the facts of the case.

(d) Recommendation of the committee should be placed before the

competent authority for a decision. The decision of the Competent Authority is
final.

13. Undertaking for maintenance of the family of the deceased employee

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A person appointed on compassionate grounds under the scheme should

give an undertaking in writing (as indicated at part A (VI) of proforma placed at
Annexure-1) that he/she will maintain properly the other family members who
were dependent on the deceased employee and in case it is proved at any time
that the family members are being neglected or are not being maintained
properly by him/her, his/her appointment may be terminated forthwith and the
same should be incorporated as one of the additional conditions in the offer of
appointment (applicable only in the case of appointment on compassionate
grounds)

14. Request for change in post/person

When a person has been appointed on compassionate grounds in a

particular post, the set of circumstances which led to such appointment should
be deemed to have ceased to exist. Therefore :-

(a) he/she should strive in his/her career like his/her colleagues for future
advancement and any request for appointment to any higher post on
considerations of compassion shall invariably be rejected.

(b) an appointment made on compassionate grounds cannot be transferred

to any other person and any request for the same on considerations of
compassion shall invariably be rejected.

15. Seniority
A person appointed on compassionate ground in a particular year may be
placed at the bottom of all the candidates recruited/appointed through direct
recruitment, promotion etc. in that year, irrespective of the date of joining of the
candidate on compassionate ground.

16. Termination of service

Compassionate appointments can be terminated on the ground of non-

compliance of any condition stated in the offer of appointment after providing an
opportunity to the compassionate appointee by way of issue of show cause
notice asking him/her to explain why his/her services should not be terminated
for non- compliance of the condition(s) in the offer of appointment and it is not
necessary to follow the procedure prescribed in the Industrial Employment
Standing Orders/Service Rules for this purpose. In order to check its misuse, it
has also been decided that this power of termination of services for non-
compliance of the condition(s) in the offer of compassionate appointment should
vest with the Competent Authority.

17. General

(a) Appointments made on grounds of compassion should be done in such

away that persons appointed to the post do have the essential educational
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qualifications, necessary skills, knowledge and experience required for the post,
consistent with the requirement of maintenance of efficiency of administration.

(b) It is not the intention to restrict employment of a family member of the

deceased Group ‘D’ employee to a erstwhile Group ‘D’ post only. As such, a
family member of such erstwhile Group ‘D’ employee can be appointed to a
Group ‘C’ post for which he/she is educationally qualified, provided a vacancy in
Group ‘C’ post exists for this purpose.

(c) An application for compassionate appointment should, however, not be

rejected merely on the ground that the family of the employee has received the
benefits under the various welfare schemes. While considering a request for
appointment on compassionate grounds a balanced and objective assessment
of the financial condition of the family has to be made taking into account its
assets and liabilities (including the benefits received under the various welfare
schemes mentioned above) and all other relevant factors such as the presence
of an earning member, size of the family, ages of the children and the essential
needs of the family, etc.

(d) Compassionate appointment should not be denied or delayed merely on

the ground that there is reorganisation. It should be made available to the
person concerned if there is a vacancy meant for compassionate appointment
and he or she is found eligible and suitable under the scheme.

(e) Compassionate appointment will have precedence over absorption of

surplus employees and regularisation of daily wage/casual workers with/without
temporary status.

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ANNEXURE-1

COMPASSIONATE EMPLOYMENT OF DEPENDENTS OF EMPLOYEES DYING

WHILE ON DUTY
PART- A
I.
(a) Name of the deceased Employee
(b) Designation
(c) Department
(d) Date of birth
(e) Date of death
(f) Total length of Service rendered
(g) Whether permanent or temporary.
(h) Whether belonging to SC/ST/OBC.
II.
(a) Name of the candidate for appointment
(b) His/ Her relationship with the employees _
(c) Date of birth.
(d) Educational Qualifications.
(e) Whether any other dependent family member has been appointed on
compassionate grounds

III. Particulars of total assets left including amount of

(a) Family Pension
(b) Gratuity
(c) P.F. Balance
(d) Life Insurance Policies(including Postal Life Insurance)
(e) Moveable and Immovable properties and annual income earned therefrom by
the family
(f) C.G.E. Insurance amount
(g) Encashment of leave
(h) Any other assets.
Total

IV. Brief particulars of liabilities if any.

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V. Particulars of all dependent family members of the employee (if some are
employed,their incomeand whether they are living together or separately).

S. Name(s) Relationship with Age Address Employed or not

No.employee,(if employed
particulars of employ-
ment and emoluments)

(1) (2) (3) (4) (5) (6)

1.

2.

3.

4.

VI. Declaration/Undertaking
1. I hereby declare that the facts given by me above are, to the best of my
knowledge, correct. If any of the facts herein mentioned are found to be
incorrect or false at a future date, my services may be terminated.

2. I hereby also declare that I shall maintain properly the other family
members who were dependent on the employee of HSL mentioned against 1(a)
of Part-A of this form and in case it is proved at any time that the said family
members are being neglected or not being properly maintained by me, my
appointment may be terminated.
Date:
Signature of the candidate
Name:-
Address:-

Shri/Smt/Kum is known
to me and the facts mentioned by him/her are correct.

Date: Signature of permanent employee of HSL

Name:
Address:-

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PART-B
(To be filled in by office in which employment is proposed)
I.
(a) Name of the candidate for appointment.
(b) His/Her relationship with the HSL employee
(c) Age (date of birth),
(d) Educational qualifications and experience, if any,
(e) Post (Group C/D) in which employment is proposed
(f) Whether there is vacancy in that post within the ceiling of5% prescribed under
the scheme of compassionate appointment

(g) Whether the relevant Recruitment Rules provide for direct recruitment

(h) Whether the candidate fulfils the requirements of the Recruitment Rules for
the post.

(i) Apart from waiver of Employment Exchange procedure what other relaxation
are to be given.

II. Whether the facts mentioned in Part-A have been verified by the office and if
so, indicate the records
.
III. If the HSL employee died more than 3 years back, why the case was not
sponsored earlier

IV. Personal recommendation of the Head of the HR department of HSL (With his
signature and office Stamp/seal

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