HUMAN RESOURCE POLICY

PROBATION PERIOD POLICY

Module no MAT HR/ Total Pages
Issue Date Initiated by HR
Revision No. & Date Approved by MAT India Management
Subject Probation Period Policy Supersedes All earlier policies
Applicable to All Employees of MAT India Distribution All employees

PROBATION PERIOD POLICY

PURPOSE

The purpose of this policy is to the processes and procedures that are intended to support and
develop new employees in their careers at the MAT Group by providing fair and equitable
planning and review processes during the employee's probationary period of employment.

These processes ensure new employees are appropriately equipped and supported to meet the
performance expectations of the position they hold with the group.

SCOPE

The policy applies to all employees working in any division, entity, or subsidiary company of MAT
Group up to the EL 2 level.

EXCLUSIONS

A probationary period is not required in the following circumstances-

 The appointment is for six months or less.
 An employee is internally transferred to a different position within the Group, regardless of
whether the new role is in a different department.

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

 A second or subsequent fixed-term contract is offered for the same or similar role.
 There is a promotion, reclassification, or internal appointment to a leadership role.

GENERAL GUIDELINES

 All employees below ML1 grade are to be on probation for up to six months starting from their
joining date.
 Upon joining, the Reporting Manager ensures to share the KRA’s/Goal sheet with the new
joiner and explain the performance metrics within 15 days of completing induction.
 Towards the completion of the probation period, it is imperative for the reporting Manager to
conduct a comprehensive Probation Review to evaluate the employee's performance against
the criteria specified in the KRA form/Goal sheet.
 The reporting manager needs to complete the Probation Review Form to formally document
their assessment and submit it to the HR department.
 HR is required to provide the Probation Review Form to the Reporting Manager at least 15
days before the confirmation date.
 The confirmation status of employees, whether confirmed or not confirmed, is to be
determined based on the Probation Review conducted after 6 months, by the
recommendation of the Reporting manager and HOD.
 The Reporting Manager is responsible for initiating the confirmation process by notifying HR
one week before the employee's probation period ends.
 The HR Representative ensures to send the employee a Confirmation Letter, Within one week
of employment confirmation.
 This letter to outline the confirmation of service as well as any changes to the terms and
conditions of employment.
 An employee's probationary period may be extended for a maximum of 3 months under the
following circumstances:
 The employee's performance does not meet the expected standards.
 There are concerns regarding the employee's behavior or discipline.

VP- HR GMD GM- MINT

For Internal Circulation Only
 HUMAN RESOURCE POLICY

 HR to ensure that they send written notification to employees if their probationary periods are
extended for performance-related reasons or due to leave.
 HR to ensure that the probationary period does not exceed 9 months in total, excluding any
periods of leave with or without pay.
 HR to keep the Probationary Progress Review forms in the employee's personnel file after
being completed at six months and the end of the probationary period.
 If a probationary employee continues working beyond 9 months without receiving notification
of either satisfactory completion or an extension of the probationary period, they are
considered to have completed the probationary period.
 The employee on probation is entitled to utilize only casual leave (CL) and sick leave (SL) from
the date of joining until they complete their probationary period.
 Once an employee on probation confirms, they are eligible to take advantage of Earned Leave
(EL).
 The resignation/termination process may be initiated if an employee fails to meet
performance expectations or if there are any discipline or conduct issues.
 In case of any disagreement between the employee and the reporting manager on the rating
and review, the employee can escalate the Issue to the Plant Director and corporate HR,
whose decision is final and binding.

MANAGEMENT DISCRETION

The Management reserves the right to alter/amend/discontinue the policy at its sole discretion.

VP- HR GMD GM- MINT

For Internal Circulation Only