COMPANY POLICIES
1. Working Hours: Working hours at Grasp are mostly project-based and are decided by
the team heads. There are no fixed working hours as such. Roughly all the employees
have to work for 4-5 hours a day but the number of hours may vary. However, all the
employees must be available to take work calls and respond to text messages from 10
AM to 10 PM.
2. Leave Policy: All the employees at Grasp are entitled to four types of leaves:
a. Sick leave- Each employee is entitled to 3 days of sick leave every 6 months.
b. Casual leave- Each employee is entitled to 3 days of sick leave every 6 months.
c. Study leave- In case an employee needs to take some time off due to exams, they
are required to let the HR department know about the dates of their exams (with
proof) and the duration of their leave at least 2 weeks prior.
d. Mental health leave- Employees are also entitled to take leaves if they are
suffering from mental health issues.
● The procedure of applying for leave- The concerned employee needs to
contact the Human Resources department and send them an email stating
the exact dates for their leave.
3. Nature of Employment and Minimum Time of Service: Team heads have to work for
a minimum period of 6 months from the time of their appointment while normal
employees have to work for at least 3 months. The service period of interns are decided
by the respective team heads and they have to work for the agreed period of time.
4. Hierarchy: Grasp is a hierarchical organisation. All the subordinates are answerable to
their superordinate.
5. Induction and Orientation: An induction and orientation program will be held for all
the new employees. It can either be held by the respective team heads or the HR
department. The purpose of the induction is to:
● Enable new employees to settle into the company quickly and become productive
and efficient members within a short period of time
● Ensure that new employees are highly motivated and that this motivation is
reinforced
● Assist in developing a management style where the emphasis is on leadership
● Ensure that employees operate in a safe working environment
6. Exit Interview Policy: Before an employee leaves the company, an interview will be
conducted with them by the HR team. The main aim of exit interviews is to understand
the factors that caused the employee to leave the company, what the employee liked and
disliked about the company and what areas of the company need improvement.
● Procedure- The exit interview will be held with the separating employee before
their last working day after a formal letter/email accepting the resignation or a
termination letter/email has been issued to the employee.
7. Anti-Harassment Policy: Grasp prohibits any kind of harassment which includes verbal,
nonverbal, verbal sexual and nonverbal sexual harassment and will take immediate action
in response to complaints or knowledge of any violation of the policy.
8. Inclusion Policy: Grasp is an inclusive organisation and discrimination against anyone
on the basis of gender, caste, creed, religion, mental and physical disability, social,
economical and political background will not be tolerated.
9. Open-Door Policy: Grasp is committed to creating the best working environment for its
employees, a place where everyone’s voice is heard, where issues are promptly raised and
resolved, and where communication flows across all levels of the company. This policy
literally means that every team leader’s door is open to every employee. The open-door
policy adopted by us encourages open communication, feedback and discussion about
matters that are important to an employee with their team heads or the HR department.
10.Whistle Blower Policy: Under this policy, employees can anonymously report dishonest
or illegal activities of other employees that can have a grave impact on the operation and
performance of the business of Grasp.
11.Job Rotation Policy: This policy allows the employees to go beyond their specific job
profile and take part in the activities of other departments as well. If any employee is
interested and wishes to work for any other department, they are required to convey the
same to the HR department.
12.Reward and Recognition Policy: Every month, one employee from each department
will be recognised as the ‘Employee of the Month’ on the basis of their performance.
13.Probation and Confirmation Policy: Every employee will be on probation during the
first month of their employment. The probationary period is intended to give new
employees the opportunity to demonstrate their ability to achieve a satisfactory level of
performance and to determine whether the new position meets their expectations. During
the probationary period, the performance and the behaviour of the newly hired employee
are closely monitored by the team head as well as the HR department to check their
potential and suitability to the job. If the employee fails to meet the standards even after
receiving training, the employee can be terminated by the company.
14.Termination Policy: Termination of employment happens when the contract of an
employee is discontinued due to their or the company’s actions. The dismissal of an
employee from their job duties may be categorized as voluntary or involuntary.
Voluntary dismissal may include the following:
a. Resignation
b. Retirement
c. Failure to show for a specified number of days without notice
d. Expiration or completion of the contract
Involuntary dismissal may include the following:
a. Discharge for cause: Discharge for cause refers to immediate termination of
employment due to an employee’s misconduct or incompetency.
b. Discharge without cause: Discharge without cause can occur when the company
decides that the services of an employee are no longer needed. In general, this
does not refer to an employee’s conduct. Reasons for discharge without cause may
be layoffs, rearrangement of a department or redefining of a position.
● Procedure-
a. In cases of resignation, the employee must submit an official written resignation
letter to the Human Resources department. A notice is expected by the employee
at least seven (7) days in advance, so the company can arrange alternatives for
handling the remaining workload of the position.
b. In cases of involuntary dismissal, the employee will be given a notification of
their reason of termination via mail and will be asked to withdraw their services
immediately.
At all times, proper employee records will be kept containing all relevant documentation.
THE DISCIPLINARY CODE
1.1 Purpose
The purpose of this code is to outline the standard conduct and rules applicable to employees at the workplace. It is
accepted that a disciplinary code and procedure are necessary for the efficient running of company business, the
safety and fair treatment of all employees and for ensuring sound labour/management relations.
Furthermore, to provide guidelines for management to ensure the fair, just and uniform application of disciplinary
measures and to provide a reference for management engaged in applying discipline.
1.2 Underlying principles
This code is based on the following principles, which must be observed under all circumstances:
● The application of discipline is the right and responsibility of line management. As disciplinary action should
not be taken lightly, the responsibility for implementing action is reserved for Company representatives of the
appropriate responsibility and seniority. The imposition of discipline is, therefore, the prerogative of
management only.
● Disciplinary steps are instituted in order to obtain the co-operation and involvement of all employees
within the workplace and to protect the interests of both the employee and the employer in the process of
dealing with unacceptable behaviour.
● In the enforcement of discipline, the emphasis must rather be focused on guidance and rehabilitation than
on the imposition of punishment. However, where necessary, punishment must be used as a legitimate
deterrent in the maintenance of discipline.
● In certain instances, the company reserves the right to impose the most severe sanction on an employee
without having to follow the principles of corrective and progressive discipline.
● The application of discipline must at all times be lawful, just, fair and consistent.
1.3 Disciplinary Sanctions
There are four basic sanctions that can be imposed against any employee. In order of severity these are:
1.3.1 Verbal warning
In case of a moderate offence, a superior should conduct an informal disciplinary interview with the employee
that may result in a verbal reprimand.
A written record is kept of this warning.
1.3.2 Written warning
If verbal warnings fail, management should give the employee a formal written warning. A repetition of
wrongful behaviour or a more serious offence can result in a final written warning.
All written warnings will be recorded on a disciplinary form that will be placed on the employee’s file. A copy of
the disciplinary form will be handed to the employee.
1.3.3 Dismissal with pay in lieu of notice or summary dismissals.
When, in the employer’s opinion, a series of progressive and or corrective measures have not produced the
anticipated effect; or a series of verbal or written reprimands given for minor misconduct have not been
effective; or when an employee is alleged to have committed major misconduct, the company should before
taking disciplinary action, hold a formal disciplinary inquiry prior to termination of the employee’s services.
In certain instances dismissal without notice will be justified in terms of the company policy and precedent
and the principles of the common law.
The employee must be informed of the reason for his/ her dismissal in writing.
1.4 Schedule of offences
The disciplinary code must not be seen as an independent document. The applicable provisions of the
disciplinary procedure must be adhered to ensure the fair and just application of discipline within the company.
SCHEDULE OF OFFENCES
The action as reflected in the columns represents the maximum proposed disciplinary action that may be
applied, depending on the nature/type of breach and how many times it has been committed by an employee.
Breaches that are regarded to be related have been grouped into a number of specific categories. In the
application of discipline, previous breaches and penalties in a given category, which are still valid, must be
considered when deciding what action is to be taken against a related breach (in the same category).
If the chairperson is of the opinion that there are valid mitigating factors, he/she may impose a lesser penalty.
The schedule of offences and proposed action indicated below merely serve as a guideline and do not
constitute inflexible rules that have to be followed to the letter. The circumstances and merits of each
individual case must be taken into account and the Chairperson is expected to use his/her discretion in making
a value judgment. Therefore deviations from the disciplinary code will be permitted where mitigating and /or
aggravating circumstances warrant such deviation.
It is further impossible for the company to list each and every offence that an employee may commit in the
workplace and therefore the company reserves the right to amend this code and/ or charge an employee with an
offence that although not contained within this schedule, is deemed an offence in terms of the common law and
acceptable practice.
DEFINITION SAMPLE CHARGES SAMPLE 1st 2nd 3rd 4th 5th
OFFENCES
1.4.1.1 Unauthorised Absenteeism/leave
Refers to being Unauthorized absence in that Absent for 1-2 WW FWW DISM
absent from work between (date) and (date) you days
without were absent from work
permission, and without permission
without a
reasonable
excuse, or a Absent for 3 – 4 FWW DISM
medical certificate days
Absent for 5 days DISM
or longer
1.4.1.4 Desertion and or the act of absconding from work
Unauthorised Absconsion alternatively Factors that play a DISM
absence from unauthorised absence from role in determining
work without the work, in that you have been the intention of the
intention to return. absent from work from the employee are the
(date) and despite being length of the
Normally refers to requested to do so have failed absence,
the absence for a to make contact with the communication or
period in excess company to explain the reason lack thereof with
of 5 days and the for your absence or your the employee
employee, despite whereabouts. concerned and the
being requested to employee’s failure
do so, failed to to respond to
inform the requests to contact
company of the the company.
reason for In such cases, the
absence. employer should
have taken
reasonable steps to
establish the
whereabouts of the
employee
1.4.2.1 Negligence
Any failure by an Negligence in that on (date) ●If the work done WW FWW DISM
employee to you failed, without proper is of poor quality
comply with a cause to perform your duties and/or quantity
standard of care with the proper care required without any
that the employee in that you (describe the reason being.
would reasonably event). given.
be expected to ●Failure to
provide in the exercise proper
completion and care and attention
fulfilment of in regard to the
his/her duties and manner in which
or tasks. a task should be
performed to the
Gross negligence extent that the
is distinguished task has to be
from negligence repeated or that
with respect to equipment is at
the seriousness of risk of being
the offence. damaged.
●Failing to
perform duties to
the required
standard without
any acceptable
reason.
●Displaying
unreliability, poor
cooperation and a
lack of interest in
work.
1.4.2.2 Gross Negligence
A serious failure Gross negligence in that on ●Any act or DISM
by an employee to (date) you failed, without omission which
comply with a proper cause to perform your has the potential
standard of care duties with the proper care to give rise to
that the employee required in that you (describe serious
would reasonably the event). consequences to
be expected to the company or
provide in the its clients
completion and ●Any act whereby
fulfilment of an employee,
his/her duties and through
or tasks. carelessness or
Generally has the negligence,
result of incurring causes the
substantial losses Company’s
on the company property valued
1.4.2.3 Dereliction Of Duty
Failure to comply Dereliction of duty in that on Failing to complete VR WW FWW DISM
with a duty to (date) you failed to complete a task allocated to
perform a task or (describe task or function), a the employee
job function in task assigned to you
terms of allocated
tasks and or your
job description
and or general and
recurring duties
assigned to the
employee.
1.4.3.1 Abusive Language
Language that is Use of abusive language in Use of abusive FWW DISM
inappropriate, that on the (date) you used language.
abusive to an abusive language while
employee or addressing (victims name) Swearing at fellow
groups of employees.
employees and
may or may not
be derogatory in
nature
1.4.3.2 Sexual harassment
Sexual harassment Sexual harassment in that on The sending of DISM
is attention of a the (date) you (describe unsolicited email
sexual nature that incident) and or messages of
is offensive and a sexual nature.
unwanted. The
unwanted attention The making of
distinguishes it comments and or
from behaviour suggestive remarks
that is welcome and or actions that
and mutual. have a sexual
connotation or
meaning
1.4.3.3 Threatening behaviour
Behaviour that Threatening behaviour in that Threatening DISM
constitutes a on (date) you threatened another employee
threat of harm on (person threatened) by verbally or by
another person (describe incident) actions
and or property.
Could be verbal
or physical
actions.
1.4.3.4 Assault
The physical Assault in that on the (date) The pushing of DISM
harming of a work you assaulted (victim) by someone
colleague (describe incident) The act of striking
through physical a person in any
contact and or way or form
violence.
1.4.3.5 Intimidation and or incitement
A threat using Intimidation in that on (date) To incite or DISM
words or and at (venue) you threatened intimidate other
conduct or a other employees by (describe employees to:
combination of incident or behaviour).
both with the Use violence
intention to Damage
influence a Compan
person or group y
of people to act property
in a certain way.
This is aimed at
Partake in
actions that are unlawful
detrimental to industrial
the company, its action, or
staff and or indulge in any
clients. other
disorderly
behaviour
1.4.3.6 Sabotage
Any act by an Sabotage in that on (date) you Incidents were DISM
employee to wilfully damage property of employees
interfere with the the company by (describe deliberately
normal event) sabotage company
operations of the property.
Company by
damaging
machinery or
equipment or by
interrupting any
supplies of
power, fuel,
materials or
services
necessary to the
operations; and
bomb threats,
whether intended
seriously or as a
joke.
1.4.5.1 Insolence
Action by an Insolence in that on (date) you Being belligerent FWW DISM
employee that showed disrespect to your in the acceptance
constitutes and manager by (describe of an instruction.
shows disrespect incident)
to his/her Accepting an
employer. instruction but then
voicing
A direct (verbal) dissatisfaction to
or indirect colleagues.
(through actions)
challenge to the Openly refusing to
authority of the accept an
employer and or instruction from a
his designated superior
representative.
1.4.5.2 Gross Insolence
A serious act of Gross insolence in that on Public refusal of an DISM
insolence that (date) you showed disrespect instruction.
has as its to your manager by (describe Swearing at a
elements wilful incident) manager when
contempt of the Refusing to follow
an
employer’s instruction
authority. A
challenge by an
employee
1.4.5.3 Insubordination
The intentional Insubordination in that on the An employee FWW DISM
disobeying of a (date) it is alleged that you directly or
reasonable and engaged in gross misconduct indirectly confronts
lawful instruction by challenging the authority his supervisor by
given by of the employer/superior e.g. refusing
management. and/or failing or refusing to verbally and/or
obey a reasonable and lawful making no effort to
Any act or instruction relating to (details carry out the work
conduct of of instruction/incident) when instructed to
disobedience that do so.
has the effect of
challenging the
authority of the
superior,
management,
supervisor.
1.4.5.4 Gross insubordination
A serious act of Gross insubordination in that When an employee DISM
refusing to on the (date), you refused to is given an
comply with a obey a reasonable and lawful instruction and
reasonable and instruction relating to (details fails to carry out
lawful of instruction/incident) the instruction
instruction resulting in
damage to the
company
1.4.5.5 Breach of company policy and procedure
A negligent or Breach of company (name of An instance where WW FWW DISM
intentional policy) policy and procedure there is an
failure to follow in that, on the (date) you implemented
a company failed to abide by the policy company
policy that has by (describe event or conduct) procedure and the
been employee fails to
implemented. follow it.
1.4.6.1 Making a false statement
The intentional Gross dishonesty in that you An employee DISM
making of a on the (date) made a false makes a false
statement with statement by (describe statement or
the intent to incident) submission to the
deceive or company
conceal the truth
1.4.6.2 Fraud
The intentional Gross dishonesty in that you The creation of a DISM
making of a false committed fraud in that on the false document
statement either (date) you presented a false with the intent to
in writing or (describe document and or mislead (defraud),
verbally with the conduct) Resulting from or
intention to calculated to result
obtain some in some prejudice,
form of benefit harm or loss to
and or another or undue
unjustified benefit to the
enrichment employee, e.g.
altering a medical
certificate, travel
claim,
accommodation
claim etc
1.4.7.1 Breach of confidentiality
Refers to the Gross dishonesty - in that on Any disclosure of DISM
unauthorised the (date), you disclosed company
disclosure of (describe information information
confidential disclosed) being confidential without permission
information information of the company and authorisation
including but not without authorisation
limited to
company’s trade
secrets,
confidential
documentation,
technical know
how and data,
drawings,
system, methods,
software,
processes, client
lists, programs,
marketing and or
financial
information
1.4.7.2 Bringing the company name into disrepute
Any conduct that Bringing the company name A complaint FWW DISM
is detrimental to into disrepute in that on the received from a
the image and or (date) you (describe incident) member of the
good standing of thereby bringing the company public or a client
the company name into disrepute
within the
perception of the
public thereby
creating a
negative image
of the company
1.4.7.3 Competing with the employer and or conflict of interest
Acting contrary to Competing with the employer DISM
the best interest of and or conflict of interest in
the employer in that on (dates) you
disclosing worked/made/conducted the
confidential business of/gave information
information to a concerning (describe content)
competitor of the to (competitors name) in
company and or competition with the company
conducting and in breach of your contract
business in of employment/duty as an
competition to the employee.
company and or
failing to disclose
an interest in a
competing
business to the
company.
1.4.7.4 Conduct detrimental to the maintenance of good order within the workplace
Conduct that has Conduct detrimental to the Normally as a DISM
the effect of maintenance of good order result of small acts
being within the workplace in that of the employee
detrimental to on the (date), you (describe that are treated
the moral of the conduct). separately do not
company and its constitute a serious
employees. offence but treated
together add up to
Normally
a serious challenge
associated with
to the authority of
continuous
the company.
behaviour of the
kind that leads to
disharmony
within the
workplace and
behaviour that is
aimed at
challenging the
authority of the
company
1.4.8.1 Theft
Being in the Theft, in that on the (date), The unauthorized DISM
possession of you were found in possession removal or taking
company and or of (describe the item) being of property other
client and or a the property of the than the
fellow company/client/colleague employee’s own
colleagues without authorisation and or including fellow
property with the permission employees
intention to property
permanently
deprive the
affected party of
the item
1.4.8.2 Attempted theft
Refers to the Attempted theft in that on the Incidents where an DISM
attempted (date), you were found in employee is caught
removal of possession of (describe the by security being
property of the item) being the property of in possession of
company and or the company/client/ colleague property not
client and or without authorisation and or belonging to them
fellow employee permission prior to vacating
without the company
authorisation premises
1.4.8.3 Unauthorised possession of company property
Being in Unauthorised possession of Incidents where an DISM
possession of company property in that on employee is found
company property the (date) your were found in in possession of
without the possession of (describe item) company property
necessary without authorisation that although the
permission and or intention to steal
authority. Note 1: Refer to breach of the item is not
company policy and there, he/she has
procedure for a possible no authority to
further charge have the item in
their possession
By signing this document, I hereby agree to all the company policies and principles in this
document and will stand by them.
Name:
Signature:
