1. PURPOSE
The purpose of this policy is to establish guidelines for recruitment and employee conduct at Apex Instruments Company Private Limited (Apex). This policy aims to provide a transparent administrative system outlining the recruitment process, management, and conduct of employees at Apex.
2. SCOPE
This policy outlines the procedures for regulating the recruitment, management, and conduct of employees at Apex. The primary objective of this policy is to ensure clarity on hiring practices, talent management, and the behavior expected of employees representing Apex during business hours. For the purposes of this policy, the term "human resources" refers to screening, recruitment, and training of job applicants, as well as regulating employee conduct with colleagues and visitors.
3. APPLICABILITY
This policy applies to all members of Apex, including employees, directors, officers, or other individuals working temporarily or permanently in all branches throughout India (referred to as ‘members’).
4. PRINCIPLES OF THE POLICY
At Apex, we believe in transparency and fairness in our recruitment process. We strive to recruit the best talent that can contribute to the development of Apex while maintaining our morals and ethics. We value effective communication amongst our members and with clients, and expect civil communication and professional conduct at all times. We have a zero-tolerance policy towards discrimination, harassment, and bullying, and follow a policy of inclusivity and take strict disciplinary measures for any such activity.
5. RECRUITMENT AND SCREENING
5.1. Apex invites applications from qualified talents who can contribute to our organization's growth. Our recruitment and selection policy is non-discriminatory, and all applicants are given an equal opportunity to compete for vacant positions based on their capabilities.
5.2. We identify potential applicants through various modes of recruitment, such as advertising on Naukri, WorkIndia, Indeed, LinkedIn and other online job portals or through applications sent to our HR department via email
5.3. Our HR department is responsible for segregating the applications received and compiling a statement with details of the applicants. This statement is then sent to the concerned department for shortlisting based on eligibility criteria.
5.4. Shortlisted applicants are informed of the screening process details via email, including the date, time, venue, and mode of interview. The screening process may include a skill test, group discussion, and/or personal interview, and the panel may vary based on availability and convenience.
5.5. If an applicant is unable to attend the screening process due to prior engagements or other reasons, they must inform Apex via email. It is then Apex's decision whether to reschedule the screening process for that applicant.
5.6. Upon final selection, the applicant is intimated via email with an offer letter containing details of the job and/or employment.
6. REMUNERATION
The HR Department will work together with senior level managers of the concerned department to decide the salary and/or remuneration for new recruits. The salary will be determined based on factors such as the applicant's qualifications, experience, specialized skills, designation, last drawn salary, and industry standards. The HR department will negotiate the salary and/or remuneration with the new recruit.
7. PROBATION
All new recruits will undergo a probationary period of at least three months before being confirmed for the position. The performance of new recruits will be monitored, assessed, and evaluated by the concerned department head during the probation period. If the department head is of the opinion that the new recruit has successfully completed his/her probation period by delivering work as per the standards of Apex, then the same shall be duly communicated in writing to the HR Department. However, if the department head is not satisfied, they may request an extension of the probation period for a further two months. If the new recruit's performance is still not satisfactory, the probation period may be extended for such further period as may be decided by the Management and such decision will be communicated to the HR Department.
Upon successful completion of the probationary period, the new recruit will be confirmed through a confirmation letter.
8. PROMOTION
Promotions will be based on performance appraisal, recommendations of department heads, potential of member, professional relations, etc. Promotions will be made solely on merit, and no member can claim promotion by virtue of seniority or qualification as a right. Accusations of personal bias regarding promotions must be supported with strict proof. False accusations will be dealt with strictly by the management. The final decision regarding promotions will be at the sole discretion of the management.
9. FAIR EMPLOYMENT OPPORTUNITY
9.1. At Apex, our decisions, processes, and conduct are driven by our core values of ‘Respect’, ‘Unity’, ‘Progress’, and ‘Knowledge’. We believe in creating a culture of inclusivity, recognition, and fair employment opportunities based on the principles of Equal Employment Opportunity (EEO). We are committed to fostering diversity, inclusion, and a workplace free from discrimination, bullying, harassment, intimidation, victimization, vilification, or any other form of unfair treatment.
9.2. Apex and its members shall not discriminate against any potential or existing employees on the basis of age, color, ethnicity, race, religious background, physical features, political opinion, marital status, HIV status, gender identity, or any other basis in their employment practices.
10. GRIEVANCE REDRESSAL
10.1. Unless otherwise specified in any company policy, Apex shall designate a Compliance Officer to look into any complaints and grievances of any member pertaining to their employment and/or association with Apex, including matters relating to harassment and discrimination.
10.2. An employee who has any complaint or grievance concerning their employment and/or work environment can file a complaint in writing before the Compliance Officer at 82C, Ibrahimpur Road, Jadavpur, Kolkata- 700032 or contact the said Compliance Officer at pollyrc@apexicindia.com
10.3. Apex shall ensure that the complaint filed is dealt with confidentiality, and the details of the complainant are made available only on a ‘need-to-know’ basis and not otherwise.
10.4. The Compliance Officer shall thoroughly investigate the matter within 15 days of receiving the complaint.
10.5. The HR Department, in confirmation with the management of Apex, shall make the final decision regarding the complaint and/or grievance filed.
10.6. If the HR Department becomes aware of any event and/or action that violates Apex's policies and rules or receives any complaints against a member that are proven to be true and correct upon inquiry, the HR Department shall have the right to take disciplinary action against such member. The disciplinary action may include a warning, a written apology from the offender, costs, transfer, debarring from supervisory duties, denial of employee benefits like increments/promotion/salary correction, cancellation of specific work assignments, suspension, and/or dismissal, as may be decided by the HR Department based on the nature and gravity of the violation.
11. LANGUAGE POLICY
11.1. At Apex, we value effective communication between individuals using appropriate language that reflects our organization's core value of "respect."
11.2. All official communications between members and clients must be conducted in English.
11.3. We prohibit the use of language that may hurt the sentiments of others or cause mental trauma. Members are expected to communicate respectfully and professionally at all times
12. DISPLAY OF THIS POLICY
12.1. Apex shall display this Policy on the Apex website as well as display the same conspicuously on the notice boards of each of its offices in English.
12.2. Each employee shall view and confirm to these policies upon joining and/or upon the same being enforced by Apex.