Posts tagged "Policy"

Personal Protective Equipment (PPE) Policy

I have attached personal protective equipment (PPE) policy.


Policy Number: XXX Corporate Policy

Personal Protective Equipment (PPE) Policy


To provide a mechanism for identifying and selecting personal protective equipment (PPE) and the information to ensure that it is used and maintained correctly.

Policy Statement

All occupational health and safety hazards must be managed in accordance with the XXX Management Policy. In managing PPE at the workplace, the use of such equipment will be made on the basis of a risk assessment(s), while its selection will be in compliance with the relevant XXX Standard(s).


All staff and visitors are covered by the requirements of this policy.

Intended outcomes

Properly selected PPE will be used within the XXX to support higher-level workplace hazard controls, or as primary controls against such hazards where found suitable.

Staff, including supervisors and managers, and visitors required to use PPE to prevent exposure to hazards will be instructed/trained in its proper selection, use and care.

Managers, supervisors and staff are required to ensure that protective equipment is properly and diligently used whenever they are exposed to a hazard requiring its use.

Failure to comply with requirements to wear PPE, or properly supervise its use, will be treated as a disciplinary matter.


1.   Staff will be protected from workplace hazards by the use of higher level measures such as elimination, substitution, engineering controls, work practices and administrative controls.

When these controls are not feasible or do not provide sufficient protection, an alternative/ supplementary method of protection is to provide staff and visitors with personal protective equipment (PPE).

PPE does not eliminate nor change the hazard to make it safer.

  1. 2.      Locations requiring the use of specific PPE are clearly identified and signposted.
  2. 3.      PPE provided meets or exceeds the specifications of the relevant XXX Standard.


Managers and supervisors are to ensure that staff using PPE are properly trained, informed and instructed in its correct selection, care and use.

4. Staff shall use PPE correctly whenever they are exposed to the hazard without misuse or interference. Staff provided with PPE shall care for and maintain it in a serviceable state.

Staff required to use PPE shall be adequately supervised.

Staff who do not use the PPE, or maintain it in a serviceable state, will be removed from the hazard immediately by their supervisor until the required PPE is in place.

5. Staff must cooperate with directions of their supervisor or manager, including the need to use and maintain PPE, to ensure compliance with the requirements of XXX Act and Regulation.

Staff who do not respond to their supervisor’s instructions on the correct use and maintenance of PPE are subject to disciplinary action in accordance with the XXX Discipline Policy at Section 11.1 of the Human Resources Manual.

Supervisors are subject to disciplinary action initiated by their manager if they fail to ensure that prescribed PPE is used diligently by staff, or if the equipment is not maintained to a serviceable and effective level.

Definitions Personal protective equipment (PPE): includes a variety of devices and garments to protect workers from injuries.  PPE is designed to protect � eyes, face, head, ears, feet, hands and arms, and torso. PPE includes such items as � goggles, face shields, safety glasses, hard hats, safety shoes, gloves, high visibility garments, earplugs, and earmuffs.

Additional Information Reference documents:

Refer to Appendix I for a full list of relevant XXX Standards.

Contact details:

Policy and Project Officer XXX,YYY

Effective date:

7 May 2004

Review date:

7 May 2007 Policy replaces:  XXX


 Click Here to Download PPE Policy in Word Format

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Posted by Hrformats - August 16, 2012 at 4:39 AM

Categories: HR   Tags: ,

Draft of Communication Policy For Corporates

I have attached draft of communication policy for corporates.


Draft outline of Communication policy







A Directive on E-mail Use


1. Electronic mail is an essential element of business in XXXXXX (WRITE YOUR ORG NAME), providing convenient, time-saving communication within the  organization and externally. It also conserves institutional memory. The electronic exchange of information has a profound impact on business, and regulating such exchange is not merely a technical issue. Clear guidelines are required in order to ensure that  the e-mail system is used efficiently and effectively.

2. The “XXXXXX (WRITE YOUR ORG NAME)’s corporate e-mail” directive is issued by ____ in the framework of its mandate for administration management and in collaboration with other concerned Offices. It sets forth the policy for an efficient, secure and reliable use of the corporate e-mail system.

3. The objectives of the policy are to ensure that:
XXXXXX (WRITE YOUR ORG NAME)’s e-mail system is used efficiently and effectively;
staff members are informed of the rules regarding use of e-mail services;
availability and continuity of e-mail services are maximized; •
the institutional memory of e-mail communication is preserved; •
exposure of the Program to breaches in security is minimized; and •
the use of e-mail is compatible with the ethical standards that our corporate follows

The rules and procedures described in this document apply to all XXXXXX (WRITE YOUR ORG NAME) staff members and
anyone granted access to XXXXXX (WRITE YOUR ORG NAME)’s e-mail system (hereafter called “users”).

As with most businesses, e-mail communications at XXXXXX (WRITE YOUR ORG NAME) fall into one of two categories:
Administrative or Personal.

Administrative e-mail
4. Administrative e-mails convey content related to XXXXXX (WRITE YOUR ORG NAME) activities or to the service conditions of its staff. They enable and facilitate operations, provide a basis for individual or institutional accountability, and/or protect legal interests.
5. Administrative e-mail messages are part of the institutional memory and, as such, are preserved in electronic registries. Such messages include, but are not limited to: project documents, donor proposals, contracts, press releases and letters to applicants.

Administration Department Directive 3
6. E-mail messages of a less substantive nature which have an indirect, supportive
relationship to XXXXXX (WRITE YOUR ORG NAME)’s business may not need to be registered in electronic registries. Such messages are expected to have a short-term value and include drafts of documents, providing or requesting meeting or travel arrangements, responding to simple enquiries.

Personal e-mail
7. Personal e-mails have no relationship whatsoever to XXXXXX (WRITE YOUR ORG NAME) or to the service conditions of its staff. Examples of personal e-mail include: correspondence with friends or family, responses to advertisements, purchase of personal goods.
8. XXXXXX (WRITE YOUR ORG NAME) values the importance of enabling its staff to properly balance work and their personal lives. XXXXXX (WRITE YOUR ORG NAME) recognizes that staff can use the corporate system to exchange personal e-mail from time to time, particularly in hardship conditions. In other circumstances, staff is encouraged to use commercial e-mail accounts for personal purposes. These accounts are widely available at no cost.

9. Corporate e-mail services are extended for the use of XXXXXX (WRITE YOUR ORG NAME) staff and partners to accomplish tasks related to and consistent with XXXXXX (WRITE YOUR ORG NAME)’s activities and mission.
10. With the exception of material clearly owned by third parties, XXXXXX (WRITE YOUR ORG NAME) is the legal owner of all accounts and information stored on or passing through its e-mail system.
11. E-mail messages generated by users are identified, over the public Internet, under the domain @XXXXXX (WRITE YOUR ORG Website).
12. Access to XXXXXX (WRITE YOUR ORG NAME) e-mail services is a privilege that may be restricted by XXXXXX (WRITE YOUR ORG NAME) without prior notice and the consent of the e-mail user.

Activation and termination of e-mail accounts
13. A user is provided with an e-mail account by the EDP department through the
completion of an access form signed by his or her manager.
14. When a user leaves the company e-mail system privileges cease, XXXXXX (Write your Org Name) unless a request for continuation has been approved in writing by the EDP head. Normally, such approvals will be granted for a limited period.
15. In special cases, e-mails could be redirected to the user’s new affiliation or to a designated account at XXXXXX (WRITE YOUR ORG NAME) for a reasonable period of time, as determined by the staff managers.
16. E-mail accounts that have not had any activity or access for a period of six months will be automatically deleted and the corresponding contents archived.

Administration Department Directive 4

17. XXXXXX (WRITE YOUR ORG NAME) recognizes e-mail as an indispensable means of communication and emphasizes proper e-mail content and prompt replies in delivering quality service and a professional image. Common rules are set hereafter to communicate better and derive maximum benefit from using e-mail efficiently. A list of encouraging practices can be found in Annex I, ‘’email
18. To supplement this Policy, field offices may define additional technical conditions of appropriate use for local computing. Such conditions are intended to deal primarily with situations of limited resource supply.

When to use e-mail
19. The use of e-mail is encouraged particularly when it is a cost-effective means of communication, when it facilitates work in multi-time zone environments, or when the message/information being sent needs to be transformed for other uses.
20. At the same time, e-mail is designed for convenience, not urgency. The phone is a better tool for urgent messages. When actually important, a follow-up e-mail should be sent to document the verbal discussion.
21. XXXXXX (WRITE YOUR ORG NAME) staff and other users are requested to use the same personal and professional courtesies and considerations in e-mail as they would in other forms of communication, particularly those applicable to written communications. It should be kept in mind that e-mail creates a tangible record of communication.

User identification
22. In line with XXXXXX (WRITE YOUR ORG NAME)’s culture of transparent communication, the user name, e-mail address, organizational affiliation and related contact information must always reflect the  actual originator of a message.
23. Anonymous accounts are not allowed.
24. The e-mail sender is automatically identified by the first and last names of the owner (e.g. [email protected] (Write your Org Name).org or Eugene Smith/XXXXXX (WRITE YOUR ORG NAME)).
25. Further identification of the sender should be made by inserting the following
information XXXXXX (Write your Org Name) under the body of the e-mail message: first name, last name, title and Office, telephone number(s).

Administration Department Directive 5
Choice of recipient and subject
26. The “To” header line. Recipients listed in the “To” header line should be limited to those for whom the message requires direct attention or action. If a message is addressed to multiple parties, no one person is considered the responsible party.
27. The “CC” header line. Recipients listed in the “CC” header line should be limited to those who need the message for information purposes but are not required to take action.
Senders should make a careful selection of recipients to avoid an XXXXXX (Write your Org Name)necessary accumulation of e-mails by recipients, thus detracting from important information that recipients may need to access.
28. The “BCC” header line. Blind copies are permitted only when a message needs to be sent to a large number of recipients. Each recipient listed in the BCC header line will receive a copy of the e-mail with his or her name in the To header line. This is considered proper protocol by corporate standards.
29. Various lists of multi-recipient addresses are available for this service: All HQ Staff’, ‘All Country Directors’, ‘All XXXXXX (WRITE YOUR ORG NAME) Staff’. Its use is limited to offices of Division Directors and the central ___service desk.
30. The “Subject” header line. As all e-mails are filed in an Organization-wide system, e-mails should contain only one topic in the subject line to facilitate this process. The topic should be expressed as tersely as possible. On those occasions when the recipient needs to be provided with information on two or more XXXXXX (Write your Org Name)related topics, it is advisable to send separate emails, with each corresponding to one topic.

Replying to an e-mail message
31. Individuals should respond promptly to all messages containing their names in the
“To:” header field. An acknowledgement of receipt is expected be sent within 24 hours, and a substantive reply within three working days whenever possible, unless the message makes it clear that no response is necessary.
32. All users accepting the responsibility of a mailbox in their name should check the mailbox at least once each day when they are in the office. They should also make arrangements for the handling of their e-mail during absences, either by having their e-mail forwarded to another XXXXXX (WRITE YOUR ORG NAME) staff member or activating an out-of-office reply.
33. To keep the thread and context of the message clear, it is recommended that the “reply with history” function be used when replying. However, any  attachment should be removed before using the function.
34. To maintain e-mail effectiveness, the function ‘’ reply to all’’ should be carefully used: only the interested recipients should be addressed. It is not necessary to “copy all” to get the point across. This function may clog up the recipient’s mailbox, creating impediment and nuisance.

Administration Department Directive 6
35. If an e-mail message contains restricted information1, users must not forward it to another recipient unless the recipient has been authorized to view the information or the originator has explicitly approved the forwarding.
Copying communications in the electronic registry.
36. In order to maintain the integrity of the Programs institutional memory, all
administrative electronic correspondence that has financial, fiscal, administrative or legal value should be copied to the electronic registry.
37. Administrative e-mail messages of a less substantive nature, (e.g. meeting or travel arrangements, simple enquiries) should not be registered in the electronic registry. It may be saved in the user’s personal computers for quick reference and then discarded whenever suitable.

Deleting messages/attachments
38. Mailboxes are not intended to be used as data repositories; users should save
important e-mail messages and attachments as documents in their personal computers or in the electronic registry.
39. Old or unneeded messages should be deleted or archived as they take up valuable disk space. Attachments should be deleted after replying. Unless there are new recipients being addressed, attachments needlessly consume system resources.
40. Attachments should be zipped before being sent. A number of field offices suffer from poor connectivity. Large attachments may clog the line up and cause much inconvenience.

Personal use
41. XXXXXX (WRITE YOUR ORG NAME) recognizes the need to use its systems for personal use, which may arise from time to time. In these instances, staff can make personal use of corporate e-mail facilities, provided that it does not:
a. interfere with the operation of XXXXXX (WRITE YOUR ORG NAME)’s computing facilities by wasting computer resources or unfairly monopolizing them to the exclusion of others. Computer based resources – such as network bandwidth and storage capacity – are not unlimited;
b. diminish the user’s productivity in terms of work-related obligations; and
c. violate the rules contained in this or any other applicable policy.

Prohibited use
42. All actions and communications performed by users in the course of serving XXXXXX (WRITE YOUR ORG NAME) may reflect the corporate posture or image of the Program. To minimize the risks of
1 For an explanation of restricted information, please refer to Policy AD 2002/002, ‘’XXXXXX (WRITE YOUR ORG NAME)’s Corporate
Information Security Policy’’.

Administration Department Directive 7
compromising this posture or image, the use of XXXXXX (WRITE YOUR ORG NAME)’s e-mail system is not allowed  under the circumstances and conditions described below.
43. Incompatibility with International Civil Service Environment. XXXXXX (WRITE YOUR ORG NAME)’s e-mail services shall not be used to view, store or disseminate any message whose content can be classified as not compatible with a civil service environment. These include, but are not limited to

pornographic texts or images •
material promoting sexual exploitation or discrimination, racism or violence •
messages that are derogatory or inflammatory regarding race, age, disability, •
religion, national origin or sexual preference
information concerning drugs or weapons •
commercial advertisements •
44. Strain on computing facilities or e-mail systems of others. XXXXXX (WRITE YOUR ORG NAME) e-mail services shall not be used for purposes that could reasonably be expected to cause strain on any computing facilities, or interference with others’ use of e-mail or e-mail systems. Such uses
include, but are not limited to:
entry into, examination, use or transfer of, or forging or tampering with the •
accounts and files of others;
misrepresenting, obscuring, suppressing their own or another user’s identity; •
altering e-mail system software or hardware configurations; •
theft, destruction, falsification or unauthorized removal of e-mail messages; •
entering destructive codes (e.g. viruses) and material concerning ‘hacking’; •
exploiting users’ lists or similar systems for the widespread distribution of •
unsolicited mail;
subscribing to newsletters with no business-related content •
sending/receiving attachment files that exceed the size limited set by EDP (filters that are set to prevent large attachments and specific types of files that are harmful).

2 See directive AD 2003/001 for a complete listing of such prohibitions
Administration Department Directive 8
45. To safeguard data security and help prevent unauthorized access, XXXXXX (WRITE YOUR ORG NAME) puts in place appropriate physical, electronic, and managerial procedures

46. The XXXXXX (WRITE YOUR ORG NAME) e-mail system technologies and configuration guarantee a high degree of confidentiality. However, confidentiality may be compromised by unintended redistribution of security credentials (e.g. passwords, signatures) or by messages, especially if transmitted over the public Internet.
47. Messages sent/received to/from e-mail accounts outside of the XXXXXX (WRITE YOUR ORG NAME) e-mail system over the public Internet are not protected by XXXXXX (WRITE YOUR ORG NAME) security tools. These messages can be easily read, changed and forwarded without any permission.
48. Users need to be aware that the identity of a sender of messages received from the public Internet may be easily counterfeited. Therefore, due diligence is requested when receiving from external accounts.
49. To limit the dissemination of restricted information, forwarding of e-mail to addresses outside XXXXXX (WRITE YOUR ORG NAME) is not permitted without a copy being saved in XXXXXX (WRITE YOUR ORG NAME)’s system.

Signed authorizations
50. Authorizations of action may be carried out using e-mail, in virtually the same way as practiced using traditional other communications methods (e.g. telephone, letters). This applies only to accounts belonging to XXXXXX (WRITE YOUR ORG NAME) e-mail system.
51. All contracts formed through e-mail offer and acceptance messages, as well as other legal and financial documents, must be formalized and confirmed via paper documents within two weeks.
52. Scanned versions of hand-rendered signatures are not encouraged and do not replace the original sender authorization.

Transmitting sensitive information
53. Users must not send any sensitive information or parameters (such as fixed passwords or account numbers) through e-mail unless the message has been protected by encryption.
54. Encryption refers to the process of making a message indecipherable to protect it from XXXXXX (Write your Org Name)authorized viewing or use. The encryption function works within the XXXXXX (WRITE YOUR ORG NAME) e-mail system but does not necessarily apply to messages in which the recipient is an external account on the public Internet.
55. When sending restricted information, the use of the Return Receipt function is recommended.

Administration Department Directive 9
Unsolicited e-mail
56. If a user has been requested by another user via e-mail or in writing to refrain from sending e-mail messages, the recipient may not send that user any further e-mail messages.
57. In general, XXXXXX (WRITE YOUR ORG NAME) cannot and does not wish to be the arbiter of the contents of e-mails.
Neither can XXXXXX (WRITE YOUR ORG NAME) protect users from receiving unsolicited e-mail they may find undesirable.
However, when technically feasible, XXXXXX (WRITE YOUR ORG NAME) may evaluate and set cost-effective mechanisms to alleviate this problem.

58. Users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of XXXXXX (WRITE YOUR ORG NAME) or any of its units unless expressly authorized to do so.
59. They should ensure that their messages do not harm the Programs reputation in any way.
60. In line with the policies and procedures of major organizations and companies, all email messages being communicated from XXXXXX (WRITE YOUR ORG NAME) offices to external parties will be attached with a disclaimer notice3

Privacy and system monitoring
61. The Organization recognizes the importance of protecting the privacy of information.
XXXXXX (WRITE YOUR ORG NAME) is committed to make its best efforts to respect the privacy of staff and partners. It is XXXXXX (WRITE YOUR ORG NAME)’s corporate intent to balance its legitimate business interests with reasonable
expectations of privacy.
62. XXXXXX (WRITE YOUR ORG NAME) reserves the right to inspect, monitor and log any aspects of staff activity on its e-mail system.
63. Inspection, monitoring and logging are authorized following the rules set in AD
Directive 2003/001’’ Usage of Internet and network services’’.
64. XXXXXX (WRITE YOUR ORG NAME) reserves the right to retrieve data when there are time-dependent, critical operational needs of XXXXXX (WRITE YOUR ORG NAME) business in which a XXXXXX (WRITE YOUR ORG NAME) Office has determined that the information sought is not more readily available by other means (in such instances, the Managers will authorize retrieval and e-mail users will be informed, when possible).
65. Automatic mechanisms may be set up to check the content of e-mail in order to block those deemed unsolicited (spam).
66. XXXXXX (WRITE YOUR ORG NAME) may elect to publish e-mail addresses as directory information. Requests for identification or release of staff e-mail addresses should be authorized by the Office of the Director, ADH
3 See ICT memoranda 2003 for more details and the text of the disclaimer
Administration Department Directive 10

Divisional responsibility
67. The Director, AD is responsible for ensuring:
overall implementation of the policy •
monitoring the execution and impact of the policy on the Program •
reporting to the Executive Director on its implementation •
compliance with relevant rules and legislation •
68. The Director, ADI is responsible for ensuring:
implementation of the policy through cost-effective technical solutions •
security of communications and protection of data •
maintenance of technical components •
provision of the required connectivity •
69. Managers are responsible for:
the activities of staff, consultants and project personnel authorized to gain access •
to the e-mail services under their written approval
ensuring staff are informed of the rules outlined in this document and adequately •
trained in the use of the e-mail systems.
Individual responsibility
70. The assigning of an e-mail account is an implicit statement of trust in the individual’s judgment and professionalism. It implies an expectation that he/she will accept the responsibilities inherent with the use.

Specifically, all users are responsible for :
using E-mail in accordance with the rules and procedures set out in this •
taking the necessary precautions to protect the confidentiality of data containing •
personal or confidential information generated in the performance of their duties

For the messages that are sent out from their mailbox and for the security and use of •
their password. Passwords should not be divulged to other persons for any reason.
4 Directive AD 2002/002, ‘’XXXXXX (WRITE YOUR ORG NAME)’s Corporate Information Security Policy’’

Administration Department Directive 11
Copying to the registry any e-mail messages necessary for the completeness of the •
Programme’s institutional memory.

71. Violations of XXXXXX (WRITE YOUR ORG NAME) policies governing the use of the e-mail services may result in disciplinary action, as applicable under staff regulations and rules.
72. Violations of this directive will be brought to the attention of the manager of the relevant office and the Assistant Executive Director AD.
73. The Director, ADI reserves the right to terminate access to computing services in cases of technical misuse.

74. The policy applies throughout the Program, both at Headquarters and in all offices.
75. The directive replaces the administrative Document ADM 95/02 ‘’ Electronic Mail:
Policy and Practice’’.
76. Any questions or comments about this e-mail policy should be referred to the Office of CIO & Director, ADI

77. This policy takes effect immediately.

Mr/ Ms.______________

 Executive Director, AD


Administration Department Directive 12
Here are some suggestions that will enable to better and derive maximum
benefit from this speedy and efficient communications medium.

  • Keep e-mail messages brief. Messages should be concise and to the point.
  • Messages that run into multiple screens are ineffective; people just don’t read them.
  • Keep to short paragraphs with blank lines in between. Reading from a screen is different to reading from paper – it’s more difficult. Great blocks of text are visually demanding  and difficult to read.
  • Keep your formatting simple. Effort spent on making letters bold, italic, colored or  underlined will be lost. Special fonts in messages (rues, faces, dingbats, etc.) will be translated into normal text when received by a system outside.
  • Keep a neutral tone. It is difficult to determine the context and intent of a typed message because you can’t see the person saying what you are reading, and they can’t see you. So, an intended “light” comment can be perceived negatively.
  • Use upper-case words sparingly. As it’s more difficult to read text in capitals, they should only be used for emphasis. Many readers consider the use of capital letters to be the electronic equivalent of SHOUTING.
  • Keep e-mails to one topic. Even if it means sending multiple e-mails to the same person. It’s easier for the recipient to file and forward the mail appropriately.
  • Follow reply threads. If you’re replying to an e-mail and don’t need a new title, then use the “reply” facility. The recipient can immediately grasp and recognize the context.
  • Follow the chain of command. Use proper procedures for corresponding with management. For example, don’t send an e-mail directly “to the top” just because you can. It is not necessary to “copy in” layers of management to get your point across.
  • Use “return receipt requested”. If it’s an important e-mail, use the “return receipt requested” function when sending the e-mail. That stops you from worrying whether it has been received. If you receive an important mail, have the courtesy to send an immediate reply saying it arrived.
  • Check recipients. Before hitting the SEND button, make sure the e-mail is going to only the person/people you want it to go to: especially when replying. It’s easy to reply to all the addressees of an incoming mail when you didn’t mean to, or mistake the name of the sender.
  • Re-read your e-mail before sending it. Time spent getting spelling, formatting and grammar correct is time that creates a positive perception of you amongst people who may only know you through your e-mails.

Click Here to Download Draft Outline of Communication Policy For Corporates

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Posted by Hrformats - August 16, 2012 at 4:34 AM

Categories: HR   Tags: , , , , , ,

Attendance and Incoming Time Rules

I have attendance and incoming time policy.

Attendance  Policy :-

In this competitive world it is very imperative to start your working day at right time so that to have right output at the every end of the day.

So it is sought by management  to frame Attendance Policy.

Policy :-

In Time :-

All Staff , Permanent Workers & Casual Workers should report to their work at sharp  9.00 am

Penalty for late coming – Staff

1)      Maximum 3 times in a month will be provided as grace/exemption up to 9.05am

2)      After grace period of 3 times for every late coming the payment deduction will be as follows

a)     Salary less than Rs. 5000                       =   Rs. 100 per day

b)     Salary between Rs. 5001 to 10000       =   Rs. 200 per day

c)     Salary between  Rs.10001 to 15000    =   Rs. 300 per day

d ) Salary  Rs.15001  & above                  =    Rs. 400 per day


Penalty for late coming – Workers

1)      Maximum 3 times in a month will be provided as grace/exemption  up to 9.05am

2)      b)After 3 times each late will be deemed as half day

3)      On any day late after 9.15 will be deemed as half day for that day

4)      No worker will be allowed to resume duties in Second half without due permission at least one day prior.

Exception :-  Once in a month at the discretion of HoD / AGM – SG Patil / MD genuine case will be entertained.

Leave :-

1)      All employees & workers shall  approve their intended leave by the concerned authority at least one day before intended leave.

2 ) The same  duly approved leave application should reach to HR department  before starting intended leave.

Exception :-  Once in a month at the discretion of HoD / AGM – SG Patil / MD genuine case will be entertained.

Absenteeism :-

1)      Any employee / worker  remains absent without prior permission of concerned authority will be penalized by deduction of 2  working days payment.

Exception :-  Once in a month at the discretion of HoD / AGM – SG Patil / MD absenteeism will be entertained.

Note :- The management reserves all right to append, modify, withdraw  any part or complete policy at any time before any prior notice.


Click Here To Download Attendance Policy

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Posted by Hrformats - July 25, 2012 at 5:41 AM

Categories: HR   Tags: ,

Policy For Cellular Sim Card

I have attached policy for mobile sim cards in company.




1.               INTRODUCTION


Objective :


Amendment to certain changes in policy Ref 13 Jul arising out of clarity of identification of calls (personal/official) against the use of Company Sim Cards. This policy is designed to provide cellular Sim Card facility to all key functionaries of the organization, to empower them in attending official exigencies. The purpose of this policy is to facilitate the Employees in their jobs by increasing communication with the distribution network /trade and to prevent them from hassle of purchasing pre paid cards.


This policy applies to staff eligible as management consider appropriate.




The preparation of this policy, procedure, forms, and letters, its revision along with justification & obtaining approval from the COO and its implementation and monitoring is the responsibility of CS Department.


The Company will provide the official SIM to all entitled staff.


This SIM is returnable upon transfer / discontinuation of the service to the company / company assigned person.


This facility is provided purely for official purpose. Though the company will pay the bills directly to the service provider, cost of all personal calls should be borne by the staff. The user must indicate their personal calls before the due date to CS Department (15th of every month).



The telephone bills will be available at the reception and individual members are responsible to collect the same by 1st of every month, mark the personal calls, value added services & sum the value for deduction on the bill with their signatures and return it to the Reception within three working days so that it can be collected by the representative of the HR department for further action.


In the event of non receipt of duly marked & signed bill before the due date, the CS department is authorized to deduct the entire bill amount (exceeding Rs 350/-) from the individual’s salary for the following month.


In case of loss of SIM, the employee must inform the CS Department as soon as possible to avoid any misuse of the SIM.


If any bill exceeds the maximum limit i.e. Rs 350/-then he/she will have to get necessary approvals from the reporting manager and need to identify all such official calls, Employees must provide a detailed copy of their bill to the CS Dept with the purpose of the call written next to the telephone number and the telephone number highlighted, otherwise the excess amount will be deducted from the subsequent month’s salary.


Value Added Services (viz., SMS, MMS, Downloads, etc.) will be debited to their respective personal account.


The company has implied authority to recover the cost of personal calls from the compensation payable to the employees.


The company reserves the sole right to modify or cancel the scheme at any time without giving any notice totally or individually.




Click Here To Download Policy For Cellular Sim Card

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Posted by Hrformats - July 13, 2012 at 8:22 AM

Categories: HR   Tags: , , , ,

Sample Cell Phone Reimbursement Policy

I have attached Sample Cell Phone Reimbursement Policy.



The objective of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and especially with the customers and to prevent them from the hassle of purchasing Sim Cards / Hand Sets.


This policy has been introduced to:

v     define clearly who is entitled to a cell phone and how the costs of purchasing the asset plus ancillary equipment, and the rental and call costs will be met.

v     streamline statement administration and payment, and the reimbursement of the costs of business calls.


v     Employees at the level of executive of special duties and Managers.

v     Employees who by virtue of their function have a constant need to be in contact with other employees and to attend external customers or office work through mobile phone.

When Sim + mobile allotted to employee


Reimbursement rules

Company is entitled to pay monthly rental charges + taxes + call charges up to a limit as per the grades & perks.

  • Bill amount exceeding other than official calls should be recovered by the employees.
  • Expenses in excess of approve limits can be reimbursed only on approval from their immediate reporting authority.
  • At top management levels reimbursement can be direct and full.

Mode of Reimbursement

  • Direct payment by the company to the service provider.
  • Monthly reimbursement to employee on presentation of detailed bills.
  • Excess amount of bills other than official calls can be charged by employee in cash/ cheque of debited to their salary.
  • Prepaid card of some limits defined as per grades can be given + lifetime free incoming calls.

Safety rules

  • Handset should be insured.
  • In case of handset damaged / lost (non – insured) cost should be recovered from the employees.

Operative Guidelines

  • Where providing of such facility is warranted, formal approval will be sought.
  • Asset purchased form duly signed by HR head.
  • Cell Phone authorization letter needs to be filled.
  • Cost of mobile should be within entitlement.
  • Replacement of handset by existing employees can be done after expiry of…………..period.
  • Employees are liable for safety of the phone.
  • In case of employee separation from company, sim + set to be surrendered to the company by employee.
  • Full and final settlement of employee will be put on hold until the sim & set is not surrendered.


  • Easy accessibility to all employees.
  • Employee benefit – reducing effort of buying sim +set.
  • Company can save the cost by purchasing the same corporate plan and set for all employees.
  • Employees will get a connection at low cost.
  • Free group calling

    When only sim is allotted  


  • Set cost is saved.
  • Selling of used phone and purchasing of new phones transactions are not needed.



Sim + some % of cost of mobile in cash as per the entitlement


  • Reduction in purchasing formalities.


Increase in paper formality.

  • Support documentation leads to increase in cost (in terms of labour, stationary and efforts).
  • Employees refusal in case of used phone.


When only sim is allotted


  • Employees may not take interest in purchasing a mobile set.


Sim + some % of cost of mobile in cash as per the entitlement


  • Increase in feeling in inequality in employees


No Sim, No mobile from Company


  • Company can contact to the service provider for employees facility.
  • Company can pay first time installation charges.
  • Service provider will intimate officially to the company about the number being allotted to an employee.
  • All the formalities related to support document will be done by the company only.
  • Employees will contact directly or company can act as initial link between the service provider and the employees (like in case of salary account)


Reimbursement rules

  • Reimbursement can be done upto a limit as per the entitlement after presentation of detailed bills.
  • For top management, bills can be reimbursed fully.



  • All the documentation will be done through service provider leads to reducing the cost and saving of time, which can be used in some other important work of the company.
  • Reduce filing and recording work.
  • Saving of sim and set cost.
  • No need to employees to surrender the no. or set on parting from the services.
  • Employees will get low rate of calling.
  • Company will get benefits in terms of free calling between the group.
  • Handset insurance formalities will also not require, leading to saving of cost.


The total expenses on mobile phone claim can not exceed the limits as given below:

  1. Top management: upto Rs. ………/- per month (full reimbursement).
  2. Sr. Mgr and Mangers : upto Rs ……………/-Per Month.
  3. Executives upto Rs…………./-Per Month.


Cost / Value of Mobile at different levels:

Category 1

Top management                                              :           – Actual Payment.

– Fixed amount range between (Rs. X – Y).

Category 2

Senior Manager to Manager                             :          Between Rs. X – Y.


Category 3

Senior Executives to Executives                        :           Between Rs. X – Y.



Mobile / Blackberry / Data card Request Form


Name _________________________________ Emp. Code: _____________________

Designation ________________________Location ____________________________

Department: _______________________Date: _______________________________


I have read the policy on Mobile Connection for Employees and I shall abide myself to policy. Please issue me an activated SIM with following requirements.


STD REQUIRED:                  YES / NO

ISD REQUIRED:                   YES / NO






      Employee’s Signature: _____________________



Approved by HOD                                                                 Approved by HR & Admin                    




(Approval for General Manager and above would not be required)




Handset Model & cost:                                                  Serial No.

Data Card No.                                                             Date of Issuance:

Handset No.                                                                 Mobile Connection Number

            Signature of Admin Incharge



I have received the Mobile Connection No._______________ and Handset bearing no. (if applicable)___________. I hereby declare that I will be responsible and accountable for the safety of the Mobile handset alongwith activated connection, and in the case of loss/theft/damage, I will report immediately to Administration and shall pay the due amount to the Company. I also declare that this Mobile connection issued to me will be used by me only.


Employee’s signature: _______________________    Date: ______________________


Copies of this form to be forwarded by Administration Incharge to:

1) Finance & Accounts,

2) Purchase,

3) HR (Personal file)


 Click Here To Download Mobile Policy

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Posted by Hrformats - June 29, 2012 at 5:56 AM

Categories: HR   Tags: ,

Performance Improvement Plan Example

I have attached Model format for Performance Improvement Plan in worksheet format.

Name :____________________________________________ Project :________________________________________
Designation :  ______________________________________ Reporting Manager: _____________________________
                                             PIP Duration : ________________________________________________
Rating Description
0 Not Exhibited
1 Meets requirements with assistance
2 Satisfactory
3 Effective
4 Good
5 Outstanding
Sl # Task To Be Completed Weightage Progress Report Average
Week I Week II Week III Week IV
Performance Rating Performance Rating Performance Rating Performance Rating
1 Task A #DIV/0!
2 Task B #DIV/0!
3 Task C #DIV/0!
4 Task D #DIV/0!
5 Task E #DIV/0!
6 Task E #DIV/0!
Superior Review of His/Her Performance:
NOTE : Please attach the data for each week’s progress in the sheets attached.


Click Here To Download Performance Improvement Plan Policy and Format

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Posted by Hrformats - June 22, 2012 at 5:50 AM

Categories: HR   Tags: , , , , ,

Work From Home Policy

I have Attached Work From Home Policy

1.         POLICY

1.1        This Policy has been compiled to ensure all workers fully understand and are able to comply with the Company’s Working from Home procedures. No worker has the right to work from home, but every worker has the right to have his/her application considered. A decision will be based on the assessment of work activities , skills, competencies as well as health and safety considerations.


1.2        Working from home may be combined with any overall working pattern, whether full or part-time.

2.         DEFINITIONS

2.1              A home worker is someone who undertakes a significant proportion of work from home on an agreed regular and predictable basis. An individual undertaking of occasional or ad hoc working is not considered to be a home worker.

3.         PROCEDURE

3.1               Assessment of work activities, skills and compentencies 

3.2        The Business Unit Director shall also assess that the work itself is suitable for home working:

3.2.1              How much face to face interaction is required with other task holders in the team or on the project?

3.2.2              Is there a frequent need to refer to documents not available at home?

3.2.3              Is there a constant need for access to resources or other colleagues?

3.3        These issues may present obstacles – but there may also be ways of overcoming them, so the Business Unit Manager will need to look at reasonable ways of dealing with these issues without summarily dismissing the possibility of home working.


3.4        Other considerations for the Business Unit Director would relate to the qualities of the home worker. Home working requires certain skills, abilities and qualities. For example the home worker will need to:

3.4.1              be able to cope with the reduced social interaction and contact;

3.4.2              be trustworthy, mature, self disciplined and self motivated, i.e not be distracted from working, be able to complete the expected working hours, and be able to work without direct supervision;

3.4.3              be able to arrange their family or other commitments to facilitate a suitable working regime and environment;

3.4.4              have good communication skills, for example be good at report writing and verbal reporting;

3.4.5              (where necessary) be willing and able to use new or different communications and IT equipment;

3.4.6              have higher than average self discipline and self management skills, particulary time management.

4.                   TRAINING AND PERFORMANCE


4.1.1              there is a clear understanding by both parties of what is expected of each and on what timescale

4.1.2              there are agreed arrangements for the immediate line manager and the employee to review progress jointly at appropriate intervals

4.1.3              there is a clear understanding of how any development/training needs will be met in cases where working from home is likely to occur over an extended period

4.1.4              satisfactory arrangements are in place for ensuring that employees working at home over an extended period are kept in touch with developments of their department/resource group and receive appropriate Compay communications

4.1.5              there is no risk to commercial security arising from any need to work with documents or computer data off-site

4.1.6              there are appropriate arrangements to cover any insurance liability

4.1.7              due regard has been paid to any health and safety implications

4.1.8              the commitment to an employee to allow homeworking is not open-ended and it is clear that it will only be renewed if the arrangement is proving completely satisfactory to both parties.

4.2        Company Authorised Working from Home Agreements / Procedure

4.2.1     If an employee has a reason to request working flexibly they must put this request, formally, in writing to their line manager and HR Consultant in the first instance.

4.2.2     The employee’s HR Consultant will then arrange a meeting with all parties to discuss the options available.

4.2.3     If agreed the employee will receive a written agreement, which they will be required to sign.

4.3        Equal Treatment:

4.3.1     Where employees are working at home for a significant proportion of their time, line managers must ensure that they keep in frequent touch with the employee, and employees and line managers must ensure that all the requirements of the Performance Track system are met.

4.3.2     Employees should be treated no less favourably than those working within an office. line managers must also ensure that the training needs of the employee are fully considered and that they are offered training opportunities in the same way as those working in an office/site.

4.4        Home Office Space:

4.4.1     The employee will be required to make available a suitable space in their home, which will allow for undisturbed home working.  This includes furniture, which would be suitable for long periods of computer work e.g. suitable table and chair which meets the same or similar standards as required within an office environment.  Suitable furniture if not already available in their home would need to be purchased at their own expense.

4.6        Computer Equipment and Support:


4.6.1     iNet will not procure any desk top computer equipment (computer, printer etc).  The employee can however put in a request to their manager to be supplied with a laptop, which they will be required to use on any occasions that they also work from an ______ office.

4.6.2     If home broadband has been purchased by a staff member who wishes to connect their ____ laptop to it, the Customer Support Desk (CSD) should be contacted who will advise on a standard router and send through an instruction sheet for configuration of the router.  The router should then be purchased by the individual staff member or through their business unit if the business is funding it.  iNet are not responsible for the procurement, configuration or support of the router.

4.6.3     If home broadband has been requested and is being funded by the company for an individual, that staff member has responsibility for ordering the broadband through an ISP advised by the CSD.  The CSD will also advise on the router to be procured through the relevant business unit.  In this situation where the company has requested and is paying for a broadband connection to allow someone to work from home, iNet will not procure, but will configure the router before giving it to the staff member to connect, and support it there after.

4.6.4     Any day to day IT queries would need to be sent to the CSD in all instances as per normal office workers.

4.6.5     iNet will not visit the employee at their home address to resolve any such issues unless in a pre-authorised arrangement with the ____ iNet Director.

4.6.6     Please see the following iNet policies for further information:

4.6.7     ____ ____ Laptop Policy

4.6.8     Cost of ____ Devices Providing Mobile Internet Connectivity

4.6.9     Laptop User Guidelines

4.7        Reimbursement of telephone costs:

4.7.1     Reimbursement of charges for using the employee’s home telephone for calls or network connection must be made via the Company Business Expenses claim form procedure.  All expense forms must include the relevant itemised bill.

4.7.2     When there is a written pre-authorised agreement allowing the employee to work from home the full cost of broadband, including installation, will be reimbursed.  This will only apply whilst broadband is cheaper than any dial up connection and in order for this not to be subject to tax as a benefit in kind, must only be used for work purposes.

4.8        Insurance:

4.8.1     As working from home on a regular basis may affect the employee’s home insurance policies, employees should inform their insurance company before commencing with any agreement.  If as a result the home insurance premium for either contents or buildings is increased, employees will be liable for such costs. Employees should also check that the terms of their mortgage allow for working from home.

4.9        ____ Stationery:

4.9.1     Any ____ stationery items which the employee will require in order to produce ____ work can be ordered via their local office and either collected by them or posted to their home address.

410       Attendance at any ____ offices:

4.10.1   Despite any pre-authorised home working arrangements if the employee is required to attend an ____ office for internal/external meetings, office briefings etc they will be given advance notice and expected to attend.

4.10.2   If the employee’s pre-authorised Working from Home agreement stems from the employee’s need to be working at home due to illness or disability then attendance at an ____ office will be reviewed on an individual basis.

4.11      Mileage:

4.11.1   If the employee has a pre-authorised agreement to work from home but the employee is required to visit a client, their local ____ office or another ____ office, then their business mileage can be claimed from their home base.

4.12      Ad hoc Working from Home

4.12.1   Any ad hoc working from home still requires pre-authorisation from the employee’s line manager.

4.12.2   Working from Home will only be possible if:

§           the employee has a company provided lap top


§           the employee has work which does not require the use of a computer and can be taken home

4.12.3   Occasions when this is likely to be approved would be under the following cirumstances:

§           the employee is required to work on a bid or project that requires self contained, dedicated effort and which could be completed more efficiently than at their normal place of work.

§           When the employee has a personal commitment which could accommodate a short term working from home arrangement.

Click Here To Download Work From Home Policy

Other Related Articles

Letter for Allowing an Employee to Work from Home
Request Letter/Email to Boss to Work from Home
Excuse Letter for Being Late at Work due to Traffic
Work From Home A Boon or a Bane

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Posted by Hrformats - May 14, 2012 at 7:14 AM

Categories: HR   Tags: , , , ,

Policy on Rejoining

Re-joining obviously should be based on past performance and conduct of an ex-employee. These are paramount.

You may consider the following :

  1. Tenure served (fairly substantial/conforms to minimum acceptable)
  2. Appraisal reports/ratings/achievements/usefulness
  3. Progression in the Company (promotions/increments/rewards/
  4. participative ness)
  5. Inter-personal skills/conduct with colleagues/superiors alike.
  6. Job aptitude/attitude exhibited during past tenure
  7. Incidents of any misconduct/violation/contravention of any set
  8. policy/guidelines/law
  9. Extracurricular activities : Unionism/staff welfare/events/social work
  10. Complementary skill-sets “now” required by the Company
  11. Knowledge sharing/mentoring/leadership/motivational abilities, team
  12. play, etc.
  13. Exit conduct – proper handover/return of Co. docs/equipment/IPR, etc.
  14. and refund of outstandings, notice period served, etc.
  15. Peer recommendations/respect for the person..

The re-joining policy can incorporate the above and perhaps more as conditionalities for re-engagement in the Company. You may also develop a checklist for HR to tick off against all seeking to return to the Company or are on a recall.

Click Here To Download Policy on Rejoining

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Posted by Hrformats - September 23, 2011 at 6:47 AM

Categories: HR Policies   Tags: ,

Conflicts of Interest Policy

Conflicts of interest policy

1. General policy

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation.
In order to avoid conflict, the company will not employ relatives of current employees if a problem could result from doing so. Please note that a relative, for this purpose, is defined as any legally recognized relationship recognized by the two parties.

In addition, other relationships between individuals that may also cause a problem will be considered carefully before a new client is hired. The Department or Branch Manager and Human Resources will jointly consent to whether or not a conflict of interest may arise due to a certain relationship.

Transactions with outside firms must be conducted within a framework established and controlled by the executive level of company. Business dealings with outside companies should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative because of company business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to an officer of company as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Transaction with outside firm must be conducted with in the framework established and controlled by director level. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes; product bonuses, special fringe benefits, unusual price breaks, and other windfalls design ultimately benefit the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific director level approval.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or far of relative because of company business dealings. For the purpose of this policy, a relative is any person whose relationship with the employee is similar to that of persons who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if employees have any influence or transactions involving purchases, contracts, or leases, it is imperative that they disclose to the director as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.

2. What should do to conduct policy

• Request management approval of outside activities, financial interests or relationships that may pose a real or potential conflict of interest. Remember that management approval is subject to ongoing review, so you need to periodically update your management on your involvement.
• Avoid personal relationships with other company employees where parties in the relationship may receive or give unfair advantage or preferential treatment because of the relationship.
• Avoid actions or relationships that might conflict or appear to conflict with your job responsibilities or the interests of company.
• Even the appearance of a conflict of interest can damage an important company interest.
• Obtain necessary approvals before accepting any position as an officer or director of an outside business concern.
• Contact the director of Community Affairs or your human resources manager (in other countries) and notify your management prior to serving on the board of directors of a bona fide charitable, educational or other nonprofit organization.

3. What should avoid to conduct this policy

• Using nonpublic company information for your personal gain or advantage, or for the gain or advantage of another, including the purchase or sale of securities in a business company is interested in acquiring, selling or otherwise establishing or terminating business relations with.
• Investing in an outside business opportunity in which company has an interest, except for having an insignificant stock interest in publicly-held companies.
• Receiving personal discounts or other benefits from suppliers, service providers or customers that are not available to all company employees.
• Receiving personal honoraria for services you perform that are closely related to your work at company. Your supervisor should approve occasional honoraria, such as for a university presentation or symposium.
• Working with a business outside your company responsibilities that is in competition with any company business.
• Accepting a gift that does not meet the standards in the company.
• Having a direct or indirect financial interest in or a financial relationship with a company competitor, supplier or customer (except for insignificant stock interests in publicly-held companies).
• Taking part in any company business decision involving a company that employs your spouse or family member.
• Having a second job where your other employer is a direct or indirect competitor, distributor, suppler or customer of company.
• Having a second job or consulting relationship that affects your ability to satisfactorily perform your company assignments.
• Having romantic relationships with certain other employees where:
There is an immediate reporting relationship between the employees.
There is no direct reporting relationship between the employees but where a romantic relationship could cause others to lose confidence in the judgment or objectivity of either employee, or the relationship could cause embarrassment to the company.

Click Here To Download Conflicts of Interest Policy

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Posted by Hrformats - July 11, 2011 at 6:48 AM

Categories: Compensation and Benefits, HR Policies   Tags: , ,

Personal Appearance Policy

Personal appearance policy

1. General policy

Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image company presents to customers and visitors.

During business hours or when representing company, you are expected to present a clean, neat, and tasteful appearance. You should dress and groom yourself according to the requirements of your position and accepted social standards. This is particularly true if your job involves dealing with customers or visitors in person.

2. Detail regulations

Without unduly restricting individual tastes, the following personal appearance guidelines should be followed:

• Jeans, bermudas, t-shirt, and shorts do not present appropriate professional attire.

• Multiple ear piercings (more than one ring in each ear) are not professionally appropriate and must not be worn during business hours.

• Visible excessive tattoos and similar body art must be covered during business hours.

• Unnaturally colored hair and extreme hairstyles, such as spiked hair and shaved heads, do not present an appropriate professional appearance.

• Offensive body odor and poor personal hygiene is not professionally acceptable.

• Facial jewelry, such as eyebrow rings, nose rings, lip rings, and tongue studs, is not professionally appropriate and must not be worn during business hours.

Click Here To Download Personal Appearance Policy

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Posted by Hrformats - July 11, 2011 at 6:45 AM

Categories: Compensation and Benefits, HR Policies   Tags: , ,

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