element materials technology business function manual ... east... · 4.8 salary slip format ... if...
TRANSCRIPT
Employee Handbook (Middle East)
Dubai
United Arab Emirates
Telephone: +971 (0) 4 4395800
Fax: +971 (0) 4 4393699
www.element.com
Branches: Abu Dhabi Dubai Oman Qatar Bahrain Saudi Arabia
Element Materials Technology Business Function
Human Resources
Manual Reference
HR001-2020
Middle East Employee Handbook
Issue date: 01st February 2020 Effective date: 01st February 2020 Review Date: 31st January 2022
Approved by: Jason Dodds, Divisional Director, Energy, MEAP
Employee Handbook Agreement
TO ALL EMPLOYEES
Element Materials Technology - Middle East
Employee Statement
I acknowledge receipt of the Employee Handbook and I confirm that I have read and
understand the expectations as outlined therein. Furthermore, I confirm I will act in
accordance with the contents of the Employee Handbook at all times
I further understand and agree that:
• The Employment Handbook is intended to be a general guide to the rules, policies and
procedures of Element Materials Technology- Middle East.
• The Company reserves the right to make changes to the Employee Handbook without
prior notice.
Employee Signature
Print Name
Date
Table of Contents
1 OUR PURPOSE, MISSION, VISION AND VALUES ...................................................... 1
2 INTRODUCTION ............................................................................................................ 2
3 CONTRACTS OF EMPLOYMENT ................................................................................. 3
3.1 Contracts of Employment ......................................................................................... 3
3.2 Probationary Period .................................................................................................. 3
3.3 References ............................................................................................................... 3
3.4 References for Future Employers ............................................................................. 3
3.5 Personal Information – Data Protection ................................................................... 4
3.6 Family Status ............................................................................................................ 4
4 REMUNERATION .......................................................................................................... 5
4.1 Payment of Salaries ................................................................................................. 5
4.2 Queries ..................................................................................................................... 5
4.3 Changes to Bank Details .......................................................................................... 5
4.4 Hours of Work........................................................................................................... 5
4.5 Overtime and Additional Hours ................................................................................. 5
4.6 House Rent Advances .............................................................................................. 6
4.7 Furniture & Relocation Policy ................................................................................... 6
4.8 Salary slip format ..................................................................................................... 7
5 NOTICE PERIOD ........................................................................................................... 8
5.1 Pay In Lieu of Notice ................................................................................................ 8
5.2 Garden Leave ........................................................................................................... 8
5.3 Giving Notice to the Company .................................................................................. 8
5.4 Giving Notice to You (the Employee) ........................................................................ 8
5.5 Holidays upon leaving the Company ........................................................................ 8
5.6 Return of Company Property .................................................................................... 8
5.7 Personal Details ....................................................................................................... 9
6 HOLIDAYS/ABSENCE & AIR TICKET RULES ............................................................ 10
6.1 Leave Entitlement ................................................................................................... 10
6.2 Statutory Holidays .................................................................................................. 10
6.3 Sickness Whilst on Holiday .................................................................................... 10
6.4 Traveling at night .................................................................................................... 10
6.5 Applying Leave ....................................................................................................... 11
6.6 Air ticket rules ......................................................................................................... 11
7 ATTENDANCE AND PUNCTUALITY ........................................................................... 13
7.1 Sickness ................................................................................................................. 13
7.2 Sickness Entitlement .............................................................................................. 14
7.3 Maternity Policy ...................................................................................................... 14
7.4 Religious holidays ................................................................................................... 14
7.5 Your Health ............................................................................................................ 14
7.6 Compassionate/ Bereavement Leave ..................................................................... 14
7.7 Unpaid Leave ......................................................................................................... 14
8 COMPANY CARS ........................................................................................................ 16
8.1 Use of Private Cars (for employees not provided with allowance/company car) ..... 17
8.2 Car Allowances....................................................................................................... 17
8.3 Travel on Company Business ................................................................................. 18
9 EQUAL OPPORTUNITIES POLICY ............................................................................. 19
10 DIGNITY AT WORK .................................................................................................. 20
10.1 Harassment and bullying ..................................................................................... 20
10.1.1 Definition of Harassment .............................................................................. 20
10.1.2 Definition of Sexual Harassment................................................................... 20
10.1.3 Definition of Racial Harassment ................................................................... 21
10.1.4 Definition of Bullying ..................................................................................... 21
10.2 Employee Responsibility ..................................................................................... 22
10.3 Investigations and Discipline ............................................................................... 22
11 DISCIPLINE AND GRIEVANCE ................................................................................ 23
11.1 Disciplinary Procedure ........................................................................................ 23
11.2 The Informal Procedure – Discussion and Counselling ....................................... 23
11.3 The Formal Procedure ........................................................................................ 23
11.4 Investigating the Problem .................................................................................... 24
11.5 Investigative Interview ......................................................................................... 24
11.6 Suspension from Work ........................................................................................ 24
11.7 Notification of the Disciplinary Hearing ................................................................ 24
11.8 The Hearing Itself ................................................................................................ 25
11.9 The Disciplinary Decision .................................................................................... 25
11.10 Formal Verbal Warning ....................................................................................... 25
11.11 Written Warnings ................................................................................................. 25
11.12 Written Notification of Disciplinary Action ............................................................ 25
11.13 Appeal Process ................................................................................................... 26
11.14 The Outcome of an Appeal ................................................................................. 26
11.15 Gross Misconduct................................................................................................ 26
12 CAPABILITY PROCEDURE (PIP PROCESS) ........................................................... 28
13 GRIEVANCE PROCEDURE ...................................................................................... 29
13.1 Open-door policy ................................................................................................. 29
14 TRAINING AND DEVELOPMENT ............................................................................. 30
14.1 Induction Training ................................................................................................ 30
14.2 Performance Management Process (PMP) ......................................................... 30
14.3 Professional and Technical Training ................................................................... 30
14.4 Career Development ........................................................................................... 31
14.5 Secondment ........................................................................................................ 31
15 DRESS CODE ........................................................................................................... 32
16 EMPLOYMENT OF RELATIVES ............................................................................... 33
17 WORKING ENVIRONMENT ...................................................................................... 34
17.1 The Office environment ....................................................................................... 34
17.2 Drinks .................................................................................................................. 34
17.3 Food .................................................................................................................... 34
17.4 General Maintenance .......................................................................................... 34
17.5 Liability ................................................................................................................ 35
17.6 Amenities ............................................................................................................ 35
17.7 Personal Telephone Calls ................................................................................... 35
17.8 No-smoking Policy............................................................................................... 35
17.9 Security of your Personal Belongings.................................................................. 35
17.10 Lost Property ....................................................................................................... 35
17.11 Distributing Notices ............................................................................................. 35
18 CONFIDENTIALITY ................................................................................................... 36
19 HEALTH, SAFETY AND ENVIRONMENT ................................................................. 37
19.1 Zero Tolerance policy .......................................................................................... 38
19.2 First Aid ............................................................................................................... 39
19.3 Fire and Emergency Procedure .......................................................................... 39
19.4 Health & Safety – Eye Protection ........................................................................ 40
19.5 Infectious Diseases ............................................................................................. 40
19.6 Security of Premises ........................................................................................... 40
20 WHISTLEBLOWING - REPORTING AN ISSUE ........................................................ 41
21 GENERAL GUIDELINES ........................................................................................... 42
21.1 Company Quality Manual .................................................................................... 42
21.2 Emergency Procedure ......................................................................................... 42
21.3 Personnel File ..................................................................................................... 42
21.4 Employer’s Liability ............................................................................................. 42
21.5 Retirement Age ................................................................................................... 42
22 ANNEXURE ............................................................................................................... 43
22.1 ANNEXURE 01: HOUSE RENT ADVANCE REQUEST ..................................... 43
22.2 ANNEXURE 02: AIR TICKET ADVANCE FORM ................................................ 44
AIR TICKET ADVANCE REQUEST FORM ..................................................................... 44
REVISION HISTORY
Issue 1, 01-Nov-2015
Issue 2, 03-Sep-2017
Issue 3, 01-Feb -2020
1
1 OUR PURPOSE, MISSION, VISION AND VALUES
2
2 INTRODUCTION
You have already been given a Contract of Employment. This Employee Handbook is a guide
for Employees within Element Materials Technology - Middle East. It contains more detailed
information about your employment with us. We want you to know what’s expected of you,
and what you can expect from us in return, so it is very important that you read the Handbook
carefully. If any part is not clear then feel free to speak with your Manager.
There may be occasions when, as a result of new legislation or changing needs of the
business, we will need to change your terms and conditions of employment with mutual
consent or some information in the Employee Handbook.
Where we are proposing changes to your terms of employment we will communicate with you
about the proposed changes. The Handbook does not form part of your contractual terms
and conditions of employment, and policies in the Handbook can be amended or withdrawn
at any time.
The labour laws of the countries in which Element operates and your
employment contract will take precedence to this document.
3
3 CONTRACTS OF EMPLOYMENT
3.1 Contracts of Employment
Every new employee receives and signs an Employment Contract. This contract records
the main terms and conditions of your employment with the Company. A copy of your contract
is kept in your employee file.
Each contract of employment details the following:
• Job title
• Place of work, name and address
• Rate and calculation of remunerations
• Date of commencement
• Hours of Work
• Holiday Entitlement
3.2 Probationary Period
All employment is conditional on the successful completion of a probation period. The length
of your probationary period will be stated in your employment contract. The probationary
period may be extended at the discretion of management. If an employee fails to achieve
the normal requirements of the job during their probationary period, their employment may
be terminated without corrective action/disciplinary procedures being invoked by giving
notice or payment in lieu as per the employee’s contract of employment. You will also
be required to give the Company notice as per your contract of employment if you
choose to resign during the probationary period.
3.3 References
Your employment is subject to the Company receiving satisfactory references. In the event
that you start employment before the Company has completed all the checks on your
references, the Company reserves the right to terminate your employment without notice or
payment in lieu should your references be unsatisfactory.
3.4 References for Future Employers
We will be pleased to provide standard references for you or to potential employers which
confirm your position, place of work and dates of employment. We do not provide character
or performance references for employees. It’s essential that all requests are referred to the
HR team. Under NO circumstances should references, whether verbal or written, be given by
anyone else.
4
3.5 Personal Information – Data Protection
As your employer, Element shall hold a number of items of personal data relating to you in a
Human Resources database. These data items include but are not limited to; name,
address, position, salary, nationality, date and place of birth. In view of maintaining
mandatory personnel administration as well as processing salary, income, etc. Element will
also need to keep all information connected to your employment within the company,
including your recruitment, the termination of your employment, references, disciplinary
actions and training.
To ensure that you receive the appropriate benefits to which you are entitled and to comply
with government regulations, you must notify your manager/HR Department each time there
is a change concerning any of the following: legal name, address, telephone number, next
of kin, and change in status, nationality, marital status and bank account details.
The information the Company holds will be for management, accreditation and administrative
use only but it may, from time to time, need to be disclosed to a relevant third party (e.g.
where legally obliged to do so by Government in the country of residence or where requested
to do so by you for the purposes of giving a reference). The Company may also transfer
information about you to another Group Company solely for the purposes connected with
your career or when required for Element’s proper conduct of its business. This may therefore
be passed to Group Companies outside of the ME Region, but this will only be done
where the same standards of protection are in place. The employee has the right, on written
request, to be given a copy of any data held.
Element holds and processes personal data and has responsibilities for the security and use
of the data. All employees must assist Element with the protection and appropriate use of
such data by exercising due care when holding, processing or disclosing personal data. If
you need any advice on the requirements for treatment of personal data please contact the
HR Department.
3.6 Family Status
According to the companies grading structure, employees from Grades I to V are entitled for
family benefits.
• Family Includes; spouse and three children up to the age of eighteen.
• Family should live as residents in the country of the employee’s residency and
under visa sponsorship of the employee/ company.
Note: the grading structure for employees and eligibility for family status are subject to
approval of the management.
5
4 REMUNERATION
4.1 Payment of Salaries
The pay month is the Gregorian calendar month. The method of payment is bank credit
transfer to bank account on or before the second last working day of the month. Payment is
made in cash until a bank account is opened. We expect the employee to open a bank
account within the first three months’ of employment.
4.2 Queries
Queries regarding salary payments should be addressed initially to your local HR Team. In
cases where an underpayment has occurred, depending on the circumstances, a bank
transfer may be arranged. Normal practice would be to pay the arrears in the following
month’s salary.
4.3 Changes to Bank Details
Any changes to the above must be notified to the HR Team by the 28th of the month to be
effective for the following month.
If the company has provided a salary transfer letter to a bank, No Objection Certificate from
that bank is required before we entertain any request for change of bank account in payroll.
4.4 Hours of Work
The standard hours of work are as detailed in your Contract of Employment. Due to the
nature of the business local shift patterns may apply and details will be provided by your
Manager.
4.5 Overtime and Additional Hours
Overtime hours and payouts for overtime will be in line with the Labor Laws of the respective
countries.
Overtime is applicable for grades 6 to 12 only. Employees in Grade 1 to 5 are normally not
eligible for over time.
Requirement to work overtime will be communicated by your supervisor and/or management.
6
4.6 House Rent Advances
In order to support the employees with respect to tenancy contracts in the Middle East,
Element will support the employees in need by providing their House Rent Allowance in
advance instead on a monthly basis. Normally, the landlords demand in
one/two/three/four/six cheques. The guidelines to get support from Element are as under:-
• The advance amount should be less than or equal to their house rent allowance for
the period.
• The loan will be recovered in equal monthly instalments or as agreed at the time of
approval.
• The cheque will be issued to the employee only and the employee has to issue his
own cheques to the landlord.
• Only current dated cheque will be issued. For Post Dated Cheques whenever it is
due, employee will make another request to the company.
• Two loans for House Rent will not be granted at the same time.
• The attached (Annexure- 01) must be used and necessary supporting documents must
also be provided (tenancy contract, etc.)
• If the employee leaves his employment for any reason, the entire outstanding balance
to be returned to the company before final settlement is made.
4.7 Furniture & Relocation Policy
Furniture and Relocation policy will be applicable only if offered as part of the employment
contract. Details of the scheme will be provided to employees as part of the contract.
7
4.8 Salary slip format
8
5 NOTICE PERIOD
All employees must provide notice, when leaving the company, in accordance with
their contract of employment.
5.1 Pay In Lieu of Notice
You will normally be expected to work your full notice period. However, we reserve the
right not to require employees to work their notice period and may ask you to leave earlier
than your specified leave date. In this instance, you would be paid salary in lieu of notice.
5.2 Garden Leave
The Company reserves the right to place an employee on “Garden Leave” for some or all
of your notice period.
5.3 Giving Notice to the Company
If you decide to leave Element, you must give notice in writing to your manager as per your
contract. It is important for the company to understand your reasons for leaving and we
may ask you to complete an exit interview. Exit interviews are conducted by a member of
the HR department.
5.4 Giving Notice to You (the Employee)
If the Company gives you notice, this will be as outlined in your contract.
5.5 Holidays upon leaving the Company
Any holiday entitlement due to you, or taken in excess of your entitlement, will be
paid/deducted in your final pay.
5.6 Return of Company Property
Prior to leaving you must return all Company property in your possession including Company
cars, keys, mobile phones, SIM Card, Medical Insurance cards, CNIA passes, if applicable,
IT equipment, manuals and any training materials, uniforms, safety clothing, credit cards and
fuel cards. You may not, under any circumstances, take any Element documentation with you
for future use outside Element.
Please note that failure to return these may result in Element withholding/deducting the
value from your final payments and in prosecution for confidential information.
9
5.7 Personal Details
On leaving the Company, it is your responsibility to provide correct contact details to the
Company for further correspondence, if required.
Any monies owed to the Company will be deducted from the employee’s final pay.
Where an employee is dismissed for gross misconduct, no notice will be given and no
payment will be made in lieu of notice.
An employee who refuses to do his/her normal work during the notice period may lose
his/her contractual entitlement to be paid.
10
6 HOLIDAYS/ABSENCE & AIR TICKET RULES
6.1 Leave Entitlement
The leave entitlement is as outlined in the contract of employment or letter of appointment.
Leave entitlement for Employees commencing/leaving Company service part way through
the year will be calculated on a pro rata basis and based on their contractual leave
entitlement. For clarity, the leave entitlements are:
Grades 1 to 5 25 working days per annum
Grades 6 to 12 22 working days per annum
The Company’s holiday year runs 1st January to 31st December. All annual holiday
entitlement should be taken within the holiday year. However;
• For new employees who joined in a particular calendar year, the outstanding leave
balance in the year of joining will be carried to the next year in full.
• Any employee who joined in the previous year, will have an encashment approved in
December, for leave balance available in that particular year. This is mainly done as
most of the employees may have more than 22 days of leave in the second year of
employment and may not be able to avail fully.
• From the third year of employment onwards, there is no automatic encashment.
• Only 5 days of leave to be carried forward. Employees are expected to take their leave
within the calendar year
6.2 Statutory Holidays
Paid statutory holidays as determined by the Government for the Private sector will be
applicable. These will only be taken if announced as official private sector holidays. If the
holiday falls on a Thursday or Saturday then, the Employee enjoying a Thursday /Friday or
a Friday/Saturday Weekend shall get a day off in lieu, at a time approved by the company.
Element will issue circular for leave from time to time as declared by the Government.
6.3 Sickness Whilst on Holiday
If you are taken seriously ill whilst on leave you must verbally contact your Line Manager. A
decision will then be made regarding your eligibility for sickness pay and retaking of leave.
You will need to provide medical evidence of the illness. The decision of the business unit’s
General Manager will be final.
6.4 Traveling at night
If the employee is required to undertake business travel in the night, after working the whole
day, and if the travel is over 6 hours, employee will be eligible for 1 day in lieu at a time agreed
by Management.
11
6.5 Applying Leave
All types of leave must be authorized in advance by completion of the appropriate leave form
in HR Net. As much notice as possible must be given, to allow the company adequate time
to prepare necessary cover and to maximize the chances of the leave dates being approved.
With the exception of an emergency, no leave will be granted unless the following minimum
notice period is given:
Leave Duration Notice required
One day/half day 3 days
Up to one week 2 weeks
More than one week 1 month
Annual Vacation 2 months
6.6 Air ticket rules
• Element will pay the ticket cost to employees as per their eligibility based on an
average fare.
• The eligible ticket value/amount will be calculated based on the average ticket costs
from January to December i.e. a calendar year.
• Average cost will therefore be calculated every December and used for the
subsequent years calculations.
• If the prices are over and above the published rates by the company, prior to purchase
of tickets, employee can approach the HR department, in the respective location, with
the difference in cost information. HR department, after verifying the costs at that time,
will confirm or provide alternatives, if possible. This will be applicable only if the
employee plans his ticket booking well in advance ie.at least 45 days prior to travel
and there is a difference in cost.
• In case there is a price difference, as confirmed by HR department, the employee will
buy the tickets and submit the original bills to the HR department for reimbursement
of the difference in cost through payroll.
• The amount will be credited to the employee on the anniversary month of their joining
date along with the salary. For example, if an employee joined in April, the amount will
be credited in April every year.
• As per policy, ticket eligibility for families (for family status employees only) will be
applicable only if the family lives in the country of residence along with the employee.
• Element will only arrange for the initial joining ticket for new employees and final
departure ticket if required by the law.
• If an employee wishes to obtain an advance against the entitled air ticket allowance
prior to the joining month, employee should make a request by filing in the ‘Air Ticket
Advance Form’ and handing over the same to the Local HR Dept. (Annexure 02)
• This advance can be taken only once during a calendar year, before the allowance is
paid. Any request for advance after the payment of allowance will not be entertained.
12
• The advanced amount will automatically be adjusted in the month of joining against
the ticket allowance due.
• Should the employment cease prior to the above adjustment, employee will be liable
to repay the advance in full to the company.
13
7 ATTENDANCE AND PUNCTUALITY
As an Element employee, you are important to the operation’s success, and have an
obligation to report to work at the time for which you are scheduled. Regular attendance and
punctuality is very important and if you require time off for a personal reason, you may make
the request by notifying your Manager of the cause and expected duration of your absence.
For persistent late comers, disciplinary action will be taken as appropriate.
It is your responsibility to personally contact your Manager at least 30 minutes before you are
scheduled to start work, if you are going to be late for work. In exceptional circumstances, if
you are unable to telephone your Manager then a representative can do so on your behalf.
In the absence of your direct Manager you are required to make contact with the designated
manager in charge. It is not acceptable for you to leave a voicemail message or text
message.
7.1 Sickness
If an employee is unable to attend work due to illness/injury, they should telephone their
supervisor as soon as possible, and always before 8.30 am on the first day of absence. In
the absence of your direct Manager you are required to make contact with the designated
manager in charge. It is not acceptable for you to leave a voicemail message or
text/WhatsApp message. It is the employee’s responsibility to keep the Company notified
of their progress and likely return to work. On resumption of work, sick leave notification
forms must be completed in HR Net for all periods of absence due to sickness/injury. It is the
responsibility of each Manager to ensure that employees returning from sick leave, complete
notification forms on their first day of return to duty and attach medical certificate as
necessary.
For absence in excess of 2 consecutive days, a Doctor’s sick note certificate will be required.
If an employee believes that their sickness is linked to their work, they must inform their
Manager.
If the Manager is of the opinion that the sick leave policy is being abused, they may ask the
employee to provide Doctor’s certificate, even for one day of sickness absence. If the
employee takes more than 3 non consecutive days sick leave a year, the employee needs to
present a Doctor’s certificate for future sick absence, otherwise the absence will be
considered as a vacation day.
During long-term sickness you will be contacted or visited by your Manager and an HR
representative to discuss your progress on a regular basis.
The Company reserves the right, in case of illness/injury, to require you to attend an
occupational medical examination by the Company appointed Doctor or independent medical
consultant and the report made by such practitioner will be supplied to the Company. The
14
Company can also arrange for a copy of the report to be sent to your doctor, if you should so
wish.
7.2 Sickness Entitlement
Sickness entitlement will be governed by the respective labour laws of the employee’s country
of operation.
7.3 Maternity Policy
The company currently operates policies fully in accordance with Labour laws of the country
of operation. Please contact your HR Department for specifics.
7.4 Religious holidays
For pilgrimage, Muslim employees are permitted leave in line with the respective Labour Laws
of the employee’s country of operation.
7.5 Your Health
If you suffer from any condition or have a disability which could affect your ability to do your
job, you should inform your manager, suggesting, if appropriate any reasonable adjustments
we might make to enable you to carry out your work.
7.6 Compassionate/ Bereavement Leave
You are entitled to reasonable time off during working hours to attend the funeral of a member
of your family.
In the unfortunate event of a death in the immediate family (i.e. spouse or children) four days
paid leave will be permitted.
The Company will pay up to two days’ leave in the event of the death of parents, brother or
sister and one day paid leave in relation to grandparents and in-laws.
If you are responsible for arranging the funeral of an immediate family member, the Company
will allow bereavement leave in total up to 5 days at the discretion of local management.
Any additional leave required should be taken from your annual leave entitlement or as unpaid
absence.
7.7 Unpaid Leave
It is not usually permitted to take unpaid leave as a means of increasing holiday entitlement.
However, in certain circumstances it may be appropriate to permit leave to be taken unpaid,
15
after utilizing all eligible paid leave, for example:
• Absence in excess of entitlement – dependent on an unforeseen and valid reason
• Domestic absence for which time cannot be made up in lieu
16
8 COMPANY CARS
To enable you to perform your duties under your contract, you may be provided with the use
of a motor vehicle. Please refer to your contract of employment to see whether you are
eligible for a Company Car.
You are responsible for ensuring that the vehicle’s condition is safe and roadworthy to a
standard that is stipulated by law; and that you have a valid driver’s licence in your country of
operation which must be produced to the Company on request. You will be required at all
times to conform to the Company’s regulations regarding the provision of motor vehicles set
out below.
The Company promotes safe driving. You should ensure that you drive with your safety and
those of other road users in mind. If you drive on Company business you are required to
produce a copy of your full driving licence on an annual basis to the Company. The Company
may require the production of the full licence at other times on giving reasonable notice. A
failure to produce this will result in disciplinary action and potential suspension from driving
on Company business until the Company is satisfied with the explanation for non-production.
There are rules which must be followed by Company car users:
• No-one is permitted to use a Company vehicle unless they hold a full current licence.
A copy of your licence must be supplied to your country’s main office (admin
department) before the Company vehicle is driven.
• The only persons who are authorised to drive the vehicle are the named drivers. All
drivers must be over the age of 21 and
• Must provide a copy of your full driving licence on an annual basis to the Company. All
drivers must have full and valid driving licences and must not use the vehicle for their
personal / own business purpose.
• Any endorsements to your driving licence must be notified to HR Department
immediately.
• You must not permit passengers to travel in the Company vehicle during business
hours other than those directly concerned with the business of the Company.
• It is your responsibility to maintain the car in a clean and tidy state at your own
expense.
• When travelling by road to a neighbouring country, you will be required to carry an
original copy of the vehicle insurance cover. You must complete a form from the car
leasing company before the car is taken to other country. This form is available with
your local Admin department.
• You are responsible for the good keeping of the Company vehicle. The Company will
ensure that the vehicle is regularly serviced provided that you deliver the vehicle to a
nominated garage for this purpose.
17
• You must notify the Company of any fault, mechanical or otherwise, of which you
become aware and any incident in which you are involved in whilst driving the
Company vehicle.
• Any parking tickets or fines for traffic offences imposed whilst in possession of the
Company vehicle will be your responsibility.
• In the event that the Company vehicle is damaged or involved in an accident whilst in
your possession, it is your duty to report the damage/accident to your country’s main
office (admin department). If the Company is unable to recover the excess under its
insurance policy, you are responsible for 50% of the applicable excess on the first
accident. Full excess under the insurance policy will be recovered for any subsequent
accidents. This only applies to Company leased vehicles or company provided
vehicles. Drivers with a record of accident claims may be required to undergo formal
driver training at their own cost.
The employee shall return the vehicle to the Company on request, together with all keys
and relevant documentation immediately following, but not limited to:-
• Termination of employment.
• Suspension or Withdrawal of valid driving license.
• Prolonged Illness. After a period of two weeks and when the period of future absence
is considered uncertain.
• Extended holiday or leave of absence.
8.1 Use of Private Cars (for employees not provided with allowance/company car)
In the event that the Company requires the employee to use his own car on Company
business, the company will reimburse the employee @ AED 0.50 fils or equivalent local
currency per km, subject to approval by General Manager. The use of private cars for
company business will be a last resort if no company cars are available.
8.2 Car Allowances
• Please refer to your Contract of Employment to see whether you are eligible for a
Company Car allowance. The allowance will be paid for the use of your vehicle for
Company business during your paid employment with the Company.
• You are solely responsible for ensuring that your car is roadworthy and legally
compliant; that you have suitable breakdown cover; and that your car is compliant with
any relevant Company Insurance requirements regarding security of equipment in your
vehicle.
• You are required to produce proof of insurance which must cover business use for the
appropriate business mileage and other relevant documentation at any time on
request.
18
• You must promptly notify the Company of any accidents in which you are involved
when driving any vehicle and any driving offences brought against you and any
convictions or punishments imposed.
• The Company will not be responsible for any damage to your vehicle.
• You agree to keep your car in a tidy, clean and good condition commensurate with the
image of the Company.
• You agree to allow the Company to inspect the vehicle as and when it believes
necessary.
• The Company reserves the right at its absolute discretion to withdraw the payment of
a car allowance in part or entirely where it considers that you are not complying with
any of the above conditions or your terms of employment.
8.3 Travel on Company Business
This will be governed by the Company’s Travel and Expense claim policy.
Refer company Intranet for further details.
19
9 EQUAL OPPORTUNITIES POLICY
At Element we have an uncompromising commitment to equal opportunities. We will not
discriminate against anyone applying for a job or whilst in our employment for reasons of
gender, marital status, family status, religion or belief, age, disability, race, ethnic or national
origin, or for any other reason.
What does this mean in practice? It means that you will always be treated in a fair and
unbiased way and that your opportunities to progress will be based on merit alone. All
employees have a personal responsibility for the practical application of the Company’s equal
opportunities policy. Special responsibility falls upon managers and supervisors involved in
the recruitment, selection, promotion and training of employees.
Employees who are disabled or become disabled in the course of their employment should
inform, and may also wish to advise, the Company of any ‘reasonable adjustments’ to their
employment or working conditions which they consider would assist them in the performance
of their duties. Careful consideration will be given to any proposals of this nature and, where
reasonable and reasonably practicable, such adjustments will be made. There may, however,
be circumstances where it will not be reasonable or reasonably practicable for the Company
to accommodate those proposals.
The Company’s grievance procedure is available to any employee who believes that he or
she may have been unfairly discriminated against.
20
10 DIGNITY AT WORK
10.1 Harassment and bullying
Whether on grounds of sex, race, gender reassignment, ethnic or national origins, disability,
sexual orientation, age, religion or belief – or for any other reason constitutes unacceptable
behaviour and is not tolerated by the Company. Every employee of Element has the right to
be treated with dignity and respect. Appropriate disciplinary action, which may include
dismissal, will be taken against any employee, of whatever seniority, who contravenes this
policy.
The Company will not tolerate retaliation against or victimisation of any employee involved in
the bringing of a complaint of harassment or bullying under the Company’s procedure. Such
retaliation or victimisation will itself constitute a disciplinary offence, which may in appropriate
circumstances lead to dismissal.
Harassment and Bullying -
Harassment in any form has no place at Element, and we believe that all our employees have
a right to be treated with respect while at work and in an environment free from harassment
and bullying. We will do everything we can to eliminate harassment of any type, and all
employees are expected to comply with this.
10.1.1 Definition of Harassment
For the purposes of this policy, harassment is any form of unwanted conduct related to any
of the following grounds, which has the purpose or effect of violating another person’s dignity
or creating an intimidating, hostile, degrading, humiliating or offensive environment for the
person.
Harassing or discriminating a person on gender, marital status, family status, religion, age,
disability, race, ethnic or national background is not acceptable.
10.1.2 Definition of Sexual Harassment
For the purposes of this policy, sexual harassment is defined as unwanted conduct of a sexual
nature or unwanted conduct on the grounds of sex which has the purpose or effect of violating
another person’s dignity or creating an intimidating, hostile, degrading, humiliating or
offensive environment for that person, or treating someone less favourably because they
have rejected, or submitted to, this unwanted conduct. It includes unwelcome non-verbal,
verbal or physical conduct based on the gender of a recipient which is offensive or
objectionable to the recipient or which causes the recipient discomfort, humiliation or
interferes with his/her job performance. Sexual harassment may be difficult to recognize but
can include the following:
• unwelcome and unwanted sexual innuendoes;
• inappropriate sexual references and comments;
• the display of sexually suggestive objects, pictures, cartoons or written materials;
• leering, staring and lewd comments;
21
• written or verbal abuse of a sexual nature;
• sexually degrading or vulgar words to describe an individual;
• comments or questions about an individual’s body, sexual activity, prowess or
deficiencies; or
• unwanted physical contact or abuse.
10.1.3 Definition of Racial Harassment
A person subjects another to harassment where, on grounds of race, or ethnic or national
origins, he/she engages in unwanted conduct which has the purpose or effect of violating that
other person’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive
environment for that person. Examples of racial harassment are as follows:
• insensitive jokes or pranks related to race;
• deliberate exclusion from conversations;
• abusive, threatening or insulting words and behavior;
• displaying racially abusive materials whether in writing, pictures or graphics including
graffiti;
• unwanted physical abuse; or
• open hostility.
The above are just some examples of types of harassment. The examples shown could as
easily be applied to harassment on the grounds of sexual orientation, age, marital or family
status, gender reassignment, religion, or disability, all and any of which would be completely
unacceptable.
Harassment may take many forms as the above examples show. Harassment may range
from extreme forms such as violence and bullying to less obvious actions, such as ignoring
someone at work or spreading rumours. Harassment can affect the confidence, morale,
performance and health of the person being harassed and is therefore a very serious issue.
10.1.4 Definition of Bullying
Bullying in the workplace is defined as repeated aggression (verbal, psychological or
physical), conducted by an individual or group against another person or persons.
Inappropriate, aggressive behavior, which is systematic and ongoing, is regarded as bullying.
Examples of bullying behavior include:
• derogatory remarks;
• insensitive jokes or pranks;
• insulting or aggressive behavior;
• ignoring or excluding an employee;
• deliberately or unreasonably withholding necessary information;
• persistently setting unrealistic deadlines;
• constantly undermining an individual; or
• unreasonably removing areas of responsibility.
22
10.2 Employee Responsibility
If you feel that the conduct or actions of any other employee may constitute harassment, or
undermines our commitment to equal opportunity, you must immediately report the matter to
a member of management or the HR Department. This is every employee’s obligation. If you
are personally subject to harassment of any sort while at work, you should, if possible, first
inform the harasser that the behaviour is unwelcome and unacceptable, and ask them to
stop. If you feel unable to do this verbally, then a written request to the harasser explaining
the distress that the behaviour is causing may be effective. If the behaviour continues, or if
you are uncomfortable confronting the offender, report the matter immediately to your
manager. If your manager’s response is not satisfactory, or the source of harassment or
discrimination is your manager, the matter should be reported immediately to the next level
of management or the HR Department.
If you are accused of harassment, be assured that a full and impartial investigation will take
place. Retaliation, in any form, against employees who raise a good faith grievance or claim
of harassment or bullying will result in disciplinary action being taken against the retaliator,
including dismissal, if warranted.
10.3 Investigations and Discipline
Every report will be taken seriously and fully investigated. We will protect the confidentiality
of those involved as far as reasonably possible, consistent with the need to investigate and
resolve the problem. Disciplinary action, up to and including dismissal, may be taken against
those who breach this policy, and against others who condone such conduct. No employee
will be retaliated against for good faith efforts to comply with this policy.
23
11 DISCIPLINE AND GRIEVANCE
11.1 Disciplinary Procedure
We ask you to respect your fellow employees and your manager, and to adhere to the terms
and conditions of employment on which you joined us. Regrettably, there may be instances
when an employee’s conduct falls to a level below acceptable standards. On such
circumstances, the company may invoke the disciplinary procedure. The overall aim of the
procedure is not to punish the employee, but to correct unsatisfactory behaviour as well as
to encourage improvement to the required standard in the areas of concern, and to prevent
a recurrence of problems in the future. We aim to achieve this by dealing with issues quickly,
fairly and consistently.
11.2 The Informal Procedure – Discussion and Counselling
Where appropriate, the company will discuss our concerns with you and work with you to find
a solution and agree the required standards of behavior or performance. Taking formal
disciplinary action is a serious matter and your manager will try to address any minor
problems or concerns immediately. If your manager informally discusses a problem with you,
we expect you to act on this and meet the required standards within the agreed time scale.
We will keep a note on your personal file of this informal discussion until such time as the
matter is resolved or it becomes necessary to formalise the discussion through the
disciplinary procedure.
11.3 The Formal Procedure
The formal disciplinary procedure will be used when it is considered that discussion and
counselling have not achieved the required improvements or if the problem is repeated or
more serious.
In brief, the formal disciplinary stages are:
Stage 1 – Formal Verbal Warning (recorded in writing)
Stage 2 – First Written Warning
Stage 3 – Final Written Warning
Stage 4 – Dismissal
The warning procedure moves from one stage to the next stage when repeated conduct
issues occur. No employee will be dismissed for a first breach of discipline except in the case
of gross misconduct, when the penalty will be dismissal without notice. Problems related to
capability will normally start at Stage 1 and progress through each stage in turn if the issue
continues. However, the Company may start the process at any stage and miss out stages
where it considers it appropriate to do so.
24
11.4 Investigating the Problem
A full and careful investigation will be carried out. We will try to conduct this as quickly as
possible, balanced with the need to ensure that a proper investigation has been carried out.
11.5 Investigative Interview
This is an informal fact-finding meeting, to determine more about the nature of the problem.
Notes will be taken to ensure that an accurate record is kept, but as the meeting is informal,
there is no right to be accompanied.
11.6 Suspension from Work
There may be certain circumstances where we feel it is necessary to suspend an employee
from work, and you will be paid as normal during this time. The decision to suspend an
employee is never taken lightly, and is generally for one of the following reasons:
• To allow a full investigation of the circumstances surrounding a particular incident.
• To protect your own or the Company’s interests.
• Where the Company feels it would be in your interest not to be present at work whilst
the investigation is being carried out.
While you are suspended from work, you should not visit any Element premises, nor have
contact with any other employees without the Company’s express permission. This in no way
suggests guilt or pre-judges the outcome of the disciplinary hearing. If you do need to contact
someone or visit a site, please arrange this with your manager.
While you are suspended, you must be available to attend meetings during your normal
working hours; failure to do so may result in your pay being withheld.
At the end of a period of suspension, which will not normally last longer than five days
(although it can be longer if the situation is serious or complicated), a decision will be taken
on the information available to either:
• allow you to return to work with no further action taken; or
• arrange a disciplinary hearing.
11.7 Notification of the Disciplinary Hearing
If we need to hold a formal disciplinary hearing with you, we will give you at least 24 hours’
notice. You will be informed in writing of the date, time, place and the reasons why the
meeting is being held. A summary of the information we will rely upon at the disciplinary
hearing will be provided to you.
25
11.8 The Hearing Itself
At the hearing, the manager will explain the issues of concern and you will be given the
opportunity to present your case. If necessary, the meeting may be adjourned for further
investigation and consideration of the facts and evidence.
11.9 The Disciplinary Decision
Disciplinary action is a serious matter and is not taken lightly so the manager will consider all
the information before making a final decision. If you are issued with a formal disciplinary
warning, it will be confirmed to you in writing with a copy of the relevant notes. A copy of the
warning and relevant notes will be held on your personal file.
The duration of warnings is as follows:
Stage 1 – Formal Verbal Warning = 6 months
Stage 2 – First Written Warning = 6 months
Stage 3 – Final Written Warning = 12 months
Reasons for taking formal disciplinary action:
11.10 Formal Verbal Warning
This would be for a minor offence despite informal guidance from your manager.
11.11 Written Warnings
Written warnings will be given where there is no improvement following a formal verbal
warning or if the problem is more serious. The level of warning (whether first or final) will
depend on the circumstances of the case.
11.12 Written Notification of Disciplinary Action
If you are issued with a written warning, it will be in writing and normally be given to you within
seven days of the disciplinary hearing.
It will contain the following information:
• date and time of meeting;
• the names of those in attendance at the disciplinary hearing;
• the level of warning issued and the reasons;
• the level of improvements expected and the timeframe in which they are to be
achieved;
• any training to be carried out and the guidance that will be given;
• the duration of the warning;
• to whom you may appeal and how to exercise that right; and
• copy of the signed notes from the meeting unless already issued.
26
If you are dismissed as a result of the disciplinary hearing, this will be confirmed to you in
writing, normally within seven days and will contain the following information:
• date and time of meeting;
• the names of those in attendance at the disciplinary hearing;
• the reasons for your dismissal;
• any appeal process applicable; and
• copy of the signed notes from the meeting unless already issued.
If you are dismissed because there has been a repetition of a problem for which a final written
warning had already been issued, you’ll be paid for your notice period and any outstanding
holiday due to you.
Summary dismissal will occur in cases of gross misconduct only and will be dealt in line with
the labour law. If you are dismissed with immediate effect for gross misconduct, under
applicable labour laws, you will lose the right of payment for your notice period as well as
gratuity. Any outstanding holiday pay due to you will be paid with your final salary.
11.13 Appeal Process
If you do not agree with the disciplinary decision, you may appeal to the person specified in
your disciplinary letter. You may appeal by writing to them within seven days of receiving the
Notification of Formal Warning or the Dismissal Letter, outlining the reasons for your appeal.
The outcome of any appeal process is final.
11.14 The Outcome of an Appeal
The outcome of the appeal will be one of the following:
• the level of warning or the dismissal will be upheld;
• the warning will be increased to the next level up, including dismissal;
• the warning will be reduced to the next level down, including reinstatement;
• the warning will be overturned; or
• further investigation required which may result in you being suspended and a new
disciplinary hearing arranged.
11.15 Gross Misconduct
While the following are illustrative examples of conduct falling within the definition of gross
misconduct within Element, respective labour law clauses on gross misconduct will also be
applicable:
• Grossly indecent or immoral behaviour, acts of unlawful discrimination or acts of
harassment or bullying or victimisation.
• Refusal to accept and act on reasonable instructions from your supervisor or other
member of management.
27
• Repetition of a problem for which you already have a written or final written warning.
• Serious negligence that could or does result in unacceptable loss, damage or injury.
• Fighting, assault or dangerous, threatening or bullying behaviour.
• Theft, fraud, falsification of Company records (including time sheets, absence records,
expenses or test results) or any dishonesty involving the Company, its employees,
customers or authorised visitors, or attempts to commit such offences.
• Deliberate or reckless damage to the property of the Company, its employees,
customers or authorised visitors.
• Downloading pornographic or obscene material and/or misuse of the Company IT
systems.
• Being under the influence of or in possession of alcohol, illegal drugs and all other
intoxicants whilst on Company premises, or while carrying out Company duties.
• Unauthorised disclosure of confidential information and/ or abuse of the protected
disclosure provisions.
• Flagrant disregard of the Health & Safety procedures.
• Undertaking private work on the premises and/or in working hours without express
permission.
• Working in competition with the Company.
• Unauthorised extended absenteeism as defined under the respective labour laws.
• Engaging in remunerative employment whilst absent from work.
• Taking part in activities which result in adverse publicity to the Company which is likely
to bring it into disrepute or which cause the Company to lose faith in your integrity.
• Stealing from Element, an employee, a customer, or a third party within whom we
operate.
• Retaliation against an employee who has raised a grievance, harassment or bullying
claim.
• Speaking to the press without authorisation.
• Unacceptable or inappropriate behaviour, either inside or outside work that adversely
affects your reputation or may have an impact on our reputation.
• Damaging the Element brand or reputation.
• Insider trading.
• Looking at or accessing employee files or any other confidential information without
permission.
• Providing false or inappropriate employment references.
• Other breaches of Company policies and/or Codes of Conduct.
The above list is NOT exhaustive. If the Company is satisfied, following investigation and a
disciplinary hearing, that an employee has committed gross misconduct, the Company will
normally dismiss without notice or pay in lieu.
28
12 CAPABILITY PROCEDURE (PIP PROCESS)
The Company will use a range of actions to monitor and maintain individuals’ capability to
effectively carry out their job at an acceptable level.
If for any reason your performance fails to reach the required standard you may be placed on
a Performance Improvement Plan (PIP). The purpose of this is to monitor performance and
capability, assessing reasons for failure to achieve the required standard and exploring ways
in which help and support can be given to ensure the required standard can be reached.
You will be invited to a meeting to discuss your performance and try to agree how this may
be improved. Then a Performance Improvement Plan (PIP) will be agreed with a time frame
indicating required results that have to be achieved. A review will take place every 2 weeks.
Following your review meeting, if agreed results have not been achieved, you will be invited
to a disciplinary meeting.
If the agreed results have been achieved then you will no longer be on a PIP and no further
action will be taken.
Also, there will be no disciplinary action taken whilst you are on the PIP.
29
13 GRIEVANCE PROCEDURE
At Element, we recognize that from time to time employees may wish to air grievances
relating to work issues. The aim of our grievance procedure is to provide a fair, consistent
and timely approach to the resolution of workplace grievances. The grievance procedure is
non-contractual and we reserve the right to amend it at any time.
• If you have a grievance, we would encourage you to try to resolve this matter informally
with the person concerned. If this does not resolve the issue you should raise the
matter in writing with your line manager or, if the grievance concerns your line
manager, with the appropriate level of management.
• There may be some circumstances where the issue is sensitive, or it is inappropriate
for you to discuss it with your manager. If this is the case, you should contact your HR
Department, who will arrange for an independent person to hear your grievance.
• Management will discuss the issue with you and record the details of your grievance.
After due consideration, they will normally give a decision within 28 days of the matter
being raised.
• If you are dissatisfied with the decision, you should appeal in writing to the next level
of management within seven working days. They will consider your reasons, together
with the original notes and decision, and will normally give their decision within 14
working days. This decision is final.
• Each manager has responsibility to listen, advise and take appropriate action.
13.1 Open-door policy
For the benefit of the business and all Element employees, all managers are expected to
operate an ‘open-door’ policy on problem solving. Managers should, therefore, make
themselves available, either personally or by telephone or email, to resolve issues or
problems informally (with formal meetings and other procedures being available as a back-
up). Problems and issues occur on a daily basis and these should be addressed initially by
your direct line manager as they arise.
If you would like to raise any issues that you feel you cannot discuss with a manager, then
please feel free to put your concerns in writing to the Regional Managing Director or Human
Resources Director.
30
14 TRAINING AND DEVELOPMENT
The aim of the company is to provide a work related training and development programme
for employees, to assist the Company in achieving its business objectives and to develop
employees to their optimum potential.
All Employees will receive instruction about the Company’s Quality Management System
appropriate to their position. Employees are required to make themselves conversant with
the Company Quality Manual and comply with the provisions contained in it appropriate to
their specified duties. Employees shall also receive instruction about the Company’s Health
and Safety manual and must comply with the provisions contained in it. Employees must
ensure that they are fully conversant with it and they comply with the provisions in it.
14.1 Induction Training
All new employees will receive the necessary training to enable them to carry out their job
efficiently and effectively. Training may take the form of formal instruction, on-the-job training
or a combination of both as required.
After initial training, the Employee will go to their new department to learn and perform their
role.
14.2 Performance Management Process (PMP)
The PMP system is the mechanism for reviewing past performance and setting objectives for
the coming year. It takes the form of an informal interview between the employee and his/her
immediate supervisor. Standard PMP forms will be circulated in the beginning of the year.
Copies of PMP documentation will be filed in the employee personnel file.
PMP’s are conducted twice yearly by the company to assess progress. If an Employee has
significant areas of underperformance this will be managed and reviewed as part of the
Performance Improvement Process – the frequency of these reviews will be determined by
the individual’s Line Manager.
During the PMP discussion, areas of training and development needed should be highlighted.
These will form the individuals Personal Development Plan and will be consolidated into the
overall team objectives.
14.3 Professional and Technical Training
The company encourages professional and technical education and training, provided that it
has direct relevance to the work role. Individuals wishing to follow college/open learning
courses should investigate suitable courses in liaison with their Line Manager.
31
A proposal should then be submitted by the employee to the Human Resources
Director/General Manager to justify Company Support. If the individual is considered to be
suitable, and capable, budget authorisation will then need to be obtained. Authorisation will
also be required for any time off to attend courses.
Qualified employees will be allowed to claim the cost of one professional membership per
year subject to Human Resources Director/General Manager approval.
Employees for whom sponsorship of long term courses has been agreed will be asked to sign
an Educational Sponsorship agreement which states the individual’s repayment obligations,
should they fail to complete the course, fail to obtain the necessary standard to gain
qualification, or leave the Company prior to or within 2 years of completing the course.
14.4 Career Development
Element will promote internal recruitment and will always give fair and appropriate
consideration to internal candidates meeting the requirements of job openings. Where an
internal candidate is interested in applying for a position they must inform their manager when
they apply for a position that they are doing so. Where an internal candidate has been in their
current role less than 12 months their application cannot proceed without the approval of their
direct manager.
Before interviewing an internal candidate HR and/or the hiring manager must clarify with the
employee that they have made their direct manager aware of their application and interest in
the role. Where an internal candidate has been identified as qualified for a role they have
applied for HR will contact the candidate’s manager to ensure they ascertain the support of
the manager should the candidate be successful. We expect all managers to foster the career
progression of their teams and that they should not seek to block otherwise good career
moves just because they are operationally inconvenient.
14.5 Secondment
Secondment from one section to another or from one Company to another must be authorised
by the Human Resources Director/General Manager and may take place for a number of
reasons:-
• Development of the individual employee
• Short term need for one or more members of Employees to cope with a sudden
increase in work load.
• Medium term need where the skills of a current employee can be utilized and a
temporary seasonal replacement may be made in the secondee‟s department.
32
15 DRESS CODE
Your appearance and personal hygiene are important not only to you but also to our
customers and to those who work with you. You should present a professional
appearance appropriate to your role in the business. Dress should be conventional, clean
and neat. Extremely casual clothes including jeans, sports clothing such as track suits,
shorts, T-shirts or sweat-shirts with slogans and football shirts are not permitted in offices
or facilities during normal working hours (unless covered by ‘dress down’ local
agreement).
For the benefit of our customers and your colleagues, you should ensure that your
grooming and personal hygiene are always of the highest standard. This means:
• Clean, freshly laundered clothing
• No body odour
• Fresh breath
33
16 EMPLOYMENT OF RELATIVES
Key principles relating to employment of relatives are outlined as below:
• Element will ideally not employ relatives in the same country.
• If required, based on skill sets shortage, ideally to be employed within the group
and not within the same company.
• All the relative hires to be declared and the hire will be made only after approval
by HR Director /Managing Director.
34
17 WORKING ENVIRONMENT
17.1 The Office environment
The following guidelines should be followed to maintain a safe, clean and professional
working environment which minimizes health risks and assists in reducing costs.
• Ensure lights are switched off when not in use.
• Stickers and toys are not permitted in working areas
• Ensure that there is adequate storage for all equipment in each department to
avoid documents, files etc. being left on desks, windowsills and floors.
• Ensure desks and work benches are left tidy at the end of the day.
• Ensure computer printouts and other documents are correctly stored and correctly
disposed of.
• Keep wiring for telephones and terminals tidy and safe.
• Ensure notice boards are kept tidy and up to date at all times.
17.2 Drinks
Office waste paper bins should not be used for the disposal of drinks. Use trays to avoid
spillages
If any spillage does occur on floors, walls or work areas, it is the responsibility of the
person who caused the spillage to ensure that the area is cleaned thoroughly.
17.3 Food
Laboratories and office areas – no eating is permitted unless agreed in writing by
the General Manager/Operations Manager.
Food should only be consumed in the canteen/kitchen/designated areas provided. Under
no circumstances should plates, cutlery or hot or cold meals be taken from these areas
to be eaten in offices or other parts of the unit.
17.4 General Maintenance
Use doormats provided at each entrance to protect carpets. Use rubbish bins to avoid
litter.
Keep corridors and passageways clear at all times.
Delivered items must not be left in reception areas and corridors.
35
17.5 Liability
The Company is not liable for any theft or damage relating to Employees or visitors
belongings on the premises or for vehicles which are parked in Company car parks.
17.6 Amenities
All units are provided with adequate cloakroom and toilet facilities.
17.7 Personal Telephone Calls
Employees are not normally permitted to make or receive personal telephone calls,
except in an emergency.
17.8 No-smoking Policy
All Element offices and sites operate a no-smoking policy throughout its premises.
Smokers should also refrain from smoking in Company vehicles. This policy applies to
all employees, consultants, contractors, customers and visitors. Any breach of this policy
will be taken seriously and will lead to disciplinary action being taken in accordance with
the Company’s disciplinary policy which may, depending on the circumstances, include
dismissal.
17.9 Security of your Personal Belongings
You are strongly advised not to bring large amounts of money, jewelry and valuables to
work. The Company does not accept liability for the loss of or damage to your personal
possessions while on our premises and you will not be reimbursed for such losses.
17.10 Lost Property
If you find lost clothing, money or property of any description on Company premises, this
should be handed to your manager immediately.
17.11 Distributing Notices
Posting or distributing notices or other written material on Company property at any time,
without prior approval from your manager, is strictly prohibited. You must not distribute
materials that are unrelated to normal business operations while you are at work.
36
18 CONFIDENTIALITY
All Employees, including short-term, contract and temporary staff, shall be required to
sign a confidentiality agreement on commencement of employment unless their contract
of employment contains a detailed confidentiality clause. All of our facilities operate a
confidential service. This is a requirement of our UKAS accreditation and clients may not
place work with the Company if we did not guarantee confidentiality.
It is permissible to talk in general terms about what the facility does. We do, on occasion,
produce lists that say who our clients are but we must never indicate what work we do for
a particular client. We should never discuss with anyone other than another employee
how a particular test is progressing or how a test is performed. We must remember that
we regularly have visitors to the facilities and we must avoid leaving paperwork in view
that could lead to a breach of confidentiality. You must not discuss any internal Company
business nor discuss other Employees with any clients, suppliers, agents or other
business contacts. Under no circumstances should you approach or respond to the press
with regard to Element.
37
19 HEALTH, SAFETY AND ENVIRONMENT
Element is committed to being a world leader in the provision of testing and advisory
services. To achieve this we recognise that we must deliver world class Health, Safety
and Environmental (HSE) performance and standards to ensure the protection of people,
the environment and other business assets and interests. Element sets high HSE
standards and expects all managers to be actively involved in providing leadership in
order to meet this commitment.
Our objectives are to:
• prevent accidents, injuries/work related ill-health
• reduce our environmental impacts in such a way as to make a positive contribution
to sustainable development and
• meet our Corporate Social Responsibility requirements
Element management is responsible for ensuring the implementation and maintenance
of the highest standards of HSE within the business. This commitment is supported and
monitored by the Element Board.
All employees are responsible for ensuring their own health and safety and that of their
colleagues and others affected by their work. We require and expect our employees and
others on our sites to take an active role in delivering the aims and objectives of this
policy.
We will establish systems, procedures and practices that ensure we conduct our activities
in such a way as to protect the HSE of clients, the public at large, of visitors and of
contractors on company premises.
In order to achieve our objectives we will:
• Adopt HSE as a leading business priority and ensure it is integrated into our core
business processes.
• Establish effective HSE management systems including clearly defined roles,
responsibilities and organisation.
• Identify, evaluate and mitigate/control HSE risks using best practice where
appropriate.
• Develop, design, operate and maintain facilities, systems and processes that are
safe, minimise risk to health, safety and the environment
• Develop, introduce and maintain systems and procedures, which will establish and
deliver continuous improvement in HSE and verify compliance with Element
standards through regular auditing.
• Set annual improvement objectives and targets and review these to ensure they
are being met at Group, Region and business unit level.
38
• Establish systems for actively engaging and consulting with employees in the
delivery of the aims and objectives of this policy.
• Ensure that employees are provided with sufficient information, instruction, training
and supervision to allow them to support and deliver our HSE expectations and
objectives.
• Develop, monitor and regularly review HSE performance using indicators relevant
to the business and regularly report the findings back to the Element Board.
• Provide audit, review and inspection of HSE systems, procedures and practices to
ensure the continuing effectiveness of our HSE programmes and systems.
• Ensure systems are in place to comply with all HSE regulatory requirements
applicable to our business.
This policy will be reviewed annually and the key findings and proposed remedial actions
reported to and endorsed by the Element Board.
The Company recognizes and accepts its responsibility for providing a safe and healthy
workplace and working environment for all its Employees and currently operates a zero
tolerance policy.
This will be governed by the Company’s HSE policy
Refer company Intranet for further details
19.1 Zero Tolerance policy
In each facility there is a notice board containing:
• The Company Health & Safety Policy Statement
• Fire Procedures
• Plan of Building
• General information containing the names of Fire Officers and First Aiders
• H.S.E. Poster – What you should know
This will be governed by the Company’s Zero Tolerance policy
Refer company Intranet for further details
It is the responsibility of the Employee to take reasonable care for his or her own safety
and to make sure that his/her actions do not jeopardise the health and safety of others.
Further, each Employee has a duty to co-operate with the Company in making sure that
39
Health & Safety requirements are complied with. Employees will be asked to sign to say
that they have read a copy of the Health and Safety Manual.
All Employees have a duty to:
• Familiarise themselves with the Company Health & Safety manual.
• Work safely and efficiently (e.g. Employees are expected to keep tools and
equipment clean and surrounding work areas in a tidy condition.) Guards must
NOT be removed from Machinery – this is a disciplinary offence.
• Use protective equipment where necessary (e.g. in certain areas, employees are
required to wear protective clothing and footwear. This will be supplied by the
company and must be worn.)
• Report incidents that have led to, or may lead to, injury or danger including near
misses. (E.g. All Employees should know where the facility accident book is
located.)
• To follow Company Procedures and help secure a safer workplace.
• Help find the cause of accidents and help prevent others from happening.
19.2 First Aid
At all of our sites, there are appointed people trained in First Aid, and you should make
yourself aware of who these individuals are. If you are taken ill or injured at work, you
may be referred to a doctor or hospital for treatment. If you have an illness or health
condition that requires special treatment such as diabetes or epilepsy, you must tell your
Line Manager. Where deemed necessary and in consultation with the individual we may
inform other team members to ensure they are aware of what actions to take in an
emergency.
There is a first aid box on every site for the treatment of minor injuries. It is your
responsibility to know where it is located so please check this with your Line manager.
19.3 Fire and Emergency Procedure
On your first day, you will be informed of the procedure to be followed in the event of a
fire or other emergency. Make sure you know the procedure, alarm points, escape routes
and assembly areas. You must:
• Read the fire notices by each alarm point.
• Understand the alarm signals used at your place of work.
• Know where the alarm call points and fire exits are located.
• Know the location of fire extinguishers
• Know the locations of your fire and bomb assembly points.
40
• Keep the phone number of your store with you at all times.
• Ensure that your Manager has your up to date personal contact details.
19.4 Health & Safety – Eye Protection
In compliance with Health & Safety regulations Element will supply the following through
our agreed supplier –
• Basic Eye Test
• Safety Glasses
• Glasses for Employees using VDUs for extended periods of time
The Company will cover the basic cost (exact details will be provided on request). Anyone
wishing to upgrade their lenses or frames can do so at their own cost.
19.5 Infectious Diseases
Where an employee has contracted an infectious disease which has been diagnosed as
such and there is a possibility that other Employees may become infected, they must
report their condition immediately to the Company.
19.6 Security of Premises
Employees will at all times carry out their duties in such a way as to preserve the highest
level of security of the Company premises and equipment.
In particular, employees should use their best endeavours to ensure that only those
permitted to be present on site are on site and that access is denied to strangers.
Employees will report the presence of a stranger to their supervisor immediately.
All visitors must sign in at reception and should not be allowed to proceed beyond
reception unless escorted by an Employee. It is the Host’s responsibility to accompany
their visitor at all times during their attendance on site and to ensure they comply with
entry and exit procedures.
Under no circumstances should employees divulge any kind of information which would
enable unauthorized access to be gained to the site or part of it.
41
20 WHISTLEBLOWING - REPORTING AN ISSUE
Element insists on honesty, integrity and fairness in all aspects of its business and
expects the highest standards of professionalism and ethical conduct to be maintained in
all its activities. You are encouraged to report any suspected misconducted or wrongdoing
as soon as possible, in the knowledge that your concerns will be taken seriously and
investigated as appropriate, and that your confidentiality will be protected wherever
possible. You should not ignore your concerns.
In the first instance, you should raise any concern that any of Element's policies and
procedures has been breached with your Manager. Alternatively, if you believe that
Element's Competition Law Policy and Procedure has been breached, you should raise
your concern with the EVP Finance. If this is not appropriate, or your feel uncomfortable
raising the issue through normal internal channels or with Human Resources, then you
should report this to Safecall, our external whistleblowing hotline provider.
Safecall provides a 24 hour a day, 7 days a week service via a free phone number. When
contacting Safecall you will be put in touch with an operator who is trained to receive a
report about concerns in the workplace that you feel cannot be addressed in any other
way. Your call will not be recorded and calls received by Safecall will be treated
confidentially and, should you wish, guarantee your anonymity. Safecall can also be
contacted via e-mail at [email protected] or via the web
www.safecall.co.uk/reports
Once you have raised a concern, it will be dealt with fairly and in an appropriate way.
Element will support colleagues who raise genuine concerns in good faith under this
policy, even if they turn out to be mistaken. Colleagues must not suffer any detrimental
treatment as a result of raising a concern in good faith. If you believe that you have
suffered any such treatment, you should report it to the EVP HR or via the whistleblowing
procedure outlined above.
Refer company Intranet for further details
42
21 GENERAL GUIDELINES
21.1 Company Quality Manual
A copy of the Company Quality Manual will be made available on the company Intranet.
Every employee must read the manual and, at all times comply with and observe it in
whatever way it pertains to their role in the company.
21.2 Emergency Procedure
In the event of an emergency which affects clients and/or Employees, the relevant
Emergency Procedure will be implemented.
The objective is to ensure the welfare of clients and/or Employees at all times.
It is therefore imperative that employees are fully prepared for any eventuality.
21.3 Personnel File
A personnel file is set up for every employee. The file is strictly confidential and contains
as a minimum:
• Personnel details relating to the Employee; name, address, date of engagement,
date of birth, marital status and emergency contacts.
• Work and Salary history: a summary of job titles dates effective and
salary, copies of any correspondence with the regard to terms and conditions
of employment.
• CV and copies of qualification certificates.
• Copies of performance appraisals and any disciplinary/grievance records.
• Attendance record.
• Confidentiality Agreement
21.4 Employer’s Liability
The Company complies with the Employers Liability in accordance with the respective
National labour laws.
21.5 Retirement Age
Unless notified differently in the offer letter and Contract of Employment, the retirement
age is in accordance with the respective County’s Labour Law.
43
22 ANNEXURE
22.1 ANNEXURE 01: HOUSE RENT ADVANCE REQUEST
HOUSE RENT ADVANCE REQUEST
EMPLOYEE ID# DATE
B USIN ESS UN IT : | Regional | Dubai | Abu Dhabi | Oman | Saudi Arabia | Qatar | Bahrain | Warrington Fire | Singapore |
EMPLOYEE NAME
DEPARTMENT
MONTHLY HOUSING ALLOWANCE AS PER YOUR LAST PAYSLIP Currency
Currency
AMOUNT REQUIRED
PRPOSED DEDUCTION PERIOD From: to:
No: of Instalments
Instalment
Value
Please tick off appropriate column (✓) Include with current payroll: Required immediately:
EMPLOYEE SIGNATURE
HR BUSINESS PARTNER NAME
HR BUSINESS PARTNER SIGNATURE
Notes:
Instalment value cannot be exceeding the monthly house rent allowance
HR Business Partner must verify the employee number from HRNet before authorizing
Attach a copy of tenancy contract
Refer Element HRA advance policy if further clarification required
Amount
Amount
✓
44
22.2 ANNEXURE 02: AIR TICKET ADVANCE FORM
AIR TICKET ADVANCE REQUEST FORM
Date:
Amount:
Requester Details
Name : Emp. ID :
Department : Designation:
Date of Joining :
Leave Details
Annual Leave Period : Date From: / Date To:
Destination Airport :
Employee signature: __________________ Manager’s Signature: ______________
HR Business Partner signature: ______________________
Should the employment cease within the repayment period the employee will be liable to reimburse the
company with the full outstanding balance of the advance at that time
45