RESONANCE EDUVENTURES PVT LTD.

HR/P/AL-1/09

POLICY GOVERNING ATTENDANCE

AND LEAVE
(Adopted July2009)

Resonance Eduventures Pvt. Ltd.

J-2, Jawahar Nagar Main Road,
Kota-324005, (Rajasthan)

Attendance & Leave Rules

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ATTENDANCE AND LEAVE POLICY
1.

Object
To establish an internal procedure for preparation of Attendance Statements, have control over
absenteeism of employees (Academic/ Non-Academic) and facilitate payment of salary/ wages.

2.

Scope
All the employees (Academic/ Non-Academic) of Resonance will be governed by provisions of
this policy

3.

Working Hours
All Employees (Academic and Non-Academic) shall work for a minimum of 48 hrs. per week at
the Institute excluding lunch break.
Academic staffs can devote more time than 48 hours, anything up to 60 hrs. per week at the
Institute.
working hours are as under:

Sl No.

Timings

Lunch Break

General

0930 to 1800 Hrs

1330 to 1400 Hrs

'A'

0600 to 1400 Hrs

No break

'B'

1330 to 2130 Hrs

No break

'C'

2200 to 0600 Hrs

No break

Functional Heads and above*

General

Flexible timings*

Academic (teaching faculty)

Total 8 hours notified

according to time table

Five slots of 90 minutes

each as per Annexure A.

Staff working at Help Desk

R-1

0800 to 1400 Hrs

No break

'R-2

1400 to 2000 Hrs

No break

Applicable for
Administrative staff

shifts

*Flexible timings permitted . However, they have to report for duty latest by 1100 Hrs.
(total duty hours shall be minimum 8 (eight).
Note: 1.

2.

Save as otherwise provided in these rules, the office timings may be changed/ modified
to suit the functional imperatives of the Institute. The faculty and teaching staff shall
NOT claim compensation for additional hours of work put up by them, except as
mentioned in this policy.
It is mandatory that all employees (Academic and non-Academic) shall mark their
attendance while reporting for duty in Attendance Register/Biometric machine, as the
case may be, and going back after working hours.

Attendance & Leave Rules

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3.

It should, however, be noted that working schedule shall not be a constraint for Noncompletion of assigned responsibility. All assigned responsibility must, however, be
completed by the stipulated time.
The time slots earmarked for classes at Kota are given at Annexure 'A. However,
time slots at other Study Centers may be decided as per conditions prevalent
thereat.

4.

5.

6.

Late coming
4.1

All employees are expected to report on duty exactly at their scheduled time; as
punctuality and regularity have considerable impact on their Annual Performance
Appraisal Report.

4.2

Although late coming is not encouraged, yet in exceptional cases, cumulative

late arrival up to 30 minutes on three occasions in a month, may be permitted.

4.3

Any late arrival after a total of 30 minutes in a month, would amount to loss of
half day Casual Leave, if in balance. In the event of C/L having exhausted,
day compensatory off (if permissible and available in balance shall be deducted.
In case Compensatory off has also exhausted, day pay shall be adjusted.

4.4

All such adjustments of day C/L and or compensatory leave on account of

late arrivals
may be got regularized by the employee by getting such leave
sanctioned from his HoD. Non- regularization shall, however, lead to cognizable
offense.

4.5

Habitual late coming shall attract disciplinary action.

4.6

Late arrival of Teaching staff (faculty) in the classroom is not permissible in any
case.

Movement out of office premises

5.1

Employees, who are required to go out of office for official duty, shall obtain an
Outdoor Duty Slip (ODS) duly signed by the competent authority. The OD slip
shall be handed over to the Administration Department before leaving the
premises of the Institution. A copy of the same shall also be handed over at the
gate and an entry shall be made in the OUT GOING REGISTER kept at the
Gate too.

5.2

Employees leaving the office for personal purpose, without approval/grant of

leave, shall be treated as Absent Without Leave (AWL) and will be liable to
disciplinary action including the loss of pay.

Absence Without Leave (AWL)

6.1

Attendance & Leave Rules

Absence Without Leave, particularly during the running Academic Session, is

an offence as per this policy. The employees of the Institute shall, therefore,
NOT ABSENT themselves without getting the leave sanctioned before it is
availed, particularly during the currency of the academic session. However, in
case of emergency including sudden sickness, any body's death etc; the
employee shall inform his/ her immediate reporting authority/ Departmental
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Head and seek his/ her permission for leave. This shall be followed by a written
request for regularizing the absence later.
6.2

7.

Working on Sundays/ Holidays/ after office hours

7.1

8.

In case an employee remains absent from the Institute for more than 07 days
without any information or sanctioned leave, he/she shall be considered as
WILLFULL ABSENT and it shall be presumed that he/ she is not interested in
the job and he/she will be considered as having abandoned the services
willfully, which shall ultimately amount to his/ her removal from the services of
the Institution.

Any employee may be called upon to work beyond the stipulated hours of work
and/or any Sunday/Holiday, to meet specific job requirement. All employees
shall strictly obey such calls of the Institute. Evading such calls/responsibilities
shall be considered indiscipline and appropriate action will be taken against him/
her.

Admissibility of LEAVE
8.1

Casual Leave (CL)

I)

Casual leave is a leave which can be availed at any time to meet

emergent/ unforeseen and occasional reasons by an employee. It shall,
however, be got sanctioned in advance unless unavoidable.
(HODs/ FHs/ Directors are the only authority to sanction leave over the
telephone.)

Attendance & Leave Rules

ii)

Total eight (8) days Casual Leave is admissible to an employee during

one full academic session (1st April to 31st March).

iii)

One CL is accrued for every one and half month of service in the
Institution. Hence, during first year of joining service of the
Institution by an employee, Casual Leave will be permitted
proportionately on accrual basis.

iv)

After completion of one full year's service with the Institution, eight days
CL may be credited to employee's CL account on 1st April each year.

v)

Not more than three days CL, limited to the availability of balance in his
CL account, whichever is less, can be availed at a time by an employee.

vi)

CL can be availed for even half a day.

vii)

CL cannot be accumulated. It shall lapse at the end of the academic

year (31st March every year).

viii)

Generally CL should also be availed after getting sanctioned or prior

permission, but in peculiar circumstances it may be got sanctioned after
availing. However, proper communication has to be made either to the
HoD or any colleague of the Department for remaining on CL.

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8.2

Sick or Medical Leave (SL)

I)

Total six days Sick Leave is permissible to an employee in an academic

year for his/
her own sickness. It shall not be admissible for
attending to any sick members of his family.

ii)

One day's Sick Leave is accrued after working for two months by an
employee.

Iii)

During first year of joining service of the Institution, Sick Leave will be
admissible on proportionate accrual basis.

iv)

The employee can either avail 06 days SL on full pay or 12 days SL on

half pay.

v)

Three days SL may be granted at a time without Medical Certificate. SL

beyond three days has to be supported by a Medical Certificate from an
Authorized Medical Attendant.

vi)

Sick Leave can be accumulated up to 12 days i.e. for a period of two

years. SL for more than twelve days will automatically lapse. Sick
Leave cannot be encashed.

vii)

Sick Leave admissible as per ESIC Act will be regulated under the
provisions of ESIC Act.

NOTE:

CL/SL/EL shall be got sanctioned by the competent authority on the prescribed form. All
leave applications shall have the endorsement of the Administration Department indicating
the days of leave availed/ days of leave in balance. All applications duly approved shall be
submitted to the Administration Department before proceeding on leave. Non-compliance
may lead to a person being marked absent.

8.3

Compensatory Off (C.O.) :

Attendance & Leave Rules

I)

Non-academic staff up to Sr Executive's level except front line,

who were detained or called upon for work beyond their normal hours of
work, Sundays and/or other holidays, are eligible for Compensatory Off.

ii)

The compensatory off should generally be availed off within the same
month or the month following in which the extra work was done.

Iii)

The compensatory off is not allowed to be availed or carried forward

beyond two month.

iv)

Over time: is the time for which an employee, non academic category front line only, has actually worked beyond his/her normal hours of
work for the Institution, either on normal working day, Sunday or on any
other Holiday.

v)

Front line staff who were asked to work beyond their normal working
hours, will be paid overtime amount at double the rate of average
monthly wages for the hours of over time work done during the month,
along with the salary for the following month.
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vi)

Over time is paid in terms of money as under:

Sl No

Category of
employees

For period worked beyond scheduled

working hours, Sundays, holidays

Front line

For exact number of hours worked extra

Rate of overtime
At double the rate of wages paid for normal
working hours.

Note: No employee, who is eligible for Compensatory off/Overtime at their place of work
(HQs), will be paid any overtime/compensatory off, as the case may be, while on
official tour away from his/her Head Quarter
8.4

Attendance & Leave Rules

Earned Leave (EL)

I)

Earned Leave (EL) is the leave earned by an employee after having

worked for at least 240 days during the previous academic year
(1st April to 31st March)

ii)

Earned Leave (EL) in the first year (any time between 1st April to 31st
March ) of joining the services of this Institution by an employee, shall
be proportionately credited to his/her Earned Leave (EL) account, in
the beginning of next academic session, at the rate of one leave for
every twenty days of working.

Iii)

Earned Leave (EL) can be availed off only after it has been earned and
credited to the employee's Earned Leave (EL) account.

iv)

Earned Leave (EL), of not less than three days, can be availed off only
three times in a year.

v)

EL should be applied in a prescribed Leave Application Form generally

one month in advance. Requests made less than seven days in
advance may not be entertained.

vi)

The Leave Application form should be sent to Administration

Department duly recommended by the immediate superior and
sanctioned by the authorized sanctioning authority.

vii)

Sundays and other holidays falling in between the leave period shall be
counted towards earned leave. However, any prefixed and/or suffixed
closed holidays/ Sundays will not be counted towards the number of
Earned Leave.

viii)

EL should generally be availed during winter/summer breaks. It shall not

be admissible during the running academic session except in case of
Emergency. However, all other conditions as stated in the preceding
paragraphs shall apply.

ix)

Earned Leave (EL) can be accumulated up to fifty days. EL more than

fifty days may be encashed.

x)

EL encashment may, however, be permitted in the case of

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hospitalization, marriage of self/member of
family or for any other
emergency, even without maintaining a minimum balance of fifty
days EL , at the discretion of EL sanctioning authority.

8.5

xi)

Encashment of EL is also permissible to employees leaving the

Institution on retirement/resignation/death/, due to his/her credit
(accrued and unavailed) to a maximum of fifty days.

Xii)

Encashment of leave will be taxable as per Income Tax Rules in force.

Maternity Leave
Maternity leave to female employees shall be granted as per the Maternity
Benefit Act 1961 or Central/ State Government rules, whichever is adopted. The
leave shall become applicable only after completion of the probation period.

ABSTRACT OF LEAVE RULELS

1.

Leave is a privilege and not a right. It is earned as soon as one joins the service, and does not
automatically become admissible. No form of leave is generally considered admissible till an
employee has completed minimum ONE year's service. No leave can be availed till it has
been sanctioned formally, or approval taken verbally from the sanctioning authority.

2.

However, keeping various practices in view, following leave rules have been framed. The leave
admissibility in respect of all the staff members (except the casual employees) shall be as
under:
Type of Leave

Annual Admissibility
(days)

Casual Leave (CL)

08 days

Maximum
Accumulation
(days)
NIL

Sick Leave (SL)

06 days

12 days

Earned Leave (EL)

18 days @ one day

on working for 20 days

50 days

Maternity Leave (ML)

As per Maternity Leave

rules

NA

Remarks
Balance of un availed C/L
lapses at the end of the
academic year.
For more than Three days SL
Medical Certificate is required
Can be availed @ 5 days
during winter and 13 days
during summer only.

3.

The leave year is the academic year viz 01st April to 31st March.

4.

Leave cannot be availed in advance, except under special circumstances or in case of

emergency. All leave thus availed should be fully regularized by a written application.

5.

On severance of service, if an individual has availed Annual Leave/ Casual Leave in excess of
his entitlement, recovery of pay equivalent to that period shall be made at the time of settlement
of his final accounts.

Attendance & Leave Rules

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6.

In the event of an individual who has resigned from the service of the Institute, Earned Leave
(EL) shall not be allowed to be availed during the notice period. However, Casual Leave (CL),
Sick Leave (SL), if any due to his credit, may be availed during the said period.

Note:a)

Management reserves the right to change the Rules & Regulations regarding Leave,
Compensatory Off, Overtime and Weekly off at any time.

b)

Any falsification or violation in the above rules & regulations by any employee
(Academic/ Non-Academic) will amount to gross indiscipline & may result to further
disciplinary actions against him/her.

Attendance & Leave Rules

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ANNEXURE 'A'

Time Slots for Academic Session 2009-10 (at Kota) is as under

Session
Slots
Timings
S1
08:00 AM to 09:30 AM
Morning Session
S2
09:45 AM to 11:15 AM
S3
11:30 AM to 01:00 PM
S4
03:00 PM to 04:30 PM
Evening Session
S5
04:45 PM to 06:15 PM
S6
06:30 PM to 08:00 PM

Attendance & Leave Rules

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