Probation & Confirmation Policy

VERSION 2.1
 D. B. Corp Ltd.
The information contained in this document is the property of D. B. Corp Ltd. and is privileged,
confidential or otherwise protected from disclosure. No part of this document may be
reproduced, stored in a retrieval system, or transmitted in any form or by means; electronic,
mechanical, photocopying, recording, or otherwise, without the prior written permission of D.
B. Corp Ltd. Legal action will be taken against any infringement.

D. B. Corp Ltd. Confidential

 Document Release Notice

Version Release Applicability Type of Changes Made Authorized By

Date W.e.f. Document

Policy on
Original
2.0 31-May-12 1-Jun-12 Probation & Rachna Kamra
Document
Confirmation

Revision in
2.1 15-June-15 15-June-15 Modify
Notice Period Rachna Kamra

Soft copy of this document would be available on the Intranet:

Link to Policies on Intranet is - http://10.51.6.1/> HR Section > Policy on Probation &

Confirmation
 Document Approval Matrix

Version Type of Document Reviewed By Approved By

Policy on Probation
2.0 National Editor, CHRO, State Managing Director
& Confirmation COOs/State Editors, Business Heads & Director
(Maharashtra & Jharkhand),
Corporate & State HR
Policy on Probation
2.1 Deputy Managing
& Confirmation CHRO
Director
2. Probation & Confirmation Policy

2.1 Objective
To lay down an efficient HR process of evaluating the performance of new joinees joining the
organization across levels.

2.2 Scope

All on roll full time DBCL employees come in the purview of this policy. The policy applies to all
employees working in any division, entity, subsidiary company of DBCL and Bhaskar Pub & Allied
Industries Ltd. (BPAIL).

2.3 Definition of Probation

Probation Period for an employee is the period when an employee joins an organization and is given
time to settle down and understand the way the organization works and he/she performs in the given
environment.

2.4 Policy Guidelines

i. Probation period for employees is as follows:-

Employees in M0 & M1 grades NIL

Employees below M1 grade 6 months
Ex-employees 3 months

ii. All employees below M1 grade shall be on probation up to 6 months from the date of their
joining the company. Upon joining, the Line or Reporting Manager shall share the
KRAs/Goal sheet with the new joinee & explain the performance metrics within 15 days of
completion of induction.

iii. Towards the completion of the probation period, the supervisor must conduct a Probation
Review and evaluate the performance of the employee on the criteria listed in the KRA
form/ Goal sheet and fill the Probation Review Form. HR must give the Probation Review
Form to the Line Manager 15 days prior to the confirmation date.

iv. The employee would be confirmed/not confirmed after the Probation Review post 6 months on
the immediate supervisors recommendation. The supervisor must hence initiate the
process of confirmation by writing to HR indicating the confirmation / deferment of
confirmation 1 week prior to the employee completing his/her probation period.

v. Post confirmation, within 1 week, employee is issued a Confirmation Letter by the HR stating the
confirmation of service and any changes in terms and conditions of employment.
Example: X is an E (M6-M8) grade employee and has completed 3 months in the organisation. As
per the policy, he needs to complete 3 more months and go through an evaluation by his reporting
manager before he gets confirmed.

vi. Extension of Probation An employees probation can be extended for a maximum period of 3
months under following circumstances:

a) Performance of the employee is not up to the expected standards [HR will work with
Line/reporting manager on a definitive Performance improvement plan (PIP) {as per the
PIP Policy} for the employee]. It is MANDATORY that the Performance Improvement
Plan (PIP) process is followed.

Or

b) There are issues with the behavior / discipline of the employee but there is evidence of
likely improvement with additional focus. The supervisor plays a key role in developing
& supporting the employee.

Note: However, if an employees performance is below expectations post completion of 3

months in the organisation from the date of joining, the PIP can be initiated as per the PIP
policy.

vii. Leave During Probation Period The employee will be entitled to avail only ML and CL from the
date of joining till the time he/she is confirmed. Once he/she is confirmed, he/she can avail
the PLs.

viii. Resignation/Termination Resignation/Termination process can be initiated if the employee

fails to perform as per the set expectations only after the PIP process is followed or there is
any discipline/conduct issue. The supervisor can recommend termination of the employee
either immediately after completion of 6 months of probation or after completion of 3
months of extended probation.

Note: The resignation/termination process on account of performance gaps CANNOT be

initiated without the initiation of a proper Performance Improvement Plan (PIP) in which a
structured plan for improvement of performance is shared with the employee.

ix. Escalation - In case of any disagreement between the employee and supervisor on the rating
and review, the employee can escalate the issue to the State Functional Head and State
COO/State Editor and Corporate Vertical Head (for Corporate employees), whose decision is
final and binding.

2.5 Separation of Employees

 For M1 & above, either party can terminate the services by giving a notice of 3 months or
basic salary in lieu of.

For M2 & M3 grades, either party can terminate the services by giving 2 months notice
or basic salary in lieu of.

For M4 & M5 grade, either party can terminate the services by giving 45 days notice or
basic salary in lieu of.

For below M5 grade M6-M8 (E1-E3), S & 0, either party can terminate the services by
giving 1 month notice or basic salary in lieu of.

2.6 Exception Handling

In case of any exceptions, the approval authority for the same is:-

Level Approval Authority

Unit Employees Unit Head/Unit Editor & State HR Head
State Employees State COO/State Editor/ Business Heads & State
HR Head
Corporate Employees Corporate Vertical Head & CHRO

2.7 Forms

Probation Review Form Pls refer to Annexure

Performance Improvement Plan Form Pls refer to Annexure
Confirmation Letter Pls refer to Annexure