Silver Oaks Schools & College People Management Policy PDF

Silver Oaks Schools & College Module 3 People Management Policy 16  Silver Oaks Schools & College POLICY FOR APPOINTMENT TO EXTENDED INSTITUTIONAL POLICY ADVISORY COMMITTEE (EIPC); EXTENDED MANAGEMENT TEAM (EMT); & SPECI...

Silver Oaks Schools & College Module 3 People Management Policy 16  Silver Oaks Schools & College POLICY FOR APPOINTMENT TO EXTENDED INSTITUTIONAL POLICY ADVISORY COMMITTEE (EIPC); EXTENDED MANAGEMENT TEAM (EMT); & SPECIAL PURPOSE COMMITTEES (SPCs) / MATRIX TEAMS PLATFORMS 2023-24 In a fast-growing and evolving institution, it is not possible for one small group of top leadership to effectively oversee, manage, analyze, re-engineer and change interlocking and interdependent aspects of organizational management effectiveness. Conversely, as a matter of organizational management POLICY, an organizational management framework is formally instituted. Our organizational management framework has 3 pillars: (1) Policy; (2) Process; (3) Accountable Executive/s. Policy: Governance is directed by policy, for multiple areas of organizational management. The 5 CATEGORIES of Policy areas: (1) People Management Policy; (2) Curriculum Planning & Assessment Management Policy; (3) Pupil Management Policy; (4) Administration Management Policy; (5) Information Management & Communication Policy. Process: Each policy, for consistency in accurate implementation, requires that a set of processes work in harmony in order to deliver the targeted outcomes. As a matter of policy, each process is required to be documented: (a) independently as a process; (b) as a clog in an intertwingled wheel comprising of multiple processes originating from different policies to achieve delivery of defined outcomes. Accountable Executive/s: Policy & processes are developed for the purpose of effective execution, where responsibility for execution, through the approved processes, guided by applicable policy, is the responsibility of a single accountable executive overseeing a TEAM that comes together for achieving the desired outcomes. Teams within a Campus or a Cluster or a singular function are well defined and conventional hierarchical roles are relatively easily understood. However, in this organization, in addition to hierarchical functional roles and responsibilities, a formal structure is now in place which allows for cross-campus, cross-function, cross-level SPC/MT teams to be formulated with an Accountable Executive for delivering the objectives of that TEAM and INDEPENDENT of the members’ other responsibility, functional reporting line or organizational “seniority” level. Membership of each PLATFORM i.e. EIPC, EMT & SPC/MT is determined on the basis of the combination of organizational special-purpose need, an employee’s skill-set / unique perspective or as part of CPD (to expand exposure) for an employee. MEMBERSHIP WILL NOT BE DETERMINED ON THE BASIS OF CURRENT ROLE, SENIORITY, LINE MANAGER SPONSORED NOMINATION OR SELF-NOMINATION. Tenor of each committee/team and its membership composition can range from specified time period to achieve a defined target in a particular timeline or a permanent platform with changing membership. Notwithstanding the purpose of the platform, membership of EVERY member will be reviewed, at a minimum, annually, based on performance and effectiveness as a member of THAT platform. Appointment to each platform is solely made by MD, who will seek advice & input, in the manner and on a format, from one or multiple advisory members, as is deemed fit. Self-nominated efforts to lobby for a person’s membership to a platform will not only be disregarded but will also be treated as “nepotism”. When advice or input is sought, clear criteria will be given by MD for providing evidence-supported arguments & data to facilitate effective decision making. Half-cooked, heresy-based & unverified information MUST NEVER BE PRESENTED. Current platforms approved for Organizational Management Effectiveness are: (a) Extended Institutional Policy Advisory Committee; (b) Extended Management Team; (c) Special Purpose Committees / Matrix Teams: 1) Academic Planning Preschool; 2) Academic Planning Primary & Middle School; 3) Board Planning & External Affiliations Matrix Teams; 4) Event Management Matrix Team; 5) New Initiatives & Sourcing Matrix Team; 6) Transformation Matrix Team; 7) Security Performance Matrix Team; 8) Administrative Execution & Planning Team; 9) Media Coordination Matrix Team; (d) Hiring Committee/s; 10) Disciplinary Hearing Committee; 11) Financial Applications Review Team; 12) Standard Operating Procedures (SOPs) Review Committee; 13) Academic Oversight Audit Committee (for Campus Head KPI performance determination); 14) HCD Execution & Behavior Leadership Audit Committee (for Campus Head KPI performance determination). Any addition to / deletion from the SPC/MT platform will be formally notified, as and when required. Members of the approved platforms will, collectively, be referred to as the “ORGANIZATIONAL MANAGEMENT 17  Silver Oaks Schools & College TEAM” (OMT) and will be separately identified. In order to become and remain a member of OMT or remain in the broader Organizational Leadership Team (DCHs, HMs, SMs, Administrators, HCD Coordinators, CP Teams Members, and Support Function Team Leaders), it will be MANDATORY TO PASS AN ASSESSMENT TEST designed to check a thorough understanding of this “PEOPLE MANAGEMENT POLICY” guiding governance principles of the organization. HIRING POLICY FOR 2023-24 Any hiring undertaken or proposed without following or completing the documented process, in letter and spirit, will be deemed as “exposing the organization to disrepute” (willful neglect or oversight) and will attract the following mandatory penalties for the hiring line manager: (1) If the employee has started working without a valid process being completed, salary due to that employee X 2 will be deducted from the hiring line manager’s salary and salary due to that employee will be deducted from the functional head’s salary. (2) If a prospective employee has been advised a salary (verbally) or has been communicated a salary level outside the approved Salary Grid, the violating line manager will be imposed a FINE equivalent to the excess salary amount X 12 with a minimum of Rs. 5000 fine (whichever is higher) for bringing the organization into disrepute. (3) The employee will NOT be hired at the verbally communicated salary and will be given the option to receive advised salary for working days and leave or accept the salary and continue. This conversation will be undertaken by the FUNCTIONAL HEAD and outcome of the conversation will be communicated, in writing via email, to Head of HR (COCO) & HROM under copy to MD. (4) The Hiring Manager will receive a RED WARNING letter, issued by HR (COCO), to be delivered through the Functional Head while placing the warning letter on the employee record; (5) 2nd RED warning letter to any employee will lead to commencing automatic termination under “Disciplinary Proceedings”. Employee Contracts will be created by HROM and can only be issued by Head of HR (COCO). Contracts will be approved and signed by Head of HR or MD. In an issued contract, if there is any mistake (i.e. joining date; role description; starting / salary date; probation period; employee name; typos), a MANDATORY fine of Rs. 500 & Rs. 1000 per mistake will be imposed on creator and issuer respectively – the contract will need to be re-issued. If a salary amount mistake has been made in the issued contract, Rs. 3000 and Rs. 5000 fine will be imposed on the creator and issuer respectively – the contract will need to be re-issued. If a mistake in a contract has been made, and it is hidden / amended subsequent to issuance, without declaring the mistake, it is violation of the “integrity” principle and Rs. 5000 fine will be imposed on the creator and issuer. In addition, a RED WARNING letter, will be issued by MD. 2 nd RED WARNING letter will lead to commencing automatic termination under “Disciplinary Proceedings”. Mistakes made in an employee contract will be reported, in writing via email, by the identifying person (including Head of HR (COCO) or HROM if the mistake has been self-identified), to MD while copying HR (COCO) & HROM. It is the responsibility of the hiring manager to: (1) inform a prospective employee about the applicable People Management Policies and work hours, as given in the officially approved “People Management Policy Manual” for the Academic Year and seek agreement, through signature on the applicant form that identifies the applicable policies and refers to the Policy Manual, to the policies before commencing pre-service training at the Campus; (2) ensure that the employee has a completed and awarded degree with a minimum of 16 years of education (Fresh Graduate) or 14 years of completed education (old 2-year Undergraduate Degree) with 2 years of full-time experience to be considered eligible for hiring as a Teacher; (3) seek a declaration from the 18  Silver Oaks Schools & College prospective employee if he / she is a blood relative (sibling / cousin / in-law) of any named leadership team member, and record that on the applicant form. Hiring (externally) or promotion (internally) for a named Academic Execution Team Leadership Position (Campus Head, Deputy Campus Head, HM, SM, Administrator, HCD Coordinator and Members of Curriculum Planning Team requires: (a) Internal or External Job Watch; (b) Internal Application from the applicant sent to be sent to HROM (with CV) with copy to Head of HR (COCO), where support from the Line Management is not required at the application stage; (c) Short-listing will be done by Head of HR (COCO) of the external CVs and internal candidates against role requirements, as given in the Job Watch. If the applicant is short-listed, candidate and line management will be informed about the interview date & time; (d) Interview PANELS will comprise of: 2 Principals and Head of HR (for Academic Positions); 1 Principal, Head of CP Team & Head of HR (for CP Role); Campus Head, Principal & Head of HR (for Administrators & Administration Managers at Senior Campuses); (e) Campus Head or HM role or Senior Campus SM & Administration Manager requires a 2 nd step interview with MD for approving the candidate selection. Other roles require meeting with MD for welcoming to the leadership team within the 1st two weeks of promotion / appointment and no later than the first month of appointment. Meeting will be scheduled by Head of HR (COCO). Once a candidate has been selected, contract issuance process would commence for formal acceptance. Contract for Change of Role has a mandatory pre-service / in-service CPD plan. Hiring of Teachers requires: (a) CV with filled applicant form as a pre-requisite for 1st interview; (b) 1st in-person interview with Campus Head; (c) In-person observation by Campus Head AND relevant SM/HM (where applicable); (d) 2nd in-person or skype interview with Principal, based on Campus Head interview & observation notes; (e) Skype interview with Chief Organizational Competency Officer; (f) Pre-service Training Assessment and a score of 80% or above in each Module to be issued an employment contract. Re-testing if the score is less than 80% in ONE module only. Employment contract to be issued only after assessment is cleared. If the employee does not clear assessment of 4 modules in one attempt and the non-cleared module in 2nd attempt, candidate to be released; (g) Completed in-service CPD plan is MANDATORY for employment confirmation and classifying an individual from a probationary to a confirmed employee. Role requirements for Leadership Roles’ Job Watch, will be pre-agreed, will be with HR, and included in the JW advertisement. If a deviation, after conducting the interviews, is considered unavoidable, it will: (a) need to be recommended UNANIMOUSLY by the Selection Committee; (b) be approved by MD. For positions that require External Job Watch / Advertisement, the Role Advertisement with regard to JD / Requirements will be initiated by Head of HR (for content) and will be specifically approved by MD, before placement. All submitted CVs / job requests, via walk-in or electronic submission, made to the organization are to be treated as a “Job Application”. ALL Job Applications are required to be logged centrally with HR (via HROM) and in the Application Database BEFORE they can be considered eligible for consideration. Temporary Hiring, for any period, paid or for an unpaid internship, is governed by “Temporary Hiring Process”. Confirmation of staff, hired on probation, is mandatory for availing benefits associated with movement from contractual to confirmed employees and be governed by the “Confirmation Process”. Contract Freeze Policy 2023-24 An employee who has completed 5 years or more can freeze his/her contract. The three reasons under which contract freeze will be permitted are ‘health’, ‘marriage’, and ‘relocation’. 19  Silver Oaks Schools & College The maximum allowed time for a ‘contract freeze’ is 24 months from the date of leaving. For example, an employee leaves in June 2024, the maximum contract freeze period allowed will be till June 2026 and so on. However, this extension cannot exceed a point that leads to the start of a new academic year. For example, an employee leaves in March 2024 and 2-year period ends in March 2026, the maximum extension allowed will be till June 2026 i.e. before start of the next academic year 2026-27. During the frozen period, the employee cannot join any other organization to avail of this facility. LEAVE REPLACEMENT / TEMPORARY HIRING POLICY FOR 2023-24 Replacement hiring for Teachers, under temporary contract, is mandatory to cover for maternity leave or Hajj leave or medical leave (beyond 15 days outside any holiday / vacation period). Maternity replacement hiring will be for a period of 8 weeks – one week prior to the employee proceeding on maternity leave in order to ensure proper hand-over & training and one-week post-return for effective take-over. Hajj replacement hiring will be for the period of absence (outside of vacation period) plus 2 weeks i.e. one week prior to leaving (for Hajj) and one week after returning. Medical replacement hiring will be essential if the leave period extends beyond 15 days with a minimum period of hiring to be 25 days. The hiring will convert into permanent replacement after one month of medical leave for which full Hiring process will apply Iddat replacement hiring will be for the period of the absence of the staff member. It will be depended on the availed month/s by the staff member. Replacement hires will be: (a) paid at the daily rate applicable for the role (with unpaid holidays i.e. monthly salary for 30 days and paid for 25 working days or pro-rated); (b) will be interviewed by the Principal & Head of HR (COCO), with CV & NIC, before appointment and being issued a temporary contract; (c) will be paid on the last working day of the temporary contract period, via named cheque. If a cheque cannot be issued owing to lack of availability of NIC, special approval for cash payment needs to be obtained. RE-HIRING OF EX-STAFF MEMBERS POLICY FOR 2023-24 Staff who have left the organization must submit: (a) Cover letter detailing the reasons for leaving the organization; period of service; last line manager; last Functional Head; (b) Current CV; (c) Filled Applicant Form, to HROM (like all external applicants). HROM to review the application, identifying if the staff member left during or at the end of an academic year and through checking black-list. HROM to seek formal reference input from last line manager & Functional Head. Following receipt of acceptable references, HROM to refer the case to Head of HR (COCO) for declaration of “Eligible for Rehiring”. Subject to eligibility, conventional Hiring Process to apply. BLACKLISTING POLICY FOR 2023-24 Blacklisting will have the following comment categories: 1) Breach of Contract - Job in another Institution; 2) Breach of Contract - Personal Reasons; 3) Code of Conduct Breach - Disciplinary Termination; 4) Professional Incompetence Termination. These comments will be entered in the system by Head of HR (COCO) at the time of signing off the Exit Form. HROM will give positive affirmation / confirm before Head of HR’s (COCO) interview that the candidate in NOT on black list. Both Lists (Exit List & Blacklist) will be in the custody of HROM (HR Functional Responsibility) and will be updated on every exit by HROM in the HR System Employee Record as well as on the list. Black list will be kept in a folder and will be shared (right of review/access) with all IPC Functional Heads. IPC Functional Head will check any ex-Oakian staff proposed for re-employment by the Campus Head or any other staff member before proceeding / recommending any further. 20  Silver Oaks Schools & College PROMOTION, ROLE CHANGE, NEW ROLE & REPLACEMENT POLICY FOR 2023-24 Any change in role involving change in salary is a “Promotion” and is governed by “Promotion Process”. Any change in role involving change in Job Description or Work Location, without change in salary is governed by “Change in Role Process”. Any role that previously did not exist and has been created and being added as a permanent head count is governed by “New Role Requisition Process”. Any role where staff member has left is governed by “Exit Compliance” & “Replacement” Processes. All staff changes that involve change of role or promotion are communicated through a formal “New Appointment Letter” with effective date, amendments to the role responsibilities, contractual obligations, and required corresponding CPD needs for the role. No appointment can be made for a revised or new role without the formal “New Appointment Letter”. If so made, without the formal process being complete, all Line Managers in the chain will be imposed a FINE equal to 2- day salary (for first breach) and will be issued a RED-NOTICE for disciplinary hearing on the 2 nd breach. Disciplinary hearing protocols and process, following a RED NOTICE, will apply. SM ALLOCATION THRESHOLD GUIDANCE POLICY FOR 2023-24 1) Campus Head will double-hat SM responsibility until a single stream campus has 200 students, when an SM will also be appointed in addition to the Campus Head. 2) If a campus has two or three streams, 1st pre-school stream SM will be appointed when campus strength reaches 150, 2nd primary SM will be appointed when the campus strength reaches 250 and third middle school stream SM will be appointed when that stream strength reaches 50 and campus strength exceeds 300. APPROVED VARIABLE WORKING HOURS 2023-24 OFFICIAL WORKING HOURS (SUMMER) Staff Monday-Thursday Friday Saturday Teachers 07:20-02:30 07:20-01:30 07:45-2:15 (Pre/Primary/Middle/ Secondary/College/IGCSE) Leadership 07:15-03:15 07:15-01:30 07:40-03:00 Guardian 07:00-03:30 07:00-01:45 07:30-03:15 OFFICIAL WORKING HOURS (WINTER) Staff Monday-Thursday Friday Saturday Teachers 07:35-02:45 07:35-01:30 07:50-2:15 (Pre/Primary/Middle/ Secondary/College/IGCSE) Leadership 07:30-03:30 07:30-01:30 07:50-03:00 Guardian 07:20-03:45 07:20-01:45 07:35-03:15 DULL DAYS WORKING HOURS (SUMMER / WINTER) Staff Monday-Thursday & Friday Saturday Teachers (All Streams) 08:00-02:00 08:00-01:30 Leadership 07:45-02:15 07:45-01:30 Guardian Staff 07:30-02:30 07:30-01:30 RAMADAN TIMINGS (SUMMER) Staff Monday- Saturday Teachers (All Streams) 07:20-01:30 Leadership 07:20-01:40 Guardian 07:20-01:45 21  Silver Oaks Schools & College PTC (WINTER / SUMMER) Staff Saturday Teachers (All Streams) 07:45-02:30 Leadership 07:30-03:00 Guardian 07:15-03:15 PTC TIMING FOR PARENTS: 8:30 to 1:30 (WINTER / SUMMER) CAMPUS SALARY MATRIX 2023 – 24 Teaching Faculty (Preschool/Primary/Middle) – ALL CAMPUSES Category Stream Remuneration Trainee Teacher Pre-School 18,000/- Class Teacher Pre/Primary School 20,500/- Subject Teacher/Art Teacher Pre/Primary School 20,000/- Class Teacher Middle-School 22,500/- Subject Teacher Middle-School 22,000/- Secondary School – ALL CAMPUSES Masters / No Experience (Secondary) 28,000/- Up to 2-years’ Experience (Secondary) 30,000/- 2+ to 4 years’ Experience (Secondary) 32,000/- 5+ years’ Experience (Secondary) 34,000/- COLLEGE / IGCSE Less than 3 years’ Experience 34,750 Between 3 to 5 years’ Experience 38,000 5 years and above Experience 41,000 Visiting Faculty 500 per hour Visiting Faculty: Hourly rate with work hours to be agreed & approved on working plus checking hour basis. Leadership Roles Administrators 25,000/- Administration Manager 30,000/- HCD Coordinator (Primary) 25,000/- HCD Coordinator (Middle) 26,000/- HCD Coordinator MS/Sec (G6-8) 27,000/- HCD Coordinator Secondary (G9-10) 28,000/- SM (Pre/Primary School) / CP Members 27,000/- SM (Middle School) 29,000/- HM / DCH / SM (G 6-8) 36,000/- Junior School / Existing Campus Head 37,500/- (Community) Campus Head (ICC) / New Start-up CH 40,000/- HM / SM Secondary (G9/10) / College 45,000/- 22  Silver Oaks Schools & College CAMPUS HEAD COMPENSATION RULES 2023-24 Under the compensation & accountability structure implemented since 2017, Campus Heads (& Principals) are fully responsible & accountable for execution quality and outcomes: 1. Compensation, reward & reprimand formulas are variable on account of size of the campus, student numbers, leaving & joining students, leaving & joining staff, and diligence in execution of responsibilities and attention to detail (or lack thereof) will have a direct financial consequence for the Campus Head (as well as other EIPC Members); 2. Compensation Model: Campus Head salary (& increment) is determined through the following formula: (1) Rs. 37,500 (Base Salary for campus of up to 100 students); (2) Rs. 1,250 additions per 25 students for the next 100 (i.e. Rs. 38,750 for 125 students & Rs. 40,000 for 150 students; Rs. 41,250 for 175 students; Rs. 42,500 for 200 students); (3) Rs. 750 will be added for every 25 students after that so 225 students would mean a salary of Rs. 43,250 & 250 would mean Rs. 44,000 and so on; (4) Change in salary would occur in the month that the round figure is achieved so if a campus has 214 students in March the salary for March would be 42,500 but if this number changes to 225 on May 8, the salary for May would increase to be Rs. 43,250 – annual increments are NOT applicable for Campus Heads; Student numbers and parent satisfaction drives campus head compensation; (5) Performance will determine role change from bigger to smaller, Vice versa or non-campus head roles or termination – this is to incentivize aspiration to be considered for bigger roles; (6) New Campuses: Campus Head of a New Campus launched by the school will start at Rs. 40,000 (Existing City) and will be expected to achieve 50 admissions in Year 1. Additional admissions will attract salary based on the formulas given above i.e. addition of Rs. 750 per 25 students (the higher start salary is to indicate the skill / confidence needed to launch a new campus); (7) Campus Heads for SSC Board Classes will have a base salary of Rs. 52,500 plus Rs. 1000 per 25 students in Grades 8/9/10 and Bonus for Grade 9 & 10 results; Campus Head IGCSE will have a base salary of Rs. 52,500 plus Rs. 50 per student in IGCSE Grades 8, 9 & 10 (IG 3, 4 & 5). CH of campuses up to Grade 8 will have a base salary of Rs. 40,000 plus capacity allowance as applicable for Junior School till Grade 8. Grade 9 onward oversight is dual with dedicated resource for Grades 8-10. (8) Campus Head/s for HSSC/SSC joint Board Classes will have a base salary of Rs. 57,500 plus Rs. 1000 per 25 students in Grades 8/9/10/11/12 and Bonus for Grade 9 -12 results; (9) Administrators, reporting to Campus Head, are paid Rs. 100 per registration (for registration form entry). However, conversion and retention of students will impact Campus Head compensation. Therefore, Campus Heads must conduct parent-communication themselves to have an influence on this process; (10) Within the oversight of a Campus Head, SM & HM have no difference in responsibility. The HM title represents higher SM responsibility reflected by 300+ plus students’ / Board grades under management. BONUS RULES FOR DIFFERENT CATEGORIES OF STAFF / BONUSES 2023-24 Campus Heads: Top 3 performers, based on each Term’s KPI (Key Performance Indicator) Report will be paid a performance bonus equivalent to ONE-MONTH salary; 20-day salary & 10-day salary respectively. 100% Attendance: Bonus for this will be awarded to all staff members not taking any personal leave or short leave or late arrival in the full academic year – 9-day salary equivalent amount will be paid as “Bonus Award” in addition to encashment of salary for 9 days (6 Full Days of personal plus 6 Half Day & 3 Short Leaves). 23  Silver Oaks Schools & College Performance Bonuses & Awards (General): Bonus will be awarded to people in different categories of staff i.e. Teachers; Administrators; Curriculum Planning; Central Support & Service Functions on the criteria set for the period (on advice from EIPC and as approved by MD). Loyalty Award Bonuses: Loyalty Award bonus will be awarded to employees completing 10, 15, 20, 25, 30 and 35 years in the organization.  10 Years: 10,000 plus 10-days' salary  15 Years: 15,000 plus 15-days' salary  20 Years: 20,000 plus 20-days' salary  25 Years: 25,000 plus 1-months' salary  30 Years: 30,000 plus 2-months' salary  35 Years: 35,000 plus 3-months' salary SECONDARY / COLLEGE / IGCSE BOARD RESULT BONUS AWARD FORMULA 2023-24 SSC Teachers: Base bonus: Rs. 22,500 (at 85%); 85.1%-89.9% - plus Rs. 2,500; 90%-94.9% - plus Rs. 5,000; 95%+ - plus Rs. 10,000; B/B+/B++ Grade (70% - 84.9%) = No Deduction; C Grade (60% - 69.9%) = Deduction of 1,250 on every C Grade If a single pupil falls below 60%, there will be no bonus. Grade In Percentages A++ 95% to 100% A+ 90% to 94% A 85% to 89% B++ 80% to 84% B+ 75% to 79% B 70% to 74% C 60% to 69% D 50% to 59% E 40% to 49% U Less than 40% HSSC Teachers: Base bonus: Rs. 25,000 (at 85%); 85.1%-89.9% - plus Rs. 5,000; 90%- 94.9% - plus Rs. 10,000; 95%+ - plus Rs. 15,000; B/B+/B++ Grade (70% - 84.9%) = No Deduction; C Grade (60% - 69.9%) = Deduction of 1,250 on every C Grade If a single pupil falls below 60%, there will be no bonus. Grade In Percentages A++ 95% to 100% A+ 90% to 94% A 85% to 89% B++ 80% to 84% B+ 75% to 79% B 70% to 74% C 60% to 69% D 50% to 59% E 40% to 49% U Less than 40% Teachers IGCSE: Base bonus: Rs. 22,500 (100% A*/A/B); every A* = plus Rs. 750 per pupil; every A = plus Rs. 500 per pupil; Every B = Nil; Every C = Deduction of Rs. 500; D = Deduction of Rs. 750; U = No Bonus. Subject distinction bonus = Rs 22,500 TEACHERS ELIGIBLE MUST HAVE TAUGHT THE BOARD CLASS FOR THE FULL ACADEMIC YEAR. 24  Silver Oaks Schools & College Campus Head of Secondary/College: Base bonus: Rs. 35,000; Overall Average: 85.1% - 89.9% = Plus 5,000; Overall Average: 90% - 94.9% = Plus 10,000; Overall Average: 95%+ = Plus 15,000; C Grade (60% - 69.9%) = Deduction of 1,000 on every C Grade; D Grade (50% - 59.9%) = Deduction of 1,250 on every D Grade Position in board= Plus 30,000 (per position) If a single pupil falls below 50%, there will be no bonus. Private Pupils: Deduction on B++ A* (90%+) = Deduction of 1,500 on every A+/A++ A (85%-89.9%) = Deduction 1,000 on every A Campus Head IGCSE: Base Bonus: Rs. 35,000; every A*= Plus 500; every A = Plus 250; B = Nil; C = Deduction of 250 on every C grade; D = Deduction of 500 on every D grade; U = No Bonus Distinction: 10,000 HM Secondary: 60% of the CAMPUS HEAD BONUS LEVEL. Board Coordinator: 10% of ALL CAMPUS HEADS. Principal: 40% of ALL CAMPUS HEADS. EDUCATION BENEFIT POLICY 2023-24 (1) Applicable to staff ONLY after completing the hiring ACADEMIC YEAR (not probation service), New Geographies can avail this benefit for FIRST CHILD soon after the appointment; (2) Admission test MUST be cleared for facility commencement; (3) Promotion of the pupil is MANDATORY for the facility to continue the following year; (4) Policy advised herein is firm – NO deviations should be sought or will be approved; (5) Facility level differs across levels within the organization, the applicable policy is a privilege extended to employees at the sole discretion of the organization, not an employee’s right, and is subject to change at any time. Current policy is given as under: EXECUTIVE STAFF CHILDREN EDUCATION BENEFIT FACILITY Unmarried Staff’s 1st Child Leadership Team Teachers Visiting Staff Siblings ONLY Registration Fee Exempt 100% 100% 100% Admission Fee Exempt Exempt 50% 50% 1st YR Security Fee Exempt Exempt Exempt Exempt Base Tuition Fee Exempt Exempt 50% 50% HCD Tuition Fee 100% 100% 100% 100% Unmarried Staff’s 2nd Child Leadership Team Teachers Visiting Staff Siblings ONLY Registration Fee 50% 100% 100% 100% Admission Fee Exempt 50% 75% 75% 1st YR Security Fee Exempt Exempt Exempt Exempt Base Tuition Fee Exempt 50% 75% 75% HCD Tuition Fee 100% 100% 100% 100% EXECUTIVE STAFF CHILDREN EDUCATION BENEFIT FACILITY (NEW GEOGRAPHIES) Unmarried Staff’s 1st Child Leadership Team Teachers Visiting Staff Siblings ONLY Registration Fee 100% 100% 100% 100% Admission Fee Exempt Exempt 50% 50% 1st YR Security Fee Exempt Exempt Exempt Exempt Base Tuition Fee Exempt Exempt 50% 50% HCD Tuition Fee 100% 100% 100% 100% Unmarried Staff’s 2nd Child Leadership Team Teachers Visiting Staff Siblings ONLY Registration Fee 50% 100% 100% 100% Admission Fee Exempt 50% 75% 75% 25  Silver Oaks Schools & College 1st YR Security Fee Exempt Exempt Exempt Exempt Base Tuition Fee Exempt 50% 75% 75% HCD Tuition Fee 100% 100% 100% 100% 3rd Child Onwards (ALL STAFF LEVELS): (1) 1st Year Security Fee is Exempt; (2) 75% Admission Fee is Payable; (3) 100% Registration Fee; Base Tuition Fee & HCD Tuition Fee is Payable. VENDORS’ CHILDREN EDUCATION BENEFIT FACILITY Contracted External Suppliers/Vendors for permanent services (engaged with Silver Oaks more than 5 years) 1st Child 2nd Child Registration Fee 100% 100% Admission Fee 50% 50% 1st YR Security Fee Exempt Exempt Base Tuition Fee Exempt 55% HCD Tuition Fee 100% 100% Special Circumstances: Sponsorship: If confirmed executive staff members seek to “sponsor” an under privileged blood relative (children of siblings & siblings-in-law ONLY), they may be allowed the privilege for up to 2 children, subject to strict adherence to the following conditions: (1) Written application to Head of HR (COCO), explaining & proving the relationship as well as “financial need” for sponsorship; (2) Undertaking that the employee understands that he/she cannot withdraw the sponsored child/children to subsequently bring his / her own children to school. Sponsorship of Grandchildren: An employee can only sponsor their grandchildren if following conditions are met: (1) Have been employed for 20 years or more; (2) Can sponsor ONLY their own grandchildren; (3) The relevant parent is either single parent or meet need base criteria (underprivileged); Policy will be applicable until employment of the grandparent and this element must be documented, signed and retained in pupil and employee record, when the facility is extended. Employee Demise: If a confirmed employee, sadly and unfortunately, loses his / her life during employment, and has children studying at the school, the children will CONTINUE to avail the education policy benefit applicable to his / her mother / father at the time of the sad demise, to the end of education level at Silver Oaks. Widow Policy: Any employee, who becomes a widow while in service, can avail the child benefits for her two kids, provided she has rendered at least one year of service. This policy aims to support the employees during their difficult times and ensure that their children's welfare is taken care of. It is important to note that the benefit will only be granted to those employees who meet the specified criteria. Loyalty Benefit Accruing for FULL TIME (NOT VISITING) Staff’s Children’s Education:  After 5 Years: 1st Child’s benefit level will apply to 2nd child;  After 10 Years onward: 1st Child’s benefit level will apply to up to 3 children;  Benefit, for this purpose, is applicable in line with the level of employee in the organization.  For all EIPC level staff, 1st Child’s benefit will apply to up to 3 children irrespective of the service. INSURANCE BENEFIT POLICY FOR EIPC & EMT FOR 2023-24 Family Medical Insurance is provided for Emergency Medical Coverage through associated premium payment (by the institution) for the team member, spouse & up to 2 dependent children & covers the following:  Basic Hospitalization Care Limit: Rs. 175,000/- (annual limit per person)  Pre & Post Hospitalization Coverage  Annual Maternity care benefit: Rs. 25,000/- (for normal delivery) Rs. 50,000/- (for Cesarean)  Personal Accidental Coverage: Rs. 100,000/-  OPD Limit: Rs. 10,000/-  In case of OPD Claim, Staff need to contact the Finance Department, who will provide cross cheque to the 26  Silver Oaks Schools & College name of Claimer from United Insurance Company Limited. The facility adds significant "compensation" element. Given the nature of the facility, may employees and their families remain healthy but in case medical help is needed, the support via this emergency response facility would & should provide peace of mind. The policy will run, annually, from November to October. Not availing Medical Insurance, in absence of an effective policy (from spouse’s job) is NOT an option. However, if such policy already exists for the member’s family, the annual value of the premium (or employee only, not family) CAN be monetized and will be paid on October 31 (last-day-of-insurance-period). The employee will not be entitled to this payment if the member leaves or is terminated by the organization during the period. Leadership Staff: Anyone promoted to a qualifying leadership position for medical insurance will go through performance evaluation for the months of July-Sep by line manager & functional head. Recommendation to include in insurance cover will be sent by functional head to Head of HR by October 10. That will determine inclusion in policy cover starting November 1. If a promoted employee misses this cut or is promoted after August 1, he / she will only qualify for insurance the following November. This new inclusion in insurance subject to performance evaluation of 3 months is ONLY applicable to employees promoted to start an academic year. Non-Leadership Staff: Medical premium for non-leadership staff (only staff member, not the family) with 10+ years of service will be paid by the system with effect from next renewal of medical facility (Nov 2023). Anyone who for any reason resigned and later re-joined will NOT qualify for the 10-year+ loyalty benefit. PAID ANNUAL & OTHER LEAVE ENTITLEMENT / DEDUCTION POLICY FOR 2023-24 Applicable leave is available AFTER completion of 6-month probation. Probation period will be fixed unless shortened by explicit approval from MD, depending on organizational role or history of the employee with the organization, and formally advised in the written employment contract. Leave Category Duration with Full Pay except Iddat Total Short Leave/Part Leave 1 in each Term; 3 (