Objective and Scope
The objective of this policy is to ensure all team members, officers and contract
resources of Ample meet the standard of code of ethics and code of conduct
of employment.
Unacceptable conduct of the team members is addressed promptly and
appropriate action is taken which is fair, reasonable and free of prejudice or
favoritism.
Preface
It is each Manager’s responsibility to maintain the discipline of his / her immediate
subordinates and to ensure that team members observe rules and reasonable
instruction and adhere to defined code of conduct and practice of Ample. Managers
must be strict about unsatisfactory behaviour and unacceptable standards of work,
but must at the same time ensure that any disciplinary action is justified and fairly
administered.
Managers need to use any administration of disciplinary action to correct
undesirable behaviours rather than punishing in purpose except situations where
stringent disciplinary action has to be taken. Wherever possible, the aim should be
to persuade the team member to change their behaviour to conform to the defined
code of ethics and code of conduct policy of Ample.
Investigation and disciplinary action steps
- Informal advise
- Formal verbal warning
- Formal written warning
Informal advise
Reporting Manager conducts an informal meeting with the team member, advising him /
her that this is an informal meeting aimed at reviewing the misconduct and advising
them to adhere to the prescribed code of ethics and conduct. Also, caution them on
the possible consequences if they misconduct again.
Note: This is followed in case the severity of the misconduct is “Minor” [Reference: “Categorization of severity”] and observed for the first time.
Formal verbal warning
Reporting Manager conducts a formal meeting with the team member privately and covers the following
- Review exactly what is expected of the team member and why.
- Explain to the team member why his / her conduct is unsatisfactory.
- Specify what disciplinary action would be taken if similar problems continue.
Note: Reporting Manager must record the date of the meeting and information covered in the discussion. Have the team member acknowledge the points of discussion and communicates with Head of the Department (HOD) / Head -‐ HR
Formal written warning
Reporting Manager determines that a written warning is to be warranted in the
event of
a) The seriousness of the first misconduct.
b) If the team member has repeated the first misconduct despite the verbal
warning.
Reporting Manager provides HOD/ Head – HR with his / her observations / findings
so as to initiate the written warning.
Categorization of Misconduct and severity
Violation of Organizational disciplinary policies would be a trigger for logging the violation as misconduct and taking action according to the process laid out for the same.
Following categories of actions can be considered as violation of the policies / misconduct.
| Description of misconduct | Initial Observation | After Verbal Warning | After Written Warning |
| Late coming, Absenteeism, Unauthorizedor unexcused absence | Minor | Major | Severe |
| Abusive language in work place | Major | Severe | -‐ |
| Sending offensive Email messages | Major | Severe | -‐ |
| Taking revenge on colleagues | Major | Severe | -‐ |
| Engaging in any activity that presents aconflict of interest | Minor | Major | Severe |
| Involving in any activity or business onbehalf of a Ample competitor, (unless Ample specifically asks that we do so) |
Major | Severe | -‐ |
| Using one’s position with Ample toinfluence a transaction with a customer, supplier, vendor or other party in which we or a family member has any personal interest | Major | Severe | -‐ |
| If found involved in spreading the material information about Ample to public, which is not yet known to public (revenue level,financial results etc) | Minor | Major | Severe |
| If found disclosing confidentialinformation which is non-‐public information related to or held by Ample.This includes many things that are valuable company assets / information assets (Refer Code of ethics and code of conduct policy for details) |
Major | Severe | -‐ |
| Misuse of Ample’s assets for personalgains, work | Major | Severe | -‐ |
| Found Forging an identity/signature,information and documents of any kind | Severe | -‐ | -‐ |
| Buyback of customer’s product for personal use / gain | Major | -‐ | -‐ |
| Using personal / friend’s / relative’s credit card at store / service location against the cash payment made by the customer for a purchase of products / availing of a service as the transaction may be | Major | -‐ | -‐ |
| Description of misconduct | Initial Observation | After Verbal Warning | After Written Warning |
| Found Forging an identity/signature,information and documents of any kind | Severe | -‐ | -‐ |
| Accepting any gifts in cash and kind, whichis intended to influence Ample’s business | Minor | Major | Severe |
| Manipulating the integrity of data andinformation system for personal gain. | Major | Severe | |
| An act of negligence by the custodian of company’s assets, resulting in damage / loss of such assets | Major | Severe | -‐ |
| An act of negligence by any team member which has high impact on business. | Major | Severe | -‐ |
| Involved / supported in theft of company’sPhysical assets / information assets | Severe | -‐ | -‐ |
| Engaging directly or indirectly in anybusiness or service other than the Company’s business or service except with the Senior Management’s prior approval obtained in writing |
Major | Severe | -‐ |
| Racial / Gender based discrimination | Major | Severe | -‐ |
| Illegal discrimination or unlawfulworkplace harassment | Major | Severe | -‐ |
| Sexual harassment | Severe | -‐ | -‐ |
| Being under the influence of or being inpossession of or use of alcohol, narcotic or like substance/s during work hours on the Company premises, |
Severe | -‐ | |
| Installation or use of pirated /unauthorized software | Major | Severe | -‐ |
| Deliberate misrepresentation or alterationof personal / company data such as education, experience etc. |
Severe | -‐ | -‐ |
| Any other criminal act where thecomputer / electronic media is a major factor in committing the offence |
Severe | -‐ | -‐ |
| Description of misconduct | Initial Observation | After Verbal Warning | After Written Warning |
| Noticed while accessing unauthorized websites | Minor | Major | Severe |
| Attempts to access information unauthorized [File Server, Computer] | Minor | Major | Severe |
| Attempts of data theft using external unauthorized media | Major | Severe | -‐ |
| Changes to your system hardware,firmware or software characteristics without authorization |
Minor | Major | Severe |
Minor / Major disciplinary actions can be taken based on incident resolution and subsequent management decision:
| Minor Disciplinary Actions | Major Disciplinary Actions | Severe Disciplinary Actions |
| Verbal Warning through Reporting manager /Verbal Warning through Head-‐HR /Written Warning | 1. Written warning letter 2. Loss of Pay 3. Suspension of benefits 4. Change of Role 5. Suspension from work / Dismissal / Termination of Employment. 6. Damage recovery / Penalty |
1. Legal Action 2. Dismissal / Termination of Employment 3.Damage recovery / Penalty |
Note: Aforementioned actions which are triggers for initiating the disciplinary procedure are indicative not exhaustive. There can be more actions, which fall under purview of violation of disciplinary Policies would be addressed appropriately and necessary actions would be taken by the management.