RR Policy 0-11 - Separation Policy

1. Purpose:   To ensure separation from services of the company is complete in all respects and the successor is suitably oriented to take over the assignment so as not to jeopardize the working system in the interest of the organization. 

2. Process:  This process applies to all employees and at all levels who are on the roles of the Company 

An employee will be separated from the company in the following events: 

• On his/her resignation from the services of the company. 

• On being terminated by the company.

   

Resignation 

• An employee who wishes to leave the organisation must submit a resignation letter to his/her immediate manager through HRMS portal Login (redroadhbs.org). 

• The reporting line manager, after detailed discussion with the concerned employee, will provide his acceptance or non-acceptance. In all cases of acceptance, the last working day should be clearly mentioned and communicated to HR. 

• The employee expected to serve his notice period day as per his agreement with the company from the date of resignation and is essential for the company to ensure timely and smooth hand over of existing responsibilities to another employee. However, under special circumstances, the company may make an exception and either waive off the entire notice period amount or deduct Cost to Company (CTC) pay for less than the stipulated notice period. 

• While serving the notice period it is mandatory for an employee to work from an office only. However, under special circumstances, the company may allow employee to work from home. 

• A communication mail should be initiated on or before last working day from HR Department to IT Infra copying Admin department and Head of Operations to complete the exit formalities on last working day. 

• Once email received IT Infra team will start exit formalities and complete the IT asset Deallocation form with the help of employee (RR form 0-12 IT Asset Deallocation form). 

• IT Infra team will change the password for the Email ID on last working days. After 7 days it will be deactivated. 

• HR team will remove physical access as well as all other credentials on the last working day. 

• Once Clearance Form is filled and approved by all respective department on HRMS portal, employee will submit the same to the HR department for processing.  

• Employees need to complete their exit interview on or before the last working day of their employment in the HRMS portal.  

Employee departing on or before the 29th day of the month, HR and Admin department will send the full and final settlement statement along with the “No Dues certificate” (RR Form 0-16 No Due Certificate) to departing employee’ on the 3rd working day of the upcoming month. All settlements will be pre-audited before the settlement is communicated to the left employee. Once agreed upon by the employee concerned, the employee need to send the signed copy of “No Dues Certificate” form to the HR and Admin department within 2 days of the receiving of final settlement statement. The settlement dues will credit to his/her bank account on the 5th working day of the month. In case the employee fails to send the signed copy of the “No Dues Certificate” form before 5th then the settlement dues will credit to his/her bank account 5th day of the next month. In a case of recovery, the relieving letter shall be issued only on receipt of payment from the concerned employee. 

• HR Department will also send out a ‘Thank you’ email to the staff on the first half of the last working day. 

Termination of Employment 

An employee’s services may be terminated due to  

• lack of job-related skills, 

• inadequate work performance,  

• improper character or attitude, 

• Unethical behavior 

• or any other reason that the company believes renders the employee unsuitable for continuing employment with the company.   

Termination of employment would be viewed as the last resort and a regrettable decision for employees who are not able to perform, as per required standards.  

Red Road Health Solutions has a ‘Performance Improvement Plan [PIP] which will be utilized for employees whose performance is below par, to support the employee’s development and bring their performance up to standard. In the event of his/her performance not showing any improvement, the Company will have no other option but to terminate his/her performance, as decided by the supervising Manager in consultation with the Senior Management. 

An employee can be terminated for breach of conduct, where the management has lost confidence and trust on the employee, by giving adequate reasons and with or without notice pay, at the discretion of management. Specific cases may also be referred to the disciplinary committee for a due process of inquiry, wherein the employee may be asked to appear for an inquiry to provide him/her an opportunity for being heard in line with the laws of Natural Justice. All such termination will be communicated by the HR Manager.  

Termination on account of Unauthorized Absence or repeated absence will be governed by the service rules and code of conduct.