Staff Manual
The UCMS Staff Manual is designed to provide comprehensive guidelines, policies, and procedures for all UCMS staff, including academic, administrative, and support roles. It outlines the responsibilities, duties, and compliance requirements for employees across various levels within UCMS.
Purpose:
The purpose of this policy is to establish a structured and equitable process for the resolution of grievances raised by employees. This policy aims to ensure that grievances are addressed promptly and effectively, fostering a positive and productive working environment.Scope:
This manual applies to:1. All teaching staff at UCMS, including full-time, contract, part-time, and visiting faculty.
2. Experts, advisors, and consultants paid from UCMS funds, as specified in their contracts.
3. Corporate, campus management, administrative, and support staff.
Authority:
The official version of this manual, maintained by the Department of Human Resources & Organizational Development (HR & OD), takes precedence over all other versions and supersedes any previous rules and procedures.Revision:
The Board of Governors reserves the right to revise the manual as needed.Compliance:
All employees must adhere to the manual’s guidelines and any additional directives from UCMS leadership. Non-compliance may result in disciplinary actions, including termination.Code of Conduct:
• Ethics: Employees are expected to uphold ethical standards in alignment with UCMS’s vision and values.• Equal Employment: UCMS promotes equal opportunities and prohibits discrimination or harassment.
• Political Neutrality: Employees must refrain from engaging in political activities that could be perceived as supporting or opposing any party or faction.
• Harassment and Abuse: All forms of harassment and abuse are strictly prohibited.
• Alcohol and Drugs: Substance use that impairs judgment or actions in the workplace is not allowed.
Working Outside UCMS:
• Alcohol and Drugs: UCMS maintains a drug-free workplace. Employees must not be impaired by alcohol or controlled substances while on duty. Violations may lead to disciplinary action.• Conflict of Interest: Employees must avoid activities or interests that could affect their duties at UCMS. Any outside employment or business activities must be disclosed in writing and require approval if they impact UCMS responsibilities.
• Gifts and Entertainment: Acceptance of gifts or favors that could influence professional actions is prohibited, although promotional gifts adhering to good business ethics are acceptable.
• Involvement with Other Organizations: Employees and their family members must not hold significant roles or interests in organizations that could conflict with UCMS’s interests.
• Misuse of Information: Confidential information obtained through employment must not be disclosed outside UCMS.
• Slander and Defamation: UCMS has procedures to address issues related to slander or defamation. Complaints must be substantiated and follow internal grievance procedures.
Punctuality:
Employees must adhere to their scheduled work hours and arrive at least 10 minutes before the start of their duty time.No Smoking Policy:
Smoking is prohibited on all UCMS premises to ensure a healthy environment.Mobile Phones and Wi-Fi Policy:
• Mobile phones must be declared and stored in designated lockers during Institute hours. Use of mobile phones and Wi-Fi should be restricted to authorized activities only.• Personal or home tuition activities by Staff are prohibited and may lead to termination.
Dress Code:
Employees must wear official attire and avoid casual wear such as jeans and sandals.Misuse of Company Property:
Company resources are to be used solely for work-related purposes. Personal use or removal of company property without prior approval is prohibited.Social Media Policy:
Employees must use social media responsibly, avoiding controversial content and respecting privacy. Professional communication and adherence to copyright laws are required.CCTV Policy:
CCTV cameras are installed for security purposes. UCMS is not liable for personal belongings lost or damaged.Onboarding/Orientation:
New hires will undergo a structured onboarding process to familiarize themselves with UCMS policies. The probation period lasts six months, with possible extensions based on performance.Performance Appraisal:
Performance evaluations will be conducted annually or as needed, influencing benefits and employment status.Resignation/Termination:
• Confirmation: Successful completion of the probation period results in an Employment Confirmation Letter.• Resignation: Permanent employees must provide at least 30 days' notice. Failure to do so will result in forfeiting one month's salary.
• Termination: Employees breaching conduct codes may face immediate termination. Probationary periods may be extended if performance is unsatisfactory.
• Exit Procedures: An exit interview will be conducted on the last working day. An Employee Clearance Certificate will be issued upon successful return of all company property.
• Retirement: Employees may retire at 60 years, with options for early retirement due to health reasons. Delayed retirement, extended service, or re-employment on a contract basis are available options.
Working Hours:
Employees must adhere to set working hours, with three Saturdays off per month and work on the last Saturday and additional Saturdays during the admission season.Employee Benefits:
• Child Education Benefit: 75% tuition discount for the first child, 50% for the second child, applicable after probation. Details are managed by HR & OD.• Additional Leave: Includes maternity, long/study leave, Hajj, and Umrah leave, subject to conditions and service duration.
Insurance and Leave Policies:
• Medical Care & Group Life: UCMS provides Group Life and Health insurance based on appointment title and government regulations.• Provident Fund: Regular employees contribute to the Provident Fund, including UCMS's matching contributions.
Public Holidays:
Employees are entitled to all statutory public and gazetted holidays declared by the Government of Pakistan.Open Saturday:
The last Saturday of each month is a working day for all administrative and academic staff.Employee Leave Benefits:
• Annual Leave: Employees receive annual leave based on their role, with specific days allotted for different staff categories.• Casual Leave: Confirmed employees are entitled to six days of casual leave per academic year. Unused casual leave lapses annually.
• Sick Leave: Six sick leave days annually, with a medical certificate required for absences over three days.
• Maternity Leave: Confirmed female employees receive six weeks of un-paid maternity leave after two years of employment.
• Long/Study Leave: Available after two years of employment, subject to approval, not exceeding one year, and may be extended.
• Umrah and Hajj Leave: Confirmed employees are entitled to paid Umrah leave (7 days) and Hajj leave (21 days), granted once during employment after two years.