MILLSBERRY INTERNATIOAL SCHOOL PVT. LTD.

HUMAN RESOURCES
REGULATION
2022
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 TABLE OF CONTENT
S.No. Topic Page No.
CHAPTER-I: PRELIMINARY 1-4
1 Short Title and Commencement 2
2 Definition 2
3 Implementation, Interpretation and Amendment 3
4 Guiding Principles 3
CHAPTER-II: ORGANISATIONAL STRUCTURE AND EMPLOYMENT CATEGORY 5-6
5 Organizational Structure 6
6 Employment Category and Team Member Representation 6
7 Acting Procedures and Eligibility 6
CHAPTER-III: APPOINTMENT, TRANSFER, RE-DESIGNATION, PROMOTION, TRAINING
7-14
AND SEPARATION
8 Qualification and Experience 8
9 Recruitment and Appointment 8
10 Probation 10
11 Induction Meeting 10
12 Re-designation 11
13 Promotion 11
14 Performance Management 11
15 Learning and Development 12
16 Separation 12
CHAPTER-IV: SALARY AND ALLOWANCE 15-17
17 Salary 16
18 Allowance 16
19 Payment of Salary and Allowance 16
CHAPTER-V: TEAM MEMBER BENEFITS 18-20
20 Provident Fund 19
21 Gratuity 19
22 Performance Related Bonus 19
23 Loan Benefits 20
CHAPTER-VI: HEALTH, SAFETY AND SECURITY 21-22
24 Health and Safety Plan 22
25 Insurance Facilities 22
26 Security 22
CHAPTER-VII: WORKING HOURS AND LEAVE 23-29
27 Working Hours 24
28 Attendance 24
29 Overtime 24
30 Public Holiday 25
31 Leave Policy 25
32 Annual Leave 25
33 Sick Leave 26
34 Mourning Leave 27
35 Maternity Leave 27
36 Paternity Leave 27
37 Study Leave 28
38 Family Leave 28
39 Special Leave 29

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 CHAPTER-VIII: CODE OF CONDUCT AND DISCIPLINARY ACTION 30-42
40 Code of Conduct 31
41 Equality of Opportunity & Diversity 31
42 Operating Principles 31
43 Bullying, Harassment & Abuse 32
44 Sexual Harassment 33
45 Grievance Procedures 33
46 Smoking Policy 35
47 Alcohol & Substance Misuse Policy 35
48 Whistleblower Policy 36
49 Conflict of Interest 37
50 Disciplinary procedures 39
51 Disciplinary Action Process 42
CHAPTER-IX: MISCELLANEOUS 44-45
52 Personal Record and Its Confidentiality 45
53 Satisfaction Survey 45
54 Exit Interview 45

CHAPTER-I: PRELIMINARY
1. Short Title and Commencement
2. Definition
3. Implementation, Interpretation and Amendment
4. Guiding Principles

Preamble
This document lays out the terms and conditions of employment for all employees of
Millsberry International School Pvt. Ltd. The Board of Directors of Millsberry International
School Pvt. Ltd, in exercise of the power conferred by its Constitution, has framed and
enforced this Human Resources Regulation.

The Human Resources Regulation will be introduced from February 04, 2022.

1. Short Title and Commencement

1.1 Short Title and Commencement
1.2 This regulation shall be called “Millsberry International School Pvt. Ltd Human Resources
Regulation, 2022”.
1.3 This regulation shall come into force on the date agreed by the members of Board of
Director (BoD) when they approve the regulation.
1.4 It shall be duty of all employees to be acquainted and comply with this Regulation and
other rules, regulations, guidelines and terms of contract as are enforced and/or
amended by the Organization from time to time.

2. Definition
2.1 Unless the context and content otherwise requires, the following capitalized words

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 shall have following meanings.
2.2 "BoD" shall mean the members of Board of Directors of Millsberry International School Pvt.
Ltd
2.3 "Organization" shall mean Millsberry International School Pvt. Ltd
2.4 "COO" shall mean the Chief Operation Officer of the organization.
2.5 "Dismissal" means disciplinary action taken against a Team Member leading to
termination of his/her employment.
2.6 "Team Member" shall mean an employee who is a person appointed in permanent or
contract position and/or service of the organization.
2.7 "Permanent Team Member" shall mean the Team Member who is appointed in the
permanent position of the organization.
2.8 "Contract Team Member" shall mean the Team Member who is hired in contract
position for a specific project or an assignment or a specified period of time (precisely
as classified in Clause 6.2 below) with specific terms and conditions of employment.
2.9 "Fiscal Year" means a financial year starting from first of Shrawan to end of Ashadh of
the following year of Bikram Era (Sambat).
2.10 "Management Team" means the Heads of Departments and any other person as
identified in the organogram having strategic role and approved by the BoDs.
2.11 "Promotion" means upward movement of a Team Member from one category to
another or from junior position to senior position.
2.12 "Basic Salary" means the monthly basic salary scale of the Team Member without
any perks and allowances.
2.13 "Allowance" means the amount paid to the Team Member for specific purpose and
time on specific ground, which may be withdrawn by the organization at any time
without stating reason thereof.
2.14 "Earned Leave" means the annual leave and sick leave earned by the Team Member.
2.15 "Family" means the group consisting of parents, wife/husband, son and daughter.
2.16 "Annual Increment" means the salary increment given to a Team Member on annual
basis at the beginning of the English Calendar year, which will be not less than half
day basic salary of the respective Team Member.

2.17 "Re-designation" means renaming the job title as most suitable in relation with
jobs/assignments.
2.18 "Recruitment Committee" means a committee comprising of head of Human
Resources Department, and other relevant Head of Departments and a person
designated/nominated by the BoD for selection of candidate to fulfill the vacant
position.

3. Implementation, Interpretation and Amendment

3.1 The members of BoD and the concerned Heads of Departments shall be responsible
for implementation of this Regulation.
3.2 The final authority to interpret this Regulation shall rest with the BoDs.
3.3 The BoDs may amend this Regulation in part or whole as it deems appropriate from
time to time. Any amendments to this Regulation to be done in part or whole shall
constitute an integral part of this Regulation.

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 4. Guiding
Principles Our

Mission

“Quality, Efficiency and Excellence”

While helping people to quality and practical useful of education, Millsberry International
School Pvt. Ltd makes sure that an education provided will reflect Quality, Efficiency and
Excellence.

Our Vision
Millsberry International School Pvt. Ltd - the largest Home Brand, will set a benchmark for
Organizational Culture and Customer Experience.

Our Core Values

Client Centric
We are more focused on creating a positive experience for the parents and students, we
ensure that the parents and students is at the center of an education philosophy,
operations or ideas.
Zero Tolerance.
We have a policy of zero tolerance for any kind of misconduct, lies and any unethical
behaviors.
Transparency & Accountability.
We believe that everything in education institution should be transparent and be done
honestly. We believe that responsibility comes with accountability.
Technology/Innovation/Efficiency/Productivity.
We are more focused on adopting new trends and technologies with innovation which helps
to increase the efficiency and productivity of our team members.
Learn - Grow - Inspire.
We are more focused on learning environment where individual can learn, grow and inspire
self and others.

Our Operating Principles

The operating principles of Millsberry International School Pvt. Ltd are to follow a flexible,
education-like approach to the provision of high quality, affordable, information and
education service.

Millsberry International School Pvt. Ltd should be differentiated from those of competitors by:
• Genuine – We are sincere, trustworthy, credible and reliable.
• Approachable – We are friendly to our parents and students and someone who is easy to
talk to.
• Distinctive – We are different and innovative. We strive to do things that are never
done before.
• Inspirational – We want to inspire our faculty team members to create best products and
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 education services.
• Respectful – We respect our team, parents and students and society as a whole.
• Involved – We believe in collaboration with the parents and students and communities we
serve.
• Responsible – We are a responsible brand and handle everything with care.
• Understanding – We understand the needs of our Team and parents and students and
act upon fulfilling their dreams.
• Knowledgeable – We want to be perceived as an expert of our education industry who
is intelligent and well informed about the service we provide.

All team members at all levels are expected to be professional and uphold the highest
standards of behavior at all times.

Our Business Ethos

This means: recognizing parents and students come first and are the only VIPs:
• Not only meeting parents and student’s expectations but exceeding them
• Demonstrating respect, courtesy, sincerity, helpfulness and empathy in all contacts with
parents.
• Hiring team members for their parents and student-orientated attitudes and training
them in service delivery skills
• Delighting parents and students by giving them value and a level of education service
they cannot find elsewhere.

All personnel norms and practices of the organization shall be guided the Goal, Mission and
Vision, Core Values, Operating Principles and Business Ethos of the organization.

CHAPTER-II: ORGANISATIONAL STRUCTURE AND EMPLOYMENT CATEGORY

5. Organizational Structure
6. Employment Category and Team Member Representation
7. Acting Procedures and Eligibility

5. Organizational Structure
5.1 Each post within Millsberry International School Pvt. Ltd will fall within a certain grade.
The structure of the organization shall consist of technical grades and non-technical
grades. The most senior position in Millsberry International School Pvt. Ltd will be the
chairman and director.
5.2 The BoDs shall approve or revise the positions under different categories as per the
need of Millsberry International School Pvt. Ltd commensurate with the regular office
operation of the organization as well as the accomplishment of different educational
plans carried out by Millsberry International School Pvt. Ltd.
5.3 The Human Resources Department shall prepare job descriptions for all (contract and
Permanent) positions in consultation with Line Managers and submit to the chairman
and director for approval. The approved or revised position shall be deemed to have
been duly created only when the job description of such position is approved by the

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 chairman and director.

6. Employment Category and Team Member Representation

6.1 Millsberry International School Pvt. Ltd shall have two categories of Team Members i.e.
Permanent Team Members and Contract Team Members.
6.2 Permanent team member means a Team Member who has been engaged in
permanent status with completion of 1-year probation period who is entitled all
benefits as per organizational rules.
6.3 Contract Staff means a Team Member who is appointed to a designated position for a
fixed period as mentioned in their contract of employment. The contract for the
Contract Team Member will stipulate which benefits apply. The renewal or extension
of contract is subject to availability of budget, new plan, position, assignment,
duration extension, and others as applicable and mentioned in the contract. The
organization and Team Member has the right not to renew the contract for further
term provided one-month notice in advance from either party.
6.4 Individuals may be hired on daily wage and part time basis depending upon the need
of Millsberry International School Pvt. Ltd.
6.5 BoD will abide by the relevant laws of Nepal as they apply to the recognition of
Union(s). Any Union(s) will similarly be expected to abide by all relevant laws
governing their formation and conduct.

7. Acting Procedures and eligibility

The purpose of this policy is to recognize Team Member who takes on additional and
significant responsibility when there is a vacancy or an extended leave of absence of more
than 2 months. The Team Member acting will be awarded with difference of pay between
current role and acting position as an allowance for the acting period. The benefit is paid
monthly and is pro-rated for partial months. The management will issue a letter confirming
Team Member for assignment of acting to the required position along with acting period
and benefits entitlement.

CHAPTER-III: APPOINTMENT, TRANSFER, RE-DESIGNATION, PROMOTION, TRAINING AND

SEPARATION
8. Qualification and Experience
9. Recruitment and Appointment
10. Probation
11. Induction Meeting
12. Re-designation
13. Promotion
14. Performance Management
15. Training and Development
16. Separation

8. Qualification and Experience

Minimum qualifications and experience will be established for each job framework.
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 However, a person will not be eligible for appointment as an employee in Millsberry
International School Pvt. Ltd,if s/he is
(i) Below 18 years of age,
(ii) Foreign citizen whose skills and expertise are easily available locally,
(iii) Unsound mind,
(iv) Ex-Team Member whose previous employment was terminated on disciplinary
ground,
(v) Convicted of an offence of corruption or
(vi) Convicted of an offence involving moral turpitude criminal activities.
(vii) Any members of the same family shall not work in the same
department/organization with a relationship of direct supervision. All potential
employees must declare all familial relationships prior to signing a contract.
Millsberry International School Pvt. Ltd reserves the right to withdraw the offer of contract
in any case where the individual fails to fully disclose such information.

9. Recruitment and Appointment

Appointing Authority: The chairman shall appoint HR Manager and the HR Manager shall
appoint other Team Members as per the recommendation of the Interview Panel.

Initiating Recruitment Process: For all recruitment, the line manager or head of department
will complete and submit the Team Member Requisition form to the Human Resources
Department with an up-to-date job framework attached. Once approved by the Head of HR,
it will be approved by the Chairman or his/her delegate. The post cannot be advertised until
this approval is given.

The Team Member Requisition form will list the suggested members for the interview panel
and the key dates in the recruitment process. The Interview Panel will consist of at least two
members, one of whom will be a representative of the HR Department. Only team members
who have completed the in-house training on Recruitment and Selection will be eligible to
sit on the Interview Panel. The guideline for the interview panel will be shared beforehand
and HR will provide orientation. Where possible, the Interview Panel will be balanced in
terms of age and sex. The same interviewers will be used throughout the recruitment
process.

All roles will be advertised internally. The vacancy notice will be posted at office notice
board. All internal candidates are guaranteed a first interview unless they do not meet the
essential criteria in the person specification. In this case, they will be given feedback by a
representative of the Human Resources Department. Internal candidates will be required to
complete all exams and practical tests, as for external candidates.

HR Department values the introduction of new ideas and experience into the organization
and will decide on a case by case basis whether or not to advertise a post externally. All
external vacancy notices will appear in at least 1 national newspaper and the organizational
website or by head hunting using various recruitment agencies.

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 From the date when internal and external vacancies are announced, applicants will have at
least two weeks to submit an application. (Depending upon the urgency the application date
will be less or more)

The Human Resources Department shall (i) compile the applications received from the
candidates by close of application submission date, (ii) screen and qualify the applications
for further evaluation based on the prescribed competence criteria such as qualification,
experience etc., (iii) prepare the comparative list of the qualified candidates, and (iv) submit
to the Interview Panel for short listing of the candidates within seven days after close of
application submission date.

The Interview Panel shall scrutinize the comparative list of the candidates prepared by the
Human Resources Department and prepare a list of shortlisted candidates within three days
after receipt of comparative list of the qualified candidates. The Interview Panel shall also
set the questions for appropriate exam or test, and fix the date, time and place for written
exam and interview. The written exam date shall not be later than fourteen days after close
of application submission date and the interview date shall not be later than ten days from
the date of written exam conducted. The Human Resources Department shall communicate
the date, time, and place and selection process to the candidates through letter, courier,
phone or email and keep record of communication made to the candidates.

The Human Resources Department shall make necessary arrangements for conducting
written exam, checking answer papers and interviewing candidates. The technical members
of the Interview Panel are responsible for developing the content of the exam and interview
questions. The same core questions will be asked to all candidates.

The Interview Panel shall (i) check the answer papers and avail the name of successful
candidates to the Human Resources Department who will invite the candidates for
interview, (ii) conduct interviews of the candidates, and (iii) recommend the name of
successful candidates on merit basis to the chairman and director.

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 The selection process will be fully documented with interview notes for each candidate.

Documents will be kept on file for 6 months.

In the case that an internal and an external candidate are assessed as being equally suitable
for the role, preference will be given to the internal candidate.

The chairman and principal shall give final approval on candidate selection and
communicate the list of selected candidates including any candidates on a waiting list to the
Human Resources Department.

The Human Resources Department will contact selected candidate(s) within 48 hours after
receipt of final list of selected candidates from the chairman and principal. The job offer will
be made subject to satisfactory references. Unsuccessful candidates will be contacted
immediately. Feedback will be provided to unsuccessful internal candidates by a member of
the Interview Panel.

It shall be the responsibility of the Human Resources Department to ensure candidate

confidentiality is maintained throughout the recruitment process.
If a candidate is found to have provided false information or have misrepresented any
information or has not disclosed any materials facts in their application, the organization has
the right to withdraw the offer of contract at any point of time within service period.

10. Probation Period

10.1 In order to protect clients and the reputation of the organization, Team members
will be initially appointed on a short term probationary contract in order to
understand the job framework before moving to a full employment contract.
All appointees will be required to complete a probation period of six (6) months to one
(1) year. (Probation period will be mentioned on contract paper)
Internal candidates who have been appointed to a new role will also be required to
complete a 6 months learning and development period (equivalent to probation).

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 10.2 The Human Resources Department shall do the performance evaluation of the
Team Member at the end of the probation period in consultation with the
supervisor(s) of the respective Team Member.
10.3 If the performance of the Team Member is found satisfactory during his/her
probation period, a letter of continuation/confirmation will be issued to him/her.
10.4 If the performance of the Team Member is not found satisfactory during his/her
probation period, the Human Resources Department shall terminate his/her
employment with Millsberry International School Pvt. Ltd. In some cases, the
probation period may be extended for a maximum of another four (4) months or as
per chairman and principal decision. If at the end of this period, the Team Member’s
performance is still unsatisfactory, then notice of termination will be issued.
10.5 For the Team Member who has been recruited internally, if it is found at the end of
the 4-month Learning and Development period that adequate management support
and development have been given but the individual is unable to perform in the
role, the individual will be returned to his/her original post, where possible.

11. Induction program

All new Team Members will be issued with a starter’s pack on the first day of job. As a
minimum, the pack will include the Team Member’s handbook and the job framework.

All new Team Members will receive an induction. All new Team Members will have a role-
specific induction plan/checklist for their first month of employment which will be overseen
by their line manager.

The Human Resources Department is responsible for coordinating all induction programs
with assigned induction advisors and creating an induction plan beforehand and ensuring
the quality of the content and adequate follow up and support to new Team Members. All
Team Members will receive a follow up meeting/call with HR within 2 months of joining
Millsberry International School Pvt. Ltd in order to provide an opportunity to raise any
issues.

12. Re-designation:
Re-designate is to rename the job title as most suitable in relation with jobs/assignments.
BoD reserves the right to re-designate any Team Member's job title, temporarily or
permanently, without, however, affecting the total amount of the remuneration.

13. Promotion
13.1 Internal promotion will be a competitive process based on an assessment of skills,
experience, aptitude, attitude, integrity and demonstrated commitment to
Millsberry International School goal, mission, vision and core values. Previous
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 performance will be taken into account, as well as performance in tests and
interviews.

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 13.2 Promotion requires a substantive change in role and responsibilities. For Team
Members who have continued in the same role for many years, any change in grade
will be determined by progression through the salary scale and assessment of
performance. Years of service in the organization will not be considered as a reason
for promotion.
13.3 All internally promoted Team Members will be required to complete a 6-months
Learning and Development period (equivalent to probation) in their new role. The
probation process will be carried out as in clause 10.

14. Performance Management System

14.1 All Team Members will receive training in the Performance Management System
and the Performance Management Guidelines will be available to all Team
Members. All managers will be trained in how to manage performance. All Team
Members will have up-to-date job description and be aware of the performance
standards expected of them.

New Team Members will develop a performance plan with their line manager for
their probation period after their first month of employment. The performance
appraisal shall be conducted annually at the beginning of every Nepali calendar year
to evaluate the performance of the Team Member and indicate his or her potential
need for improvement.
14.2 The performance appraisal of a Team Member shall be carried out and documented
by his/her line Manager and reviewed by the concerned Head of Department. The
performance appraisals of Managers shall be carried out by the Chairman and
Principal. The Team Member will be asked to sign the appraisal and will be provided
with a copy.
14.3 Following the annual appraisal, all Team Members will have a set of individual
annual performance objectives, an annual personal development plan and a
performance rating which they fully understand.
14.4 360-degree evaluation will be carried out for Team Members at Board of Directors
level, as a minimum.
14.5 If the performance of a Team Member is found not satisfactory, he or she will be
given feedback to improve upon his or her performance and continued poor
performance may lead to the termination of a Team Member’s employment.
14.6 The Human Resources Department shall keep the record of performance appraisal
of all Team Member safe and confidential on the individual’s personnel file.
14.7 A complete Performance Manual and Guidelines will be available separately.

15. Learning and Development

15.1 Millsberry International School is committed to developing a ‘continuous’ learning
environment. Investment in learning and development will benefit the individual
team members and enhance the performance of the organization.
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 15.2 Learning needs and development opportunities are identified through the annual
performance appraisal system. The Team Member and the line manager have a
joint responsibility for identifying learning needs.
15.3 Learning, training and development can be defined as any activity designed to help
Team Member become more effective in their work.

15.4 Investment in training will be determined by commitments to projects and funds

available. Where projects and funds are available, priority will be given to training
that will clearly benefit the performance of the organization in support of business
objectives.
15.5 Selection of individuals for training opportunities will be based on the following
criteria:
1) Essential technical skills and knowledge required in order to be able to do job
2) Previous performance of individual and demonstration of commitment to
organization
3) Outcome of talent mapping which identifies skills and knowledge needed by
individual Team Member for future roles
15.6 The Human Resources Department will make an annual training plan available to all
Team Member.
The Team Member will be required to submit a training report and copy of
certificates to the concerned supervisor within two weeks of completion of the
training The Supervisor and Team Member will discuss application of the learning
in his/her work and set revised KPIs/targets as an impact from the training. All
documentation will be sent to HR Department to be put on the Team Member’s
personnel file.
15.7 A training bond/contract shall be required to be signed by a Team Member before
going for training overseas or external training of more than 5 days within the
country.
15.8 If a Team Member feels that they have been overlooked for a training opportunity,
they should write to the HR Manager stating clearly why they feel they are eligible
for the training based on the criteria listed above.
15.9 The HR Department will do an annual assessment of the impact of internal and
external training and submit an annual training report to the BoDs. The
Department will also maintain a record of all training and development for
individual staff.

16. Separation

16.1 Resignation
Voluntary Resignation/separation:
(i) The Team Member who wishes to resign from the organization shall be required to
submit his/her resignation letter to the Human Resources Department through
his/her Line Manager at least one months before the resignation effective date by
stating the reason(s) of resignation. Managers may be required to give a longer notice period
and this will be stipulated in their contract. (Specific notice period will be mentioned in their
contract paper)
(ii)Resignation with less than specific notice shall be subject to a penalty of the specified
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 period's basic salary on a pro-rata basis.
(iii) The Human Resources Department shall verify the resignation through phone or
meeting with the Team Member and recommend to the Chairman and principal for
approval along with the replacement plan.
(iv) The HR department will send a clearance form to the department. The Team
Member’s line manager is responsible for passing the form onto the Team Member
and ensuring s/he understands it.
(v)No final payment will be made to the Team Member without submission of correctly
completed clearance form to HR department. This will include completion of an Exit
Interview with a representative of the HR department.

Entitlement at the time of separation at given situation

The employee has given sufficient notice and proper hand over:
• Salary up to the date of separation
• Payment of unused earned leave days as per policy
• Issuance of release letter to Employee's Provident Fund (Only Permanent Staff)
• Issuance of release letter for Gratuity, if applicable (Only Permanent Staff)
• Issuance of release letter to Citizen Investment Trust
• A letter of certificate of employment

16.2 Infirmity
If a Team Member becomes incapable of carrying out the assigned duties because of
infirmity of mind or body, his/her service will be terminated on medical grounds. In case of
infirmity while on duty, Millsberry International School will compensate on such impairment
based on the percentage of infirmity and terms and conditions as in the applicable Labour
Regulation, besides accrued benefits. The entitlement eligibility upon separation will be as
per prevalent laws of Nepal.

16.3 Disciplinary Action

The Team Member may be separated from the service of the organization if disciplinary
action is taken against him or her leading to dismissal. The disciplinary process is laid out in
Clause 51. The entitlement eligibility will be as per prevalent laws of Nepal.

16.4 Retrenchment
The organization may retrench the Permanent Team Member by giving a minimum of one
month’s advance notice. HR Department will ensure that any retrenchment process
complies with the Labour Act and Labour Rules.

16.5 Retirement
(i) The Permanent Team Member shall be required to retire on completing 60 years of
age. In cases where the Team Member’s skills and experience are indispensable for
the operations of the organization, the chairman and Director may award the retired
staff member annual consultancy contracts up to a maximum of five years full-time. The
entitlement eligibility will be as per prevalent laws of Nepal.

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 (ii)Upon separation of a Team Member from the service of the organization, s/he shall
receive all accrued benefits under this Regulation. The payment of benefits of the
outgoing Team Member shall be processed through the form as prescribed by
organization.

(iii) Members of BoD reserves the right to retain individuals above the age of 65 years on
consultancy contracts, where their technical skills and experience are invaluable to
the organization. The organization will not engage anyone above the age of 70 years.

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 CHAPTER-IV: SALARY AND ALLOWANCE
17. Salary
18. Allowance
19. Payment of Salary and Allowance

17. Salary
17.1 All Permanent and Contract Team Members shall be entitled to receive salary as per
the salary scale approved by the chairman and director and salary shall be
confidential. BoDs reserves the right to review this percentage above basic salary at
any time.
17.2 The Human Resources Department shall carry out salary survey at least once every
three years to assess the competiveness of the remuneration package in the sector.
BoDs may make increases across the pay scale based on the salary survey and
availability of budget.
17.3 Each Permanent Team Member shall get Annual Increment after completion of one
year of service. The Annual increment shall be given at the beginning of the fiscal
year. High performing Team Members may be moved more than one point up the
scale and Team Members acquiring Higher Education qualifications that support
their work may also be moved more than one point up the scale. The chairman and
director will approve all annual increments of more than one point.
17.4 The wage rate for the daily wage, weekly wage or monthly wage employees shall be
as fixed by the members of BoD and reviewed at least annually. It will not be less
than the wage rate fixed by the law of land published in Nepal Government Gazette.

18. Allowance
18.1 Millsberry International School shall provide festive allowance to all Permanent and
Contract Team Member as a salary- based allowance.
18.2 The Team Member who has completed 6 month of service with Millsberry
International School will receive festive allowance equivalent to his/her monthly
basic salary. However, the Team Member who has not completed 6 month of
service with Millsberry International School shall be entitled to this allowance on
pro-rata basis to his/her length of service during the year.
18.3 Millsberry International School may provide allowance(s) to the Team Member(s)
from time to time at the discretion of the chairman or members of BoD as incentive
for specific position, assignment but not as a part of salary.
18.4 The Team Member shall not claim allowances as a matter of right.

19. Payment of Salary and Allowance

19.1 Millsberry International School shall pay the salary to all the Team Members on a
monthly basis, except those who are hired on daily or weekly basis. The daily or
weekly wage Team Member will be paid respectively on daily and weekly basis. The
payment of salary including any other payment made by the Organization as per
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 the Provisions mentioned elsewhere herein shall be subject to the following
deductions:

 Any loss or damage of cash or property of Millsberry International School made

by the Team Member caused intentionally or negligently, by illicit intention or
recklessness.
 Any payment of any fine laid out in this Regulation
 The settlement of advance, overpayment of remuneration or other deduction as
per this Regulation;
 Statutory deductions and any other deductions as per the notification of the
Government of Nepal or the court;
 Salary and other benefits for the period of unauthorized leave, special leave or
suspension.
 Any other deduction along line set out elsewhere in the Regulation.

19.2 The payment of salary and allowance shall be made within (i) the following working
day in case of daily wage Team Member, (ii) the following working day after end of
week in case of weekly wage Team Member and (iii) the following working day
after end of month in case of all other Team Members. The Team Member will be
provided with a salary sheet after payment of salary and allowance.
19.3 All Permanent and Contract Team Members will be required to open a bank
account in a bank deemed appropriate to the Organization for deposit of salary
payment.
19.4 All staff will receive pay slip on monthly basis.
19.5 Salary advances will be paid to any team members only with a valid reason. The
maximum limit of salary advance will be 3 months of Basic salary, which needs to
repay within 6 months through monthly installments, which will be deducted at
the time of salary payment.

The request needs to be made through "Salary Advance Form" to HR department.

CHAPTER-V: TEAM MEMBER BENEFITS

20. Provident Fund
21. Gratuity
22. Performance Related Bonus
23. Loan Benefits.

20. Provident Fund

20.1 The provident fund facility shall be provided to all Permanent Team Members after
completion of the probation period.
20.2 Each month 10% of the basic salary of a Permanent Team Member shall be
deducted as his/her contribution to the Provident Fund and an equal amount shall
be contributed to the Fund by Millsberry International School.
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 20.3 Millsberry International School shall make no contributions to the Provident Fund
for periods of special leave as well as for periods of unauthorized absence from
duty.
20.4 Contributions to the Provident Fund shall be deposited to the Karmachari Sanchaya
Kosh and the Fund will be managed by Karmachari Sanchaya Kosh in accordance
with the prevalent laws, rules and regulations of the Karmachari Sanchaya Kosh.
20.5 The recommendation of Millsberry International School to release of provident
fund amount of a Team Member shall be forwarded to the Provident Fund (i) if the
Team Member is separated from the service of the Organization or (ii) in the case
of death of the Team Member. In the case of death of the Team Member, the P.F.
amount will be provided in accordance with Labour Rule of Nepal.

21. Gratuity
21.1 The Permanent Team Member who has served continuously for one (1) years or
more shall be entitled to receive gratuity. However, the Team Member who is
separated from the service of the Organization due to execution of disciplinary
action (misconduct), stating that his/her gratuity has been withdrawn, shall not be
entitled to receive gratuity.
21.2 The gratuity shall be paid to the Permanent Team Member upon his/her separation
from the service of the Organization.
21.3 In the event of the death of a Permanent Team Member, gratuity payment shall be
made to beneficiary designated for receiving the Provident Fund.
21.4 The payment of gratuity shall be based on the length of service as follows:

Length of Service Gratuity calculation formulae

Less than 3 years of service 0×0×0 (i.e. none)
3 Years and above M×0.0833×BS
Note:
M = service period in month minus special leave
BS= monthly basic salary of the Permanent Team Member as on separation date.

21.5 The organization shall establish a separate fund for depositing the gratuity amount
provisioned on annual basis. The provisioning of gratuity amount shall be done at
the end of every fiscal year considering the monthly basic salary of the Permanent
Team Member prevailed at the last month of every fiscal year.

22. Performance-related Bonus payments

Members of BoD wishes to reward Team Members who have outstanding performance, who
go well beyond their scope of responsibilities or achieve exceptional results. In order to reward
such individuals, Millsberry International School may from time-to-time introduce
performance related bonus or incentive schemes for individuals and/or teams. Unless it is
stipulated in the Team Member’s contract of employment, all such schemes are entirely
discretionary. They do not form a contractual obligation and can be withdrawn at any time.

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Reasons for withdrawal or revision of any bonus scheme will include but not limited to project
and limited budget in the organization.

Board of Directors will revise all bonus schemes annually and issue an annual update on any
bonus/incentive scheme policy at the beginning of the Nepali Calendar year.

Any bonus shall be calculated and distributed as approved by the chairman and director under
the prevailing laws of Nepal

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 23. Loan Benefits
Team Members who has completed 1 year of service will be entitled to request for personal
loan where Millsberry International will be the guarantee.

Team Members who has completed 5 years of service will be entitled to request for Auto
Loan, Home Loan and Education Loan where Millsberry International School will be
guarantee.

The loan amount will be set by the members of BoD and a separate manual will be
circulated to all team members regarding the loan amount, monthly EMI and loan tenure.

CHAPTER-VI: HEALTH, SAFETY AND SECURITY

24. Health and Safety Plan
25. Insurance Facilities
26. Security

24. Health and Safety

All Team Members will be required to comply with the Health and Safety Manual. A
separate Health and Safety Manual will be communicated to all Team Members.
Short-term Disability:

Millsberry International School must be informed without delay of the employee's inability
to work due to accident or serious illness within 3 days. In the case of serious illness and
accident, which can be categorized under short term disability causing inability to work and
certified through proof from medical practitioner, team member can avail maximum of eight
weeks leave with full pay.

Millsberry International School reserves the right to verify the medical certificate submitted
and can seek a second medical opinion and require the employee to be re-examined
through any other Medical practitioner selected by Millsberry International School. If any
team member is found submitting false certification, s/he will be dealt as per disciplinary
action.

For physical injuries while discharging duties categorized under more than 8 weeks’
treatment requirement, the provision under Labor Rules will be followed.

25. Insurance Facilities

25.1 The insurance facilities shall cover the 24-hour group personal accident insurance.
It shall also cover the insurance of Team Members when they travel abroad on
work related business.
25.2 Group Personal Accident Insurance: All Team Members shall be covered under a

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 24-hour group personal accident insurance (GPA) policy, while on duty. The sum
insured under GPA shall be under the provision of Labor Act.
25.3 Report of any injuries sustained by a Team Member, no matter how trivial, should
be reported immediately to the Human Resources Department. The Human
Resources Department shall record the same in Accident Register and follow up
when necessary with claims on Millsberry International School insurance policy.
25.4 In case of death of a Team Member, the insurance amount shall be paid to his/her
beneficiary named in the Provident Fund. At least 2 staff members from BoDs must
be present while making handover to deceased heir and obtain receipts.

25.5 In-Hospitalization (Medical Insurance): All Team Members shall be covered under
an In-Hospitalization (Medical Insurance) policy. The sum insured under Medical
Insurance shall be under the provision of Labor Act.
25.6 Report of any injuries sustained by a Team Member, no matter how trivial, should
be reported immediately to the Human Resources Department. The Human
Resources Department shall record the same in Accident Register and follow up
when necessary with claims on Millsberry International School insurance policy.

26. Security
Millsberry International School shall give proper attention for the security of Team Members
at all times by making appropriate provision for security in the work place. A separate
Security Manual will be communicated to all Team Members.

CHAPTER-VII: WORKING HOURS AND LEAVE

27. Working Hours
28. Attendance
29. Overtime
30. Public Holiday
31. Leave Policy
32. Annual Leave
33. Sick Leave
34. Mourning Leave
35. Maternity Leave
36. Paternity Leave
37. Study Leave
38. Family Leave
39. Special Leave

27. Working Hours

27.1 The total working hours per week will be 48 hours with a 30 minutes’ lunch break
for each 8-hour shift worked. The lunch break will be reduced for shorter shifts.
Shifts of 4 hours or less will have no lunch break.
27.2 The BoDs shall fix the working hours of the Team Members considering their nature
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 of work, work load and exigency, which shall never exceed 48 hours in a week.
27.3 Certain Team Member may be required to work outside these working hours to
fulfill the responsibilities entrusted to them. However, no Team Member will be
forced to work outside the normal working hours.

28. Attendance
28.1 Every Team Member is expected to report for duty on time and not to leave the
place of work prior to the scheduled office hours. Frequent breach of punctuality
may lead to disciplinary action as decided by Millsberry International School.

28.2 Should there be an occasion when a Team Member cannot arrive on time at his/her
work place, s/he should inform the concerned supervisor or HR section as soon as
s/he knows s/he will be late, providing an explanation for the delay and an
indication of when s/he will be able to report to work.
28.3 If a Team Member stays absent without prior information or without consent, s/he
shall not be provided salary, allowances and other benefits and will be subjected to
disciplinary action.
28.4 Any Team Member who is absent without prior written approval for more than 30
consecutive days will be dismissed.
28.5 Any Team Member who is absent without prior written approval for more than 10
days up to 30 consecutive days may be fined at a rate of up to 0.25 x daily pro rata
salary for each day above 10 days s/he is absent, as well as not receiving salary and
benefits. This fine will cover administrative costs and additional employment costs
incurred by Millsberry International School due to unplanned absence.
28.6 Every staff member is required to submit monthly time-sheets in Millsberry
International School standard format.

29. Overtime
29.1 All overtime must be pre-approved by the immediate supervisor in writing. No
post-event requests for overtime will be approved. Where a Team Member has
been unexpectedly required to work more than half a day above the normal
working hours and pre-approval was not possible, that Team Member will be
allowed to take Time Off in Lieu (TOIL).
29.2 Team members working for or above half a day on weekends or public holidays
with pre approval will be entitled for overtime payment or TOIL.
29.3 TOIL must be used within 30 days after it was earned. If not, it will automatically
lapse. It can only be used with the Line Manager’s approval. TOIL has no
encashment value. Line managers will be required to submit TOIL reports to the
Human Resources Department on a monthly basis.
29.4 No Team Member at Executive or above Ranking will be allowed to claim overtime
payment in cash. TOIL will be allowed with the approval of the Line Manager for
work undertaken on public holidays and weekends.

29.5 Staff below Executive Ranking are encouraged to take TOIL. For overtime payment
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 the immediate supervisor must recommend overtime in advance to the HR
department. The HR department will approve/decline the overtime request. No
overtime payment will be paid without prior approval from HR department. Such
payment request received after 30 days from date of overtime will not be
entertained.

29.6 The overtime payment rate will be calculated based on the basic salary multiplied
by 1.5 and pro-rated to an hourly rate.

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 30. Public Holiday
30.1 Team Member shall be provided a total of 16 paid public holidays (including May
Day and Teej) in a Nepali calendar year.
30.2 The Human Resources Department shall, in consultation with the members of BoD,
fix the holidays every year and communicate this list to all Team Members.
30.3 Millsberry International School may declare any other holiday on a special occasion
as approved by the chairman and Director.

31. Leave Policy

Leave is not a matter of right and may be denied, postponed or amended at the discretion of
the concerned Head/Manager depending upon the exigency and need of works. However,
where a Team Member has given adequate notice of leave as per the policy and the leave
has been approved, HR Department will do everything possible to ensure the leave can be
taken without interruption.

Each line manager will produce an annual leave plan at the beginning of each year showing
the approximate dates for all leave for all his/her direct reports. All Team Members are
expected to plan their leave in advance. It is understood that occasionally certain
unavoidable circumstances require Team Member to take emergency leave at short notice.
Leaves are accrued from the date of joining.

Team Members shall be provided with the following leave:

32. Annual Leave

32.1 Each Team Member shall be entitled to 18 days (18x8=144 hours) of paid annual
leave in a year (pro-rated as 1.5 days for every month worked). For the purpose of
calculating annual leave, weekends and the public holidays shall not be considered
as working days. The annual leave may be taken at any time during the year, with a
maximum of three weeks at a time, after being duly approved by the line manager.
32.2 The forecasted annual leave plans need to be submitted on trimester basis, i.e. in
April, August and December. Staff who are not employed at main office will have
their leave provision specified in their contracts.
32.3 All requests for planned leave must be submitted at least 1 weeks before the leave
is due to be taken. For leave of more than one week, Team Members should
provide one months’ notice to allow the Line Manager sufficient time to arrange a
replacement.

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 32.4 Each Permanent Team Member can carry forward a maximum of 9 days leave per
year. They can accumulate a maximum of 60 days’ annual leave while working for
Millsberry International School which can be encashed when they leave the
organization. They can accumulate a further 20 days but this must be used as leave
and will have no encashment value. Any annual leave remaining above allowed
carried forward days at the end of the year will be lost. Any annual leave accrued
above 80 days will be lost. At the time of leaving the organization, the payment for
accumulated leave shall be made with the final salary payment.

For Team Member who is under probation during end of fiscal year and cannot
consume leave, 100% leave will be carried forward for Team member.
32.5 Team Members are required to take regular breaks from work to maintain their
health and ensure their ability to provide high quality services to Students. In order
to ensure Team Members are adequately rested and fit for work, Team Members
will be encouraged to consume their earned annual leave within the respective
fiscal year. This will be one of the bases for performance appraisal of the Team
Member.

33. Sick Leave

33.1 Each Team Member shall be eligible for twelve (12) days (12x8=96 hours) of paid
sick leave in a year. Sick leave shall be used by the Team Member at the time of
sickness or injury or rest required for medical reasons. The Team Member must
notify their line manager before the office opens if they will be unable to attend
work due to sickness that day. S/he will be required to complete a sick leave form
when s/he returns to work and this will be submitted to the HR Department by the
line manager.
33.2 If the Team Member needs sick leave for more than 3 days, s/he is required to
submit a certificate from a medical practitioner registered under the Nepal Medical
Council to her line manager who will submit it to the HR Department. HR
Department reserves the right to seek a second medical opinion.
33.3 Annual sick leave can be accumulated each year and transferred to the following
year. Accumulated sick leave can be used for a longer period of sickness or injury.
It can also be used for an extended maternity leave where a woman is medically
unable to return to work. It can also be used in the case of a Team Member who is
required to leave their job due to infirmity.
33.4 Accumulated sick leave has no cash value and cannot be encashed at the time of
leaving the organization. Sick leave days will be counted as working days.
33.5 Normal regular medical check-ups are not considered as “sick leave”. The Line
Manager should provide time for Team Member to attend infrequent medical
appointments. Team Members do not have to take annual leave to attend such
appointments. If a Team Member is required to attend frequent appointments due
to an ongoing health condition, then the Team Member should arrange sick leave
in discussion with the Line Manager and the Human Resources Department.

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 34. Mourning Leave
34.1 The male Team Member shall be eligible for 13 days of paid mourning leave at the
demise of his father, mother or wife.
34.2 The female married Team Member shall be eligible for 13 days of paid mourning
leave at the demise of her father-in-law, mother-in-law, mother, father or
husband.
34.3 The female unmarried Team Member shall be eligible for 13 days paid mourning
leave at the demise of her father or mother.
34.4 The Team Member shall be entitled to a maximum of 13 days of paid leave in case
of the death his/her child.
34.5 Leave for death of any other immediate family members which requires an
employee to remain in mourning (Kriya) as per ritual may be granted mourning
leave subject to the approval of the Chairman and Director.

35. Maternity Leave

35.1 All female Team Members are entitled to reasonable time off for ante-natal care
for which full salary payment will be made. After the initial visit, you will be
required to show your manager/supervisor a certificate confirming your
pregnancy. As far as possible, Team Members should make ante-natal care
appointments outside working hours or at the beginning or end of the working day.
35.2 Any female Team Member, who has worked for more than one year continuously
with the organization, shall be eligible for 30 days of paid maternity leave
(including weekends and public holidays) either before or after the time of delivery.
35.3 Maternity leave may be taken three times during a Team Member's tenure of
service with the organization.
35.4 Should a Team Member wish to take more than 30 days of maternity leave, the
excess will be deducted from the Team Member's accumulated annual leave, until
exhausted. If further leave is needed for medical reasons, then the Team Member
can exhaust her accrued sick leave and may be allowed to take unpaid special leave
up to 60 days, with prior approval of the Human Resources Department.
35.5 Maternity leave shall be granted on the submission of a medical certificate. Team
Members can start their maternity leave up to a month before the baby is due.
They should notify the Human Resources Dept of the planned start date for their
maternity leave by the end of the 5th month of their pregnancy and notify the HR
Department if this date changes for any reason.

36. Paternity Leave

36.1 Any male Team Member, who has worked more than one year continuously with
Millsberry International School, shall be eligible for 7 consecutive days of paternity
leave (including weekends) to care for his wife and newborn child either before or
after the time of delivery.
36.2 This leave may be taken three times during a Team Member's tenure of service
with the organization.
36.3 Millsberry International School must have informed of the expected date of this
leave at least 2 months in advance.

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 36.4 Paternity leave must be taken before the child reaches 2 months of age.

37. Study Leave

37.1 After 5 years’ permanent employment with the organization, BoD may grant the
Team Member unpaid study leave for studies that prevent the Team Member from
continuing to work full-time. The unpaid study leave will be for periods of more
than 12 months and not exceeding 24 months on the basis of performance and for
studies that will be of direct benefit to the organization.

The Team Member will be able to return to their post after successful completion
of studies. The Team Member will be required to show proof of registration,
provide periodic updates during their studies and submit a transcript and
certificate on completion of their course.

37.2 If a Team Member wishes to take more than 24 months’ study leave, s/he will be
required to resign from their post. Such Team Members will be encouraged to
maintain contact with the organization in order that they can be aware of future
vacancies.
37.3 Team Members who are following studies in Nepal and continuing to work for the
organization will receive the following benefits:
1. HR Department will not transfer the Team Member in a way that will disrupt
their studies
2. Team Member will be given 5 days’ paid study leave per year and will be given
paid leave for exams (not for re-sits)
37.4 In order to be eligible for paid study leave and exam leave, a Team Member must
do the following:
1. Notify the HR Manager when they register for studies and send a copy of
registration document for their HR file
2. Must be following a course of study that will directly benefit their work and the
organization
3. Must send the exam timetable to the HR Department a month before the exams
take place along with a letter to request study and exam leave
4. Must send a copy of the transcript once exam results have been issued
37.5 Team Members who have been found guilty of misconduct following a disciplinary
process will not be eligible for study/exam leave for the 12 months following the
misconduct report.

38. Family Leave

38.1 A Team Member who has worked for the organization for more than 5 years will be
eligible for Family Leave.
38.2 The Team Member can take up to 1 calendar month of family leave during their
time with the organization after their fifth year of employment. Family Leave can be
taken in a minimum amount of one week at a time or the full 1 month can be taken
at once.
38.3 Family Leave is available for periods of family Crisis/Emergency and for Team
Members who wish to spend a long time visiting family and have no annual leave
available.
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 38.4 Family Leave will be unpaid. Team Members will be required to use all their accrued
annual leave before they are eligible for Family Leave.
38.5 Family Leave will be granted at the discretion of the chairman and director.

39. Special Leave

(i) In the event that any permanent Team Member who has no leave due needs leave for
special reason, s/he may obtain special leave for a period not exceeding 30 days a year
after having it approved in advance from chairman and director or delegates.
(ii) Permanent Team Member who has obtained special leave under subsection
(iii) Shall not be paid remuneration for the period of such leave, which will be calculated
in gross salary.
(iv) The total duration of special leave which a Team Member may obtain under this
section shall not exceed six months during the entire period of his service.

CHAPTER-VIII: CODE OF CONDUCT AND DISCIPLINARY ACTION

40. Code of Conduct
41. Equality of Opportunity & Diversity
42. Operating Principles
43. Bullying, Harassment & Abuse
44. Sexual Harassment
45. Grievance Procedures
46. Smoking Policy
47. Alcohol & Substance Misuse Policy
48. Whistleblower Policy
49. Conflict of Interest
50. Employment of Family Business
51. Disciplinary procedures
52. Disciplinary Action Process

40. Code of Conduct

40.1 Every Team Member shall respect and abide by the prevailing Policies, Rules,
Regulations and Guidelines of Millsberry International School and also respect
instructions given by their supervisor, Manager.
40.2 Every Team Member must perform their duties honestly, efficiently and diligently
to preserve and promote the good reputation of Millsberry International School.
40.3 Every Team Member shall not ask for any favor or accept any gift as an inducement
for extracting advantage from Millsberry International School.
40.4 In their interactions with other Team Members, clients, members of the community
and other stakeholders, all Team Members must uphold the Mission, Vision and
Core values of the organization. They must also ensure they comply with all clauses
of the Equality of Opportunity and Diversity Policy and the Bullying, Harassment
and Abuse Policy (including subsection on Sexual Harassment).
40.5 Every Team Member agrees to work with full integrity and honesty and will sign the
Malpractice statement under which they accept that all theft, fraud and other
forms of malpractice will result in dismissal following disciplinary procedure.

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 40.6 Team Members shall not get involved in politics while on duty.
40.7 Every Team Member shall respect the confidentiality of the information of the
organization.
40.8 Every Team Member shall sign a written statement that s/he agrees to fully comply
with these standards of conduct. Every Team Member will also be required to sign
a Confidentiality of Information contract and an Anti-Malpractice Contract.
40.9 No Team Member is allowed to work outside the organization without prior written
approval from the chairman and director. Team Members who are found to be
working outside the organization without the prior written approval of the
chairman and director will be face disciplinary action.

41. Equality of Opportunity and Diversity

Millsberry International School recognizes the value that diversity brings to the organization
in terms of talent, skills, experience and different cultural perspectives.

We are committed to building an organization where team members feel they are valued,
respected and can achieve their potential regardless of:
- Race, color, nationality, caste, ethnic or national origin
- Gender or sexual orientation
- Age
- Religious belief.

41. Operating principles supporting Equality of Opportunity and Diversity

41.1 Team members, job applicants, visitors, parents and students will be treated fairly,
openly and honestly, and with dignity and respect
41.2 No job applicant or team member will receive less favorable treatment on grounds
of race, color, nationality, caste, ethnic or national origin, gender and sexual
orientation, age or religious belief
41.3 Equality of opportunity is about good employment practice and makes sound
education sense. Millsberry International School shall ensure its operating practices
support the principle of equality of opportunity

41.4 Recruitment, training and promotion opportunities will be made as widely available
as possible
41.5 Selection criteria for employment, training and promotion opportunities will be
entirely related to the role
41.6 Employment decisions on recruitment, promotion and training will be made solely
on the basis of merit but BoD reserves the right to positively discriminate in favor of
disadvantaged groups.
41.7 Everyone has the right to work and do business in an environment free of unlawful
discrimination and harassment. We will not tolerate such behavior under any
circumstances

41.8 Disciplinary action, including dismissal, may be taken against any team member
found responsible for harassment or discrimination

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 41.9 Any team member who believes he or she is being discriminated against, victimized
or harassed should raise the matter through the organization’s complaints
procedure.
41.10 In order to ensure that these principles are adhered to and supported, Millsberry
International School shall:
- Communicate this policy to all team members
- Where practical, ensure supervisors and managers receive guidance on
equality and their responsibilities under this policy
- Collect data to enable Millsberry International School to monitor the
effectiveness of this policy on a periodic or as-needed basis. Data will be held
in the strictest confidence and used to promote equality
- Review and revise its policies, practices, and procedures, to make sure they
are not potentially discriminatory.

42. Bullying, Harassment and Abuse

42.1 Millsberry International School believes all clients, customers and Team Members
have the right to be treated with courtesy, consideration, dignity and respect.
42.2 Under no circumstances will Millsberry International School tolerate bullying,
harassment or abuse. Bullying is defined as any unsolicited or unwelcome act that
humiliates, intimidates or undermines the person involved. Harassment may be
based on someone’s color, ethnic or national origins, gender, sexual orientation,
age, disability or other factors and is unacceptable in all circumstances.
42.3 Abuse can take many different forms and may be physical, psychological, verbal,
sexual or financial/material.
42.4 Any team member who witnesses any act of bullying, harassment or abuse should
bring it to the attention of a supervisor or manager immediately. Where
appropriate, the supervisor or manager will take immediate action to ensure the
unreasonable behavior stops immediately.
42.5 Allegations of bullying, harassment or abuse will be investigated thoroughly.
Action will be taken against any team member who bullies, harasses or abuses
another person, in line with Millsberry International School Disciplinary Procedure.
Such behavior may be considered gross misconduct and could result in dismissal.
42.6 No parents and students, team member or other person will suffer any detriment as
a result of reporting bullying, harassment or abuse, where the report is made in
good faith. However, malicious or knowingly unfounded allegations will not be
tolerated.

42.7 In the event that a team member feels s/he is being bullied or experiencing
harassment:
- S/he should inform his/her manager or the HR Manager
- Complaints will be viewed seriously and treated confidentially
- Complaints will be managed through Millsberry International School grievance
procedure. The grievance may be handled informally or formally – the team
member must decide which course s/he wishes to pursue
- Care will be taken during an investigation to ensure that all team members
involved are treated with consideration
- Once the investigation is completed, BoDs will decide on the appropriate action
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 and follow Millsberry International School Disciplinary Procedures.

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 43. Sexual Harassment
43.1 Sexual jokes, sexual advances, request for sexual favors, sexual comments,
unwanted physical contact and dissemination of materials of a sexual nature all
constitute sexual harassment. All such behavior will be dealt with severely.
43.2 No Team Member is permitted to have sexual relations (or engage in any behavior
constituting sexual harassment) with any parents and students (this includes
members of the community where Millsberry International School is serving). This
will result in dismissal.
43.3 No Team Member is permitted to pay anyone for sex. This is in contravention of
Nepali law. This will result in dismissal.
43.4 No Team Member is allowed to engage in sexual relations during working hours.
This will result in dismissal.
43.5 Any team member who witnesses or experiences sexual harassment should bring it
to the attention of the Head of Human Resources or another senior manager
immediately. The investigation process will be the same as for all bullying,
harassment and abuse cases.
43.6 Any Team Member who feels that s/he a victim of such harassment should
immediately report to supervisor or any member of HR Department.
43.7 The HR Department will investigate all such reports whilst maintaining
confidentiality and will take disciplinary action where necessary.

44. Grievance Procedures

Millsberry International School expects team members to work together in a friendly,
efficient, helpful, courteous and considerate manner. Unfortunately, differences, disputes,
disagreements or grievances will occasionally arise between Team Members or between
team members and managers/the organization. The main purpose of this procedure is to
ensure all such issues are resolved as quickly, fairly, amicably and sensitively as possible.
Terms
Grievance - any difference, dispute, disagreement, complaint, grievance etc. against a
colleague, manager or any other aspect of the Team Member’s employment, including
bullying, harassment or discrimination.
Informal discussion
Most grievances are best settled by informal discussion between the individuals concerned.
It may occasionally be appropriate for the manager or someone from the HR Department to
facilitate this meeting.

If the grievance is between the Team Member and the Line Manager, s/he can approach the
upper-level Line Manager.
The role of the HR Department is to ensure fairness and equity for all team members
throughout the implementation of this procedure. The level of involvement with individual
cases will vary depending on the complexity of the situation and other relevant factors. This
means that a range of support may be offered from advising the manager by telephone to
taking an active lead role in formal meetings.

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 Grievance Procedure
Each Team Member will be informed by the manager facilitating the meeting in sufficient
time before the meeting in order to make appropriate arrangements; either party may ask
for a delay of no more than five working days to make such arrangements. Any chosen
companion may address the meeting to put up and sum up the team member’s case, but
may not answer questions on the team member’s behalf.
Records
Records/notes should be made by the HR Department Representative of the grievance
raised and action taken and a copy retained on file. All such records will remain confidential
and will only be released to authorized persons or with the consent of the Team Member
concerned.
Performance
If, at any stage of this procedure, it becomes apparent that an issue of conduct, capability or
performance has arisen, this will be dealt with separately under the Disciplinary Procedure.
Raising a grievance
If a Team Member has any difference, dispute, disagreement, complaint, grievance etc.
related to her/his employment (eg duties, colleagues, changes etc.), s/he should normally
raise it constructively with the person concerned (eg the colleague). Whilst speaking to the
person directly may not always be appropriate, this will be the normal course in the majority
of cases.
The team member may speak to her/his manager for advice, guidance or support regarding
the best way to resolve the matter informally. The manager may meet with other Team
Members if appropriate, or take a facilitation role between the individuals concerned.
Procedure for handling a formal grievance

If a team member feels that her/his grievance has not been satisfactorily resolved
informally, s/he should write to the HR Manager:
• requesting that the matter be handled formally
• giving the basis on which the grievance is raised
• identifying the informal action that has been taken to date.

The HR Manager or delegate will meet with the team member, investigate the matter and
gather any relevant information. The HR Manager or delegate may carry out an investigation
prior to the meeting, and may also adjourn the meeting and resume it later if further
investigation is needed.

At the meeting the team member should be given the opportunity to explain their grievance
and how they think it should be resolved.

The HR Manager will inform the team member, in writing, of her/his decision regarding the
grievance within seven calendar days. If a delay is unavoidable the team member will be
kept informed of progress, of the reason for the delay and a likely date of resolution. The
decision will be final and binding.

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 45. Smoking Policy
45.1 Smoking is prohibited inside Millsberry International School.
45.2 Smokers should abide by all other Nepali laws regarding smoking in public places.
45.3 Any Team Member found to in contravention of this rule will face disciplinary action.
46. Alcohol and Substance Misuse Policy
46.1 Millsberry International School has a duty to ensure the health, safety and welfare
of all team members and clients who may attend its facilities. In order to fulfill its
duty, Millsberry International School is dedicated to maintaining a drug and an
alcohol free workplace.
46.2 We take this duty seriously and are committed to ensuring that, where alcohol
and/or substance problems are identified, action is taken immediately. Millsberry
International School commits to distinguishing between team members who
require support for alcohol and/or substance problems and team members who
commit misconduct because of alcohol and/or substance misuse.
46.3 Millsberry International School may make assistance available to any Team
Member experiencing problems resulting from alcohol, substance abuse or
dependency. Team Members are encouraged to contact their manager or the
Human Resources (HR) team for guidance on the support available. The aim of
having information available to Team Members who voluntarily seek assistance is
to help - rather than discipline - the Team Member.
46.4 It may be appropriate to suspend from work a Team Member who is diagnosed as
dependent upon alcohol and/or substances in order to undertake rehabilitative
treatment. In these circumstances the Team Member will not be permitted to
return to work until a release from treatment is presented to the HR department
certifying that he or she is medically able to return to active duty.
46.5 Where a team member's performance, attendance or behavioral problems are
connected to alcohol and/or substance misuse and the team member refuses
appropriate help, disciplinary action may be taken, up to and including dismissal.
46.6 A Team Member must immediately notify their manager or the HR team if he or
she is convicted for an alcohol and/or substance offence. Any convictions which
impact on the Team Member’s ability to undertake their work for organization may
result in disciplinary action, up to and including dismissal.
46.7 Being under the influence of alcohol and the taking of non-prescribed drugs, on or
off the premises of Millsberry International School which leads to the team
member’s duties being affected and our parents and students potentially being
placed at risk, is defined as gross misconduct will lead to disciplinary action, and
dismissal.
46.8 Any team member dispensing or selling alcohol or prescribed/non-prescribed drugs
on the premises, which is unauthorized by Millsberry International School, will be
subject to disciplinary action, and dismissal.
46.9 Drinking alcohol on Millsberry International School premises is prohibited except at
organization sponsored events.
46.10 All team member inquiries, referrals and disciplinary issues relating to alcohol
and/or substance misuse are treated in the strictest confidence. Access to
information is controlled and will only be made available to those who have a need
to know for an appropriate BoD purpose, and only with the advance knowledge of
the team member.
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 47. Whistleblower Policy
47.1 Millsberry International School is committed to achieving and maintaining the
highest standard of openness, probity and accountability and Team Members at all
level are expected to conduct themselves with integrity, impartiality and honesty.
47.2 ‘Whistleblower’ refers to a situation where a Team Member reports a serious
concern about any malpractice which they become aware of or genuinely suspect
another Team Member(s) is involved in.
47.3 All Team Members are required to follow the Whistleblower process if they are
aware of any malpractice, including the following:
- Breach of legal or regulatory requirements,
- Criminal offences, breach of civil law and miscarriage of justice
- Impropriety or fraud relating to internal controls, accounting auditing and
financial matters,
- Violation of rules of conduct applicable within the organization.
- Damage cause to the environment
- Protection and confidentiality
47.4 For the purpose of this Policy, fraud is defined as follows:

Fraud is an act of deception, false representation, conspiracy, collusion or concealment of

material facts intentionally committed to secure personal or business advantage. An
individual, a group of individuals or one and/or more organizations, may commit fraud.

Whistleblower Procedures and Responsibilities

A. Procedures
Team Member: Any Team Member who has knowledge or suspects that
malpractice/fraud has occurred shall immediately notify his/her supervisor. If the Team
Member has reason to believe that the Team Member’s supervisor may be involved, the
Team Member shall notify to the chairman and director or the person designated by the
chairman and director.

Supervisors: Upon notification from a Team Member of suspected malpractice/fraud or if

they have a reason to suspect that malpractice/fraud may have occurred, the Supervisor
shall notify to the chairman and director or the person designated by the chairman and
director.

The Supervisor should not attempt to investigate the suspected malpractice/fraud or to

discuss the matter with anyone other than the chairman and director or the person
designated by the chairman and director. If the chairman and director or the designated
person is not available, the supervisor shall notify the HR Manager.

Upon notification or discovery of suspected malpractice/fraud, the Chairman and director or

delegate shall notify the HR Manager and they will carry out a preliminary review of the
claim. If the preliminary review warrants an investigation, then the chairman and director
shall authorize the investigation.

B. Responsibilities
Security of evidence: Once suspected malpractice/fraud is reported, the HR Manager
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 shall take immediate action to prevent the theft, alteration, or destruction of relevant
records. Such actions may include but not be limited to removing the records and placing
them in a secure location, limiting access to location of records and preventing suspected
individual(s) from having access to the records. Such records should be secured until handed
over to the chairman and director or BoD. Team Members under investigation can also be
suspended, transferred to another department or required to take compulsory leave to
avoid any interference with the investigation, influencing other Team Members, etc.

Confidentiality: All participants in a malpractice/fraud investigation shall keep the details

and results confidential. The identity of those that report fraud will be kept confidential to
the greatest extent possible. However, the CEO may disclose particulars of the investigation
to potential witnesses if such disclosure to the investigation team would further the
investigation.
Malpractice/Fraud Reporters protection: Any Team Member who acts in accordance with
the provisions of this policy shall not:
a. Be threatened to be dismissed or actually dismissed.
b. Be threatened to be suspended or actually suspended.
c. Be intimidated or coerced.
d. Have any penalty imposed on them

A Team Member who has been forced to participate in malpractice/fraudulent activities by

more members of BoDs will be protected from any disciplinary action if they report the
malpractice/fraud in full.

However, Team Member who knowingly act in violation of this policy or make deliberate
false allegations against fellow Team Members or other stakeholders shall be subject to
disciplinary action up to and including dismissal according to the provisions in the HR
Regulation. This does not include Team Members who legitimately suspect
malpractice/fraud and report it per the guidelines above.

During and following an investigation of malpractice/fraud, the HR Manager will ensure that
any Team Member who has reported malpractice/fraud will be able to continue their work
without interference from other Team Members.

Documentation: At the conclusion of the investigation, the investigating team shall

document the results in a confidential report to the relevant person who instituted the
investigation as appropriate with recommendations. The person being investigated will also
receive a confidential report detailing the findings as appropriate.

C. Malpractice/Fraud Detection
Malpractice/Fraud is a grave offence and shall be handled following the disciplinary
procedures for gross misconduct. For specific cases where chairman and director deems it
necessary, or a BoDs requires it, the offence shall be reported to the law enforcement
authorities.

48. Conflict of Interest Policy

Financial integrity, public accountability and the ability to demonstrate sound management
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 of the financial resources entrusted to them are central to building public confidence,
maintaining client credibility and attracting future business.
It is in Millsberry International School interest that clients are confident in our different
procedures to ensure that transactions are cost-effective and transparent. Of particular
sensitivity are potential ‘conflicts of interest.

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 Definition of Conflict of interest
A conflict of interest is defined as an actual or perceived interest by a team member (or BoD
member) in a transaction or arrangement that results in, or has the appearance of resulting
in, personal gain or advantage.

This gain or advantage can arise where:

1. The transaction or arrangement concerns or involves a member of the close family of a
team member (parents, children, brothers, sisters, aunts, uncles, grandparents,
cousins, spouses of all mentioned and other extended family members).
2. A team member has a direct interest, particularly financial, in a third party with which
the organization is considering carrying out a transaction or arrangement.
3. A team member performs work for a third party with whom the organization carries
out transactions or who is perceived as a competitor.
4. A team member receives a gift from a third party as a result of work carried out in the
course of his duties
5. A team member makes use of the organization’s resources, such as equipment or staff
time, for personal purposes.

Duty to Disclose
In the case of any actual or possible conflict of interest, the person concerned must disclose
the existence of such interest to the member of BoDs (or equivalent) and be given the
opportunity to disclose all material facts.

Addressing the Conflict of Interest

The BoD will exercise such due diligence as necessary in order to determine whether the
organization can obtain, with reasonable effort, a more advantageous transaction or
arrangement from a person or entity that would not produce a conflict of interest.
In some cases, a transparent and objective selection process may have been followed – such
as a tender or 3 quote procedure – but nevertheless with a resulting conflict of interest
situation. In such cases it may not be necessary to seek an alternative arrangement.
However, as in all other cases, the person who has declared the conflict of interest must
remove himself from the selection process

In the case of a Team Member wishing to perform work for a third party, which potentially
could lead to a conflict of interest, the chairman and director will determine whether this is
compatible with the Team Member’s employment. All employment/business activity
outside meroghar.com must be registered with the HR Dept as stipulated in this policy.

Any gifts received must be reported in the gift register and the gift should be fairly
distributed amongst the team members. The chairman and director should be routinely
informed about such occurrences. Any use of the organization’s resources such as
equipment or using another Team Member’s time for personal purposes must be specifically
authorized and taken into account when determining the member’s remuneration.
Guidelines on the use of telephones for personal purposes should be clear and uniformly
applied.
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 Examples of Conflict of Interest Transactions
No list can be complete and unpredictable situations can arise, however the most common
transactions where a conflict may arise are:

Purchasing and procurement

A conflict of interest can often be avoided (but not always entirely eliminated) by the use of
a multi-quote, or tender, procedure. In these transactions there must be a clear and
overwhelming demonstration of the optimal benefit in terms of cost, quality and delivery to
the organization.

Recruitment
The organization must have processes in place which ensure that appointment is made on
the basis of being the best candidate for the post, and that the person/panel making the
decision is free from influence and able to make an objective and independent assessment
of all candidates.

Record keeping and Declaration

The HR Department must record and keep details of any disclosures of Conflict of Interest
brought to their attention during the year. There is no specific format for this recording, but
it must be consistent, open to audit and in sufficient detail to be able to produce the Annual
Declaration (see below)

Annual Declaration
The assigned member of BoD must complete an Annual Declaration showing all potential
and actual Conflict of Interest situations that have arisen during the year and their method
of resolution. This Declaration should list all the situations that have arisen during the year
and details of how they were resolved.

49. Disciplinary Procedures

Misconduct shall mean an act of omission or commission of duty or warranty expressed or
implied, custom or usage, whether singly or in collaboration, whether inside the
organization’s premises or outside. A Team Member may be punished at the level of his/her
misconduct. He/she may be punished for the following misconduct:

A. A Team Member may be Reprimanded/Warned/Admonished for the following

misconduct:
1. In case a Team Member misuses any utility or property which has been installed or kept
for protecting the health and safety of the clients or Team Members or cause damage to
them intentionally.
2. In case he/she remains absent from the work frequently without obtaining permission or
comes late after the regular time.
3. In case he intentionally and frequently violates the order or directives issued by his/her
supervisor, department head, Managers and any order issued under Labor Act and Rules
made there-under or these Rules.
4. In case he misbehaves with the customers of the organization.
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 1. Delivering speeches or raising slogans tending to provoke Team Members to violence
against the management/organization.
2. Threatening, intimidating, coercing or interfering with the fellow Team Members within
the premises of the organization.
3. Disrespect of authority (Board of Directors, Managers/Supervisors/Officers) and these
Rules and general affront to the Management.
4. Any form of gambling within the premises of the organization.
5. Committing any offence, within the meaning of criminal law within the premises of the
organization or outside and committing any act of omission or commission within or
outside the premises of the organization whether amounting to an offence, or not which
would tend to have the effect or result in impairing the reputation, the public
confidence, the discipline or the prestige of the organization or the Management
6. Misbehavior during the investigation into the matter of misconduct.
7. Interfering or tampering with the official records, attendance objects, ID cards etc.
pertaining to himself/herself or any other Team Member.
8. Sleeping while on duty or after duty in any part of the organization.
9. Leaving his/her work unattended or interfering with the work of other Team Member in
any way.
10. Engaging in any trade and money lending and borrowing within the premises of the
organization.
11. Loitering in the Organization’s premises or visiting other departments except when the
duties require the presence there.
12. Possession of any kind of weapons except those tools required for the performance of
duties.
13. Disobeying any legal and reasonable order of the BoDs/Supervisor /Department
Head/Managers generally and in particular refusing directly or indirectly to receive any
communication, letter, notice or order in writing from the members of BoDs or from any
superior Officer/Supervisor/Department Head/Manager or from the person deputed to
deliver the same, and refusal to endorse the fact of having received the same on any
peon book or on the duplicate copy of the document itself. It must be clearly understood
that unless a Team Member is out of station it is necessary to have due evidence of
receipt of the communication on his/her part. No communication as mentioned above
shall be sent by registered post. Every Team Member shall provide his/her correct
address on which he/she can be served. If a Team Member refuses to take delivery of
any communication sent on the address furnished by him/her or if any communication is
returned undelivered for the reason of address being wrong of the Team Member not
traceable on that address, the Team Member shall be deemed to have been informed of
the contents of the communication and no further communication will be necessary.
14. Refusal to sign any document, form or register kept or maintained for the purpose of
maintaining daily records.
15. Carrying out business transactions of either personal nature or that which are not
connected with the assignment of duties at the organization at any time or taking up any
other employment or vocation or profit gain.
16. Refusal to carry out the orders of transfer.
17. Picketing or holding demonstration at the place of residence of chairman and
director /members of BoDs or any other Managers of the organization.
18. Habitual breach of any provision of these Rules or instructions issued from time to time
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 by the BoDs or the person authorized to do so.
19. If s/he is found to have continuing poor performance following guidance and training
putting the clients, fellow Team Members and the reputation of the organization at risk.

B. A Team Member who is guilty of the following misconduct may be penalized by not
qualifying for Annual Salary Increment:

1. Dishonesty in the transaction of the organization.

2. In case he/she participates or compels any other person to participate in any
unauthorized strike or in a strike which is declared illegal.
3. In case he/she strikes without fulfilling the legal requirements or slowing down of work
intentionally/willfully against interest of the organization.
4. In case he/she destroys intentionally any property of the organization or causes damage
thereon or takes out and makes unauthorized use of such property outside the premises
of the organization or gives to unauthorized person without permission of the competent
person.

C. A Team Member who is guilty of any of the following misconduct mentioned below may
be suspended for up to Three Months:

1. In case he/she creates or causes to create disturbances within the organization with an
intention of affecting the production process or service or works of the organization or
prevents the supply of food and water or connection of telephone and electricity or
obstructs the entry into or movement within the organization.
2. In case he/she accepts or offers bribes.
3. In case he/she comes to duty after consuming alcoholic drinks or consumes such drinks
during the work hours. However, the punishment shall not be issued against any Team
Member without proving of consuming alcoholic drinks by the doctor.

D. A Team Member who is guilty of the following misconduct mentioned below may be
Dismissed/Terminated from the service of the organization:

1. In case of a Team Member causes bodily harm or injury or fetters, detains the Team
Member of the organization with or without use of arms or injury or causes any violence
or destruction or assault within the organization in connection with the labor dispute or
on any other matter.
2. In case s/he steals the property of the organization.
3. If case any Team Member absents from the job continuously for more than thirty days
without giving information.
4. In case a Team Member is imprisoned for criminal offence involving moral turpitude.
5. Giving false declaration regarding age, name, parent’s name, spouse’s name,
qualification, and previous employment etc. at the time of employment once
organization file a case before court of law under cheating and get him/her sentenced for
fabricating the vital facts.
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 6. Disclosure to any unauthorized person of information relating to the organization’s
interest or the security measure. Intentionally breaching the confidentiality of
organization's production measures or special technology.
7. If s/he is involved in sexual relations/harassment with the coworker/clients in any way
that fails to comply with the Sexual Harassment policy.

In case a Team Member, having been punished twice for any offence of misconduct under
sections A, B and C of clause 51 of these Rules commits any misconduct for the third time
and is proved.

49.1 Written Warning

A written warning will be given to the Team Member for misconduct outlined in this
Regulation. The written warning should state the following:
• The nature of the offence with reference to the policy.
• Instruction or procedure which has not been followed
• Any past warning or action taken for similar violations & the details on disciplinary action
being taken.
• The expectations or improvements required of the Team Member and a specific time
period for improvement
• The future disciplinary action which will be taken against the Team Member if the
offence is repeated within a specified period of time.

49.2 Dismissal

50.2.1For misconduct that is not classified as gross misconduct, a Team Member will be
dismissed if there is a third episode of misconduct, after two written warnings
have been given within a 3-year period.
50.2.2Certain misconduct is considered so serious that it will lead immediately to
disciplinary action and dismissal (see Category D)
50.2.3The Human Resources Department will confirm the termination of employment
whether by notice/payment in lieu or without notice/payment in lieu and work
out the required compensation in compliance with the Employment Ordinance

51. Disciplinary Action Process

51.1 The disciplinary action against any Team Member shall be initiated within two
months from the date s/he has committed the misconduct or his or her misconduct
has come into notice of the members of BoDs.
51.2 Upon knowing about the misconduct by any Team Member, the Human Resource
Department shall investigate the matter impartially with or without the help of
other Team Members or external professional or expert before asking clarification
from such Team Member.
51.3 The Team Member, who has committed misconduct, shall be asked for clarification.
The letter will state the misconduct s/he has committed and the proposed
disciplinary action in response to that misconduct if the clarification submitted by.
him/her is not found satisfactory. The Team Member shall submit his/her
clarification within seven days.
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 51.4 If a Team Member, who has committed misconduct, declines to receive the
clarification notice given by the HR Department while on regular duty in the
organization, the clarification notice will be posted at the notice board of the
organization in the presence of two Team Members, which shall be deemed to
have the clarification notice delivered to the concerned Team Member. However, if
the Team Member is not in regular duty in the organization, the clarification notice
shall be sent to his/her email or postal address available with the organization.
Clauses of Labour Act will to be followed.
51.5 If the clarification submitted by the Team Member, who has committed the
misconduct, is not found satisfactory or no clarification is received from such Team
Member within the timeframe prescribed herein, the BoDs shall impose
punishment to them according to the nature of the misconduct.
51.6 The HR Department shall take legal opinion from independent law professional
before imposing the punishment to suspend or dismiss any Team Member from
the service of the organization.

51.7 If HR Department does not impose the punishment within two months after receipt
of clarification from the concerned Team Member or the date due to submit the
clarification by the concerned Team Member, whichever is earlier, s/he shall be
deemed to have been relieved from disciplinary action process.
51.8 The Human Resources Department shall be responsible for initiating disciplinary
action on behalf of the BoD, and the punishment to be imposed to the Team
Member, who has conducted misconduct, shall be approved by the chairman and
director or the person designated by chairman and director.
51.9 Department of Human Resources will keep a record of all disciplinary action on
individual personnel files.

CHAPTER-IX: MISCELLANEOUS
52. Personal Record and Its Confidentiality
53. Satisfaction Survey
54. Exit Interview

52. Personal Record and its Confidentiality

52.1 The Human Resources Department shall prepare and maintain a separate personal
record file of each Team Member. Following information shall have to be
maintained in the personal record file which will be kept in a locked location.
a. Job application letter;
b. Curriculum vitae;
c. Certificate of Citizenship;
d. Academic Certificates;
e. Health Certificate;
f. Appointment Letter/Employment Contract;
g. Job Description;
h. Performance Agreement; and
i. Correspondences with Team Member.
j. Leave

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 k. Disciplinary record
52.2 The Human Resources Department shall maintain the confidentiality of the
personal information of each Team Member maintained in the personal record file
and shall not divulge such information to any person other than the members of
BoD and any other person authorized by the chairman and director.
52.3 Any Team Member can request to see their HR file at any time by requesting an
appointment with the Department of Human Resources.

53. Team Member Satisfaction Survey

53.1 The Human Resources Department shall conduct a Team Member satisfaction
survey at least every two years.
53.2 The members of BoD will disseminate the findings and agreed responses and
actions across the organization.

54. Exit Interview

54.1 When a Team Member plans to leave the organization, they will be requested to
complete an exit interview with a member of the Human Resources Department as
part of the clearance process. Any information shared in the interview will be kept
confidential but will be used to inform the improvement of Team Member support
in the organization.
54.2 The Human Resource Department shall prepare an annual HR report which covers
matters such as Team Member turnover, demographic distribution of the Team
Member, trainings and development and other matters contained in this Regulation
and submit to the BOD through the chairman and director.

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 Logo of Millsberry International School

ACKNOWLEDGMENT OF RECEIPT OF HR
REGULATION

Millsberry International School HR Regulation contains important information

pertaining to my employment at Millsberry International School I understand
that I should consult my supervisor or HR team if I have any questions about the
information contained in the regulation.

Since the information, policies, and benefits described in the regulation are
necessarily subject to change, I acknowledge that revisions to the regulation
may occur. All such changes will be communicated through official notices. I
understand that revised information may supersede, modify, or eliminate
existing policies.

A copy of this regulation has been given to me to retain for future reference.

I agree to familiarize myself with its contents and comply with the information
provided.

Furthermore, I acknowledge that this regulation is not a contract of

employment. I understand this regulation is not intended to cover every
situation which may arise during my employment, but is simply a general guide
to the goals, policies, practices, benefits, and expectations of Millsberry
International School.
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 I have received the regulation and I understand that it is my responsibility to
read and comply with the regulation contained and any revisions made to it.

Employee’s Name:

Employee’s Signature: Date:

HUMAN RESOURCES COPY

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