Leave Rules for Medical College Employees

LEAVE POLICIES AND PROCEDURES FOR THE EMPLOYESS WORKING IN THE HOSPITAL AND MEDICAL COLLEGE

The leave rules, policies and procedures are being issued to All the Members of Teaching and Non-Teaching Staff of SRM Medical College Hospital and Research Centre.

1.1  Eligibility

All permanent employees on the rolls of SRM Medical College Hospital and Research Centre, who are confirmed and on probation, would come under the purview of this policy.

1.2 Policy Summary

  • SRM Medical College Hospital and Research Centre, provides a total of 47 days leave for Regular Employees in a year (12 CL, 12 EL, 9 ML, 2 RH, 12 SL)
  • Leave year is described as Jan 1st to Dec 31st
  • Leaves are categorized into Casual Leave (CL), Earned Leave (EL) & Medical Leave (ML), Restricted Holiday(RH), Saturday Leave (SL)
  • Half Day Leave is permitted ONLY while availing Casual Leave & Medical Leave.
  • Leaves would be credited as per the schedule detailed below
  • CL – Eligible from Date of Joining
  • SL – Eligible from Date of Joining
  • EL – Eligible after 1 year of joining
  • ML – Eligible after 1 year of joining
  • RH – Eligible from date of Joining

1.3 Working Hours

  1. The Working Hours for the SRM Medical College Hospital is from 00 AM to 4.00 PM. The Hospital Administrative Office shall function from 9.00 AM to 5.00 PM. The working hours for Teaching Staff is from 8am to 3pm on all weekdays (Monday to Friday), Saturday – 8am to 2pm
  2. Some of the Departments and Wards will function 24 Hours with necessary Staff and Faculty.
  3. They will be covered under PDO rules given in Page 6.

1.4 Biometric Attendance

  1. All employees should mark in biometric attendance whenever they come to work and leave after duty. (Even during permission, late and shifts)
  2. Three late arrivals after 10 Minutes of grace time will be calculated as half a day leave (deducted from CL credit and once CL is exhausted from EL Credit) and will be automatically deducted from the leave balance.
  3. All staff are requested to verify their biometric attendance details every day and before salary is being processed every month (21st of previous month to 20th of current month)
  4. All staff and faculties should update the biometric attendance and their leaves individually and on their own.
  5. All HOD’s are instructed to get prior approval from Dean and apply their leave online before availing them. HOD’s are requested to approve/sanction the leave of their department staff individually and not to share their login credentials to their department computer operators.

1.5 Types of Leave & Description

SRM Medical College Hospital and Research Centre provides the following types of leave to its employees. Effective date of the policy is 1stJanuary, 2022.

1.6 Casual Leave (CL)

  1. Casual Leave can be availed for emergency and unforeseen situations, subject to the pre-approval of the Manager/Immediate Supervisor/HOD.
  2. Casual Leave can be availed up to two days at a time.
  3. All confirmed employees and employees who are on probation are eligible for 12 days of Casual Leave per annum.
  4. This leave will be credited on pro-rata basis for new joiners.
  5. Casual Leave cannot be combined with any other leave.
  6. Casual Leave balance reflecting on December 31st cannot be carried forward or en-cashed.

1.7 Earned Leave (EL)

  1. All employees on the rolls of SRM MCH & RC who are confirmed employees, are eligible for 12 days of Earned leave per annum.
  2. Earned leave credit will be provided only on completion of one year of service.
  3. Earned leave should be applied for a minimum of 4 days and can be availed a maximum of 2 times in a year. Earned leave should be applied one month in advance and prior approval from the HOD and Dean has to be obtained and then applied online.
  4. Earned Leave cannot be combined with other leave.
  5. It can be prefixed or post fixed with any one declared Holidays / Sunday.

1.8 Medical Leave (ML)

  1. Medical leave can be availed to take care of employee’s medical emergency.
  2. All employees who are confirmed are eligible for 9 days of Medical Leave per annum.
  3. Medical leave credit will be provided only on the completion of one year of service.
  4. Medical leave will be credited in advance on 1st January every year.
  5. Medical Leave for more than 2 days will have to be supported by a medical certificate provided by a Registered Medical Practitioner at SRM Hospital.
  6. In case of a planned medical leave, Medical Leave form will be provided by the hospital (collect it from the HR) only before availing the leave and not after the leave. Fitness Certificate should be produced if more than 3days of leave is availed.
  7. Failure to provide documents could lead to disciplinary action including up to termination.
  8. Medical Leave cannot be combined with any other leave.
  9. If an employee availing leave prefix & suffix to weekly off/festival holiday, then weekly off /holiday also be considered as leave.
  10. Medical Leave balance reflecting on December 31st will be carried forward to next year and can be accumulated up to a maximum of 120 days in the entire period of service.

1.9 Maternity Leave (MTL)

All female employees who are confirmed and who are on probation are eligible

for 24 calendar weeks of maternity leave.

    1. Maternity leave would need to be a mix of pre and post natal leave but not exceeding 24 calendar weeks in all.
    2. Weekly offs falling in between maternity leave would also be considered as leave.
    3. A female employee will be eligible for maternity benefit if she has worked for not less than eighty days in the twelve months immediately preceding the date of her expected delivery.
    4. The management may at its discretion waive this condition while granting leave.
    5. In case of an unfortunate event (miscarriage or medical termination of pregnancy), a female employee shall, on production of such proof as may be prescribed, be entitled to leave for a period of six weeks immediately following the day of her miscarriage.
    6. A female employee suffering from illness arising out of pregnancy, delivery, premature birth of child or miscarriage shall, on production of such proof as may be prescribed, be entitled, in addition to the period of absence allowed to her under the law, can avail leave for a maximum period of 4 weeks beyond the 24 weeks maternity leave.

1.10 Academic Leave (AL): (Only applicable for Teaching faculties)

  1. Academic Leave can be availed by the Faculty
    • on invitation to deliver guest Lectures in other Institutions,
    • to Chair a session in CME programs,
    • to present scientific papers in CME Programs as first Author (not as Co-author or Second author)
    • For poster presentation in Conference, Seminars, Workshop as first Author and going as an examiner to other medical college.
    • For attending the CME programs/ Conference, Seminars and Workshops
    • For BOS meetings
  1. In a department, not more than 2 staff can avail academic leave at any given time.
  2. Academic Leave to a maximum number of 10 days in every calendar year will be allowed after completion of 1 year of continuous service for Senior        Residents and above.
  3. Material/Abstract in Hard Copy & Soft Copy to be produced to the Dean 15 days            in advance.
  4. Academic Leave will be sanctioned for a maximum of only 5 days at a stretch. Prior permission has to be obtained by the Teaching Faculty from the Dean to avail      Academic Leave.
  5. Academic Leave can be combined with CL only.
  6. Academic Leave will be sanctioned only at the discretion of the Dean.
  7. 8. Academic Leave balance reflecting on December 31st cannot be carried forward or en-cashed.

1.11 Restricted Holiday (RH)

  1. Restricted Holiday can be availed by the employees who are confirmed and who are on probation, subject to the pre-approval of the Manager/Immediate Supervisor/HOD.
  2. It is allowed only for 2 days in every calendar year
  3. Optional Restricted Holidays can be availed as per the list of Restricted Holidays declared by the State Government and approved by the SRM University.
  4. It can be combined only with COL
  5. It can be availed in such a way that patient service is uncompromised.

1.12 Saturday Leave (SL)

  1. Saturday leave is eligible for all employees who are permanent and are on probation period.
  2. Only one Saturday leave can be availed every month.
  3. The Saturday leave should be availed every month and it cannot be carried forward to the next month.
  4. It can be availed after getting prior approval from department head and in such a way that patient care remains uncompromised.
  5. Saturday Leave can be combined with Restricted Holiday and Compensatory Off only.
  6. Not more than 2 or 25% of the staff in a department can take Saturday leave at any particular day whichever is higher.

1.13 Post-Duty Off (PDO) 

  1. The staff working for 24 hours only shall take post-duty off on the next day itself.
  2. On rare occasions, it can be taken on other days within a week with the permission of the HOD.
  3. PDO, weekly off and any other holidays shouldn’t be combined and claimed.
  4. Weekly off should be availed only in view of working on a Sunday. PDO can be availed the next working day when worked for a night duty.
  5. Weekly off can be availed in the same week separately and shouldn’t be combined with any other leave.

1.14 On Duty (OD)

  1. The Staff going on duty to Court or other Hospitals, Inspections, T.V. & other Programs should intimate the concerned HOD and GM-HR beforehand.
  2. If they go by order from the authority themselves, they should produce attendance certificates (eg. Course certificate, etc., or self-attested copy of the order to the authority on the next day) – then only the day can be marked as ONDUTY in the biometric attendance.
  3. If IN / OUT punch is not recorded in biometric then the individual has to bring to the notice of his/her superior within the next 48 hours or the miss punch day will be considered as LOP strictly.

1.15 Permission (PER)  

  1. Permission of one hour can be availed for two days in a month.
  2. Either it can be availed in the beginning of the working hours or before the end of the working hour.

1.16 Compensatory Leave (COL)

  1. It can be availed within next 3 months from the day of duty. Also, it can be availed only from the subsequent month. It is limited to 20 days in total for a calendar year.
  2. It can be availed by obtaining prior permission from the HOD.
  3. COL can be combined with RH.

1.17 General Information About the Policy

  1. Year for the purpose of leave is from 01st Jan to 31st Dec.
  2. Employees are advised to plan their leave well in advance so that their leave can be approved while hospital operations can also be maintained.
  3. Employees who are on Leave with Loss of pay will not receive any credit of any leave for the period they are on loss of pay.
  4. Weekly offs and any holidays falling in between loss of pay would also be considered as loss of pay.
  5. Sanctioning of leave is a matter of mutual convenience. Leave has to be taken in such a manner that it does not interfere with or negatively affect hospital operations.
  6. An employee who has resigned from the services of the Institution cannot avail of any leave during the Notice Period. In case an employee resigns while on leave, the Manager/Supervisor/HOD has the right to cancel the leave accordingly.

1.18 Process to Apply for Leave

  1. Leave, be it of any nature, will have to be availed with the prior approval of the Manager/Supervisor/HOD.
  2. However, in extreme situations, where prior approval cannot be obtained, the employee must inform his/her supervisor or head of his/her absence through telephone within one day.
  3. Absence from work without prior approval and/or reasonable justification for the same may lead to loss of pay and/or disciplinary action at the discretion of the management.
  4. For any leave request, prior approval has to be obtained from the immediate supervisor in the interest of smooth and efficient functioning of the department/organization.
  5. Leave information should be updated and approved by the supervisor or head in the concerned records/registers before the start of the leave.
  6. However, in case this is not possible, the same should be updated within 3 days – subject to necessary approval – of returning from leave.

1.19 Consultant Doctors Leave – (CD)

  1. Consultant Doctor Leave (CD) can be availed for emergent and unforeseen situations, subject to the preapproval of the Immediate Supervisor.
  2. Consultant Doctors are eligible for 1day leave per month
  3. Unavailed Consultant Doctor Leave will be accumulated at maximum of 12 per annum.
  4. Beyond the limit, Consultant Doctor Leave will be considered as Loss of Pay.
  5. Consultant Doctor Leave balance reflecting on December 31st cannot be carried forward or encashed.
  6. Duty timings for Consultant Doctors is 8 am to 4 pm or shift timings as per roster with 8 hours of duty.

1.20 Visiting Professors (VP)

None of the above leaves and permissions are applicable for visiting professors.

1.21 Leave with Loss of Pay (LOP)

The following will qualify as Leave on Loss of Pay:

    1. Leave availed in excess of permissible limits.
    2. Leave availed without prior approval and reasonable justification for the same.
    3. Leave on Loss of Pay can be requested when an employee wants to avail leave in excess of the permissible/accumulated leave. Weekly offs and any holidays falling in between Leave on Loss of Pay will be considered as loss of pay.
    4. A Maximum of 15 days of continuous LOP is approved only with prior permission

1.22 Responsibilities

Employee:

      For availing leave, an employee must apply online though the Greytip software:

      1. Get the leave sanctioned at least 15 days in advance in case of EL, from the reporting manager.
      2. For Medical leave, in case prior sanction cannot be obtained, it must be done on the day of reporting back to duty. However the associate should inform the reporting manager about the leave either over phone or mail.
      3. If the medical certificate / fitness certificate (for greater than 2 days) duly approved by the HOD does not reach the HR Team, it would be treated as period of absence.
      4. Any leave taken in excess of the above provisions will be treated as leave without pay.

1.23 Disciplinary Action

  1. Employee should follow the process mentioned above while availing any leave. Any non-compliance to the policy can lead to disciplinary action that can lead up to termination.
  2. If any employee avails unauthorized leave for more than 5 days the 1st show-cause notice will be sent to their concerned mail/postal address.
  3. If there is no reply for the show-cause sent from the organization necessary action will be taken.

1.24 SRM Medical College – Leave Policy

SRM Medical College, provides a total of 63 days leave for Regular Employees in a year (12 CL, 30 VL, 9 ML, 2 RH, 10 AL)

    • Leave year is described as Jan 1st to Dec 31st
    • Leaves are categorized into Casual Leave (CL), Vacation Leave (VL), Medical Leave (ML), Restricted Holiday (RH), Academic Leave (AL).
    • Half Day Leave is permitted only while availing Casual Leave & Medical Leave.
    • Leaves would be credited as per the schedule detailed below
    • CL – Eligible from Date of Joining
    • VL – Eligible after 1 year of joining
    • ML – Eligible after 1 year of joining
    • RH – Eligible from date of Joining
    • AL – Eligible after 1 year of joining

1.25 Working Hours

The Working Hours for the SRM Medical College is from 8.00 AM to 4.00 PM on all week days (Monday to Friday), Saturday – 8am to 2pm.  The Hospital Administrative Office shall function from 9.00 AM to 5.00 PM.

1.26 Vacation Leave

  1. The teaching and non-teaching staff working in the Medical College are eligible for 30 days’ vacation leave per year after completion of one year of probation.
  2. This leave can be availed during the months of May and December at the rate of 15 days each, as declared by the Dean.
  3. Vacation leave may be availed in the window of November to December or April to May.
  4. Any teaching faculty who has not availed his/her vacation leave during the vacation and attends duty should produce the consent letter obtained from the HOD/Dean.
  5. 50% of such duty attended will be treated as accumulated leave and credited to the balance of Earn Leave subject to a maximum of 60 days. This Earn Leave can be availed up to a maximum of ten days at a time including the holidays.
  6. In a department not more than 10% of the staff can avail vacation leave at any given time depending on the availability of the staff. Vacation leave thus can be availed in a staggered manner so that college operations are not impaired.

1.27 Saturday Leave (SL)

All second Saturdays are off for employees working in SRM Medical College.

    • Saturday leave is eligible for all employees who are permanent and are on probation period.
    • Saturday Leave can be combined with Restricted Holiday and Compensatory Off only.
  1.  

2. CONDUCT RULES FOR ALL EMPLOYEES

2.1 Conduct Rules

    1. The employees shall not engage either directly or indirectly in the conduct of any business, trade, running educational institution, engaging in private tuition/ part time job in any other concern or any other activity not related to SRMIST.
    2. The employees shall not involve themselves in activities not related to the assigned Institute work, during working hours. The habit of reading irrelevant magazines, papers, books and browsing unsafe websites, etc., during working hours is to be avoided.
    3. The employees shall not use their mobile phones, to engage in personal conversation/ messaging in the class room / laboratory/ office during work hours.
    4. The faculty members are strongly encouraged to take up consultancy projects. However permission of the Management should be obtained for the same.
    5. The employees are prohibited from accepting gifts in any form from the students / parents / vendors and/or service providers having business transaction with SRMIST.
    6. The salary / perks received from the Management shall be treated as confidential and shall not be revealed and compared with the peers’ salary / perks.
    7. The employees shall not interfere in any matter not connected to their job requirement.
    8. The details of student feedback forms and performance appraisal reports given by the superiors shall be treated as confidential.

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