This information content has been developed by Human Resource Department (HR Dept) in order to familiarise employees with Amrita Vishwa Vidyapeetham(AVV), herein referred to as the AVV or University, and provide information about working conditions, key policies, procedures, and benefits of employment at AVV and to get acquainted with its general rules, service conditions, values, ethics and culture . The information contained here applies to all employees of the AVV.
The purpose of this information content is to maintain a harmonious work culture and to enable the employees to understand the values and culture that AMRITA stands for and to streamline the processes within the AVV and its Schools & departments to ensure that employee satisfaction is inclined with these Cultures and Values.
The employee is held responsible for reading, understanding and complying with the provisions of this content. These policies are subject to change at any given point of time at the sole discretion of the Management and shall be intimated as and when such changes are made.
Amrita Vishwa Vidyapeetham (AVV) is a large organization and the actions and behavior of its employees have an impact on the education and livelihood of thousands of people, as well as on the local environment and the society. Employees are expected to have regard for the impact of their personal behavior on AVV, colleagues, the stakeholders of AVV, the environment and society.
It is essential that AVV maintains the highest standards of conduct in financial matters and seeks to maintain high standards of probity and ethical behavior.
This code covers some of the most important issues relating to personal conduct, and gives a framework of standards and behavior guidelines, but it is not intended to be exhaustive.
An “employee” of Amrita Vishwa Vidyapeetham is a person who regularly works for the University on a Permanent/Probation/Tenure/contract/Ad‐hoc basis.
Probationary/ Tenure Period for New Employees
AVV monitors and evaluates every new employee’s performance for a specific period to determine whether further employment in a particular position or with the University is appropriate.
The terms of employment will be as per the details contained in the Appointment letter. The University shall reserve the right to amend, alter, and change any or all the terms and conditions governing employment. The University will also be the sole judge of the meaning and interpretation of all or any of these terms and conditions and its decisions thereon shall be binding on all employees. The employment contract is a contract between the individual employee and the university, and the terms of contract are individual to each employee. Hence the employee is expected not to share the terms of the contract with others, including fellow employees.
Amrita Vishwa Vidyapeetham is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not based on gender, religion, caste, creed, or political affiliation.
Amrita Vishwa Vidyapeetham is committed to affirmative actions that will build on the strengths of our current Academic & Non‐Academic workforce and continually enhance the quality of our organization. Our actions include, but are not limited to, the following:
Prior to making an offer of employment, the University may conduct a job‐related background check. A comprehensive background check may consist of prior employment verification, professional reference checks, and education confirmation.
The formal welcoming process, or “employee orientation,” is conducted by a Human Resources representative. This will be followed by the concerned Dept to which the employee has been appointed to work with.
The task of handling personnel records and related administration functions at Amrita Vishwa Vidyapeetham is assigned to the Human Resources Department. Personal files will be kept confidential at all times and include some or all the following documents:
Medical records, if any, will be kept in a separate confidential file as an annexure.
Any change in an employee’s name, address, telephone number, marital status, dependents, or insurance beneficiaries, or a change in the number of tax withholding exemptions, needs to be reported in writing without delay to the Human Resources Department.
The safety and health of employees is a priority. The University makes every effort to comply with all legal workplace safety requirements. The University’s workplace safety rules and regulations are the following:
Each employee is expected to obey safety rules and exercise caution and prudence in all work activities.
An employee must follow all safety precautions while using the lift, entering a lab or any such specialized rooms. They are to adhere to general safety norms and are to be aware of fire safety and operating fire extinguishers. It is the responsibility of the employee to ensure care of the building furniture and electrical fixtures.
Employees are not allowed on the University property after working hours without prior authorization from their immediate superiors.
For insurance, and other business considerations, only authorized visitors are allowed in the workplace. When making arrangements for visitors, employees should request that visitors adhere to instructions at the Main Gate security and then enter through the main reception area and sign in and sign out at the front desk.
The University is pleased to consider for employment qualified applicants who are related to employees. When the University employs more than one member of a family, one family member may not supervise the other. Should such a situation arise, and the employees are unable to develop a workable solution, management will decide which employee may be transferred out.
All employees are urged to become familiar with The University rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their own jobs and conducting their work.
The normal hours are from 0900 hours to 1700 hours. There shall be a lunch break of an hour on all working days. However different campuses may follow different timings that best suits their location depending on various factors. You may be required to follow different work hours under special circumstances. Your immediate/ reporting head is to be consulted if there are any questions about work hours or if any change is required.
Unless otherwise stated specifically in the terms of appointment, every employee is a whole-time employee of Amrita Vishwa Vidyapeetham and may be called upon to perform such duties, as may be assigned by competent authority, beyond scheduled working hours and on Closed Holidays and Sundays. These duties shall inter-alia include attendance at meetings of Committees to which an employee may be appointed by Amrita Vishwa Vidyapeetham.
Shift: The rules regarding working hours, shifts, weekly holidays, rest intervals, etc. shall be in accordance with the rules applicable for the purpose, as prescribed by the Management.
Duty Hours: Duty hours of work in each department will be fixed by the concerned HOD and may be changed for the purpose of rotation to suit the requirements of AIMS. Employee shall not object to split duty hours as per the requirements of the concerned Department. Management has the right to introduce additional shifts or modify the existing shifts in the exigencies of work.
Employees shall not change their shifts on their own, without permission from the concerned HOD.
The University expects employees to be ready to work at the beginning of assigned daily work hours, and to reasonably complete it by the end of assigned work hours. They are to religiously mark their attendance through the bio‐metric attendance system or in the register book as instructed.
Unless otherwise specified, regular full‐time employees are expected to work only during the working hours as may be specified.
From time to time, it may be necessary for an employee to be late or absent from work. The University is aware that emergencies, illnesses, or pressing personal issues that cannot be scheduled outside work hours may arise. It is the responsibility of all employees to contact all affected parties if they will be absent or late and seek permission for late attendance. Unauthorized absence will be viewed seriously and attract strict disciplinary action.
Absence from work for three (03) consecutive days without notifying the superiors or the Human Resources Department will be considered sufficient to initiate disciplinary action against the employee.
Employees are allowed a one‐hour lunch break generally between the hours of 1300 hrs‐1400 hrs. or according to work schedule as may be fixed.
The University encourages employees to take a rest period of ten minutes in the morning work period and ten minutes in the afternoon work period.
There shall be no bullying or harassment and everyone is free to work and participate in the activities of AVV without fear of harassment, bullying or intimidation. The University does not tolerate workplace harassment. Workplace harassment can take many forms. It may be, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, e‐mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence.
The university has a zero-tolerance policy on gender harassment, which may include unwelcome advances, requests for immoral /unsocial/unethical favors, or other unwelcome verbal or physical contact when such conduct creates an unpleasant or offensive, hostile, and intimidating working environment and prevents an individual from effectively performing the duties of their position. Every employee must ensure that their conduct with fellow employees must be of accepted social, moral, ethical and social norms. Any act contrary, will be deplorable and will be dealt with sternly.
While private lives of staff shall not be a matter of jurisdiction, every staff must ensure that they must at no point reflect badly on the reputation of AVV and shall be strictly out of work place.
Members of staff who are relatives or who have a close personal relationship should not normally have a supervisory, assessing or authorising relationship with each other.
Employees must inform the HR Dept if they have a close personal relationship with another employee, a student, or a stake holder of AVV which could be considered by colleagues, students or others, as impacting on the way they conduct themselves at work.
The University prohibits any act of workplace violence and will have a zero-tolerance policy. Consistent with this, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect the University or which occur on Amrita Vishwa Vidyapeetham, will not be tolerated.
Employment with the University shall invariably require employees to agree that they will not disclose or use any of the University’s confidential information, either during or after their employment. The University sincerely hopes that its relationship with its employees will be long term and mutually rewarding. However, employment with the University assumes an obligation to maintain confidentiality, even after an employee quits the University’s employment. To this effect every employee shall enter into an agreement which will also require employees belong to the Sciences fraternity to separately disclose their inventions prior to joining Amrita and those inventions and research papers after joining Amrita as that of the sole property of Amrita.
Amrita Vishwa Vidyapeetham insists on the highest ethical standards and human values. When faced with ethical issues, employees are expected to make the right professional decision consistent with the University’s principles and standards.
Employees of the University are expected to present themselves in a clean and professional appearance, both inside and outside the University. Dressing in a fashion that is clearly unprofessional, inconsistent with contemporary socially accepted traditions, and which is deemed improper and unsafe, or that negatively affects Amrita Vishwa Vidyapeetham’s reputation or image is not acceptable and do not go by the culture. It is mandatory for all employees to display in person, the ID card issued by the university, during hours of work. This will also apply to employees who may represent the university at various forums within and outside the university.
AVV shall always strive to maintain the highest standards in all the teaching and research that it undertakes, and staff must not conduct themselves in ways that may undermine the academic standards of its awards or the conduct and dissemination of its research.
AVV will provide employees with the equipment needed to do their job. None of this equipment should be used for personal use, nor removed from the physical confines of University—unless it is approved for a job that specifically requires use of University equipment outside the physical facility.
The University property, including computers, phones, electronic mail, and voice mail, should be used only for conducting the University’s official work. Incidental and occasional personal use of company computers, phones, or electronic mail and voice mail systems is permitted, but information and messages stored in these systems will be treated no differently from other official‐related information and messages.
Employees are responsible for using the Internet in a manner that is ethical and lawful. Use of the Internet must solely be for official purposes and must not interfere with employee productivity.
No employee shall publish any article written by him on any matter whatsoever in Newspapers, Journals or other publications, without the written permission from the management, provided such permission shall not be necessary for articles that has no bearing on any matter concerning AMRITA.
Amrita Vishwa Vidyapeetham does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. “It is illegal to make or distribute copies of copyrighted material without authorization”
The only exception is the user’s right to make a backup copy for archival purposes.
Employees should understand the importance of using the office equipment economically. Letter Heads are to be used with the permission of the Reporting Managers only. Letter Heads are to be utilized for official purposes only and not to be left around work stations unattended. Also, when not in use Letter Heads to be kept under Lock and Key.
Telephones are intended for the use of conducting the University’s day to day affairs. Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on the telephone line.
As far as possible, uses of personal cell phones are to be avoided or restricted to bare minimum unless it becomes extremely important in a particular situation. Conversations during personal calls should be kept brief and crisp to avoid distraction to other employees at work, to maintain office decorum and observance of work etiquette. It is advised that employees keep their cell phones on silent/vibration mode or to an extent where it is audible to self only and not to employees around.
Smoking of any kind is NOT PERMITTED and STRICTLY PROHIBHITED inside any of the University campuses.
Gambling activities of any nature must not be conducted within the AVV premises
It is the policy of the University that the workplace and the campus will be free of known kinds of substance abuse and alcoholic beverages. The university has a zero-tolerance policy in this regard. In addition to damage to respiratory and immune systems, malnutrition, seizures, loss of brain function, liver damage, and kidney damage, the abuse of drugs and alcohol has been proven to impair the coordination, reaction time, emotional stability, and judgment of the user. This could have tragic consequences where demanding or stressful work situations call for quick and sound decisions to be made.
AVV does not dictate how employees conduct themselves in their personal lives outside work. However, unlawful, anti-social or other conduct by employees which may jeopardise its reputation or position will be dealt with through the disciplinary procedure.
Where appropriate the rights to personal benefit from inventions, discoveries and patents are defined in the Intellectual Property policy.
The copyright in any work or design compiled, edited or otherwise brought into existence by an employee as a ‘scholarly work’ produced in furtherance of his/her professional career shall belong to AVV. ‘Scholarly work’ includes items such as books, contributions to books, articles and conference papers, and shall be construed in the light of the common understanding of the phrase in higher education.
The copyright in any material produced by employees for their personal use and reference, including as an aid to teaching, shall belong to the employee.
However, the copyright in course materials produced by employees in the course of their employment for the purposes of the curriculum of a course run by AVV and produced, used or disseminated by AVV shall be considered as its property, as well as the outcomes from research.
The highest standards of behaviour are also expected in all areas of AVV end-to-end cycle as an employee, especially where individuals are in positions to make decisions which may have significant impact on others. In all such cases it is important that decisions are taken in a fair and balanced way that can withstand external scrutiny. Conflicts of interest should be identified so that individuals are not involved in decisions where their actions could be seen as biased.
AVV shall operate as far as possible in a transparent environment. However, there will be instances when individuals, through their positions as members of committees, selectors/recruiters, managers etc., become aware of confidential information, either about other individuals or in connection with such activities which require confidentiality. Employees should be aware of the need to keep such matters confidential and to respect the proper channels of communication for such information.
The University has a policy for the prevention and detection of fraud, corruption and other irregularities. All staff have a role to play in preventing fraud and the University policy.
Advance approval from management is required before an employee may accept or solicit a gift of any kind from any organization. Employees are also not permitted to give unauthorized gifts to any person or organization without the prior approval of the management.
Solicitations and Distributions
Solicitation for any cause during working time and in working areas is not permitted. Employees are not permitted to distribute any non‐official literature in work areas at any time during working time.
Employees who have a job‐related issue, question, or complaint should first discuss it with their immediate supervisor. If the issue cannot be resolved at this level, the University encourages employees to contact the Human Resources Department. Employees who observe, learn of, or, in good faith, suspect a violation of the Standards of Conduct of the University, should immediately report the violation in accordance with the following procedures:
Resources depending on the nature and gravity of the complaint.
Amrita Vishwa Vidyapeetham has a mechanism to address the grievances of employees at work should they experience any issues that may have a direct bearing on them in effectively discharging their duties and responsibilities at Amrita. Any such grievance should be brought to the notice of the concerned HoDs who shall take all measures to address the issue.
Unacceptable behavior that does not lead to immediate dismissal may be dealt with in any of the following manners: (a) Counselling, (b) Oral Reminder, (c) Written Warning, (d) Decision‐Making Paid Leave/Counseling Session, (d) suspension pending investigation.
An employee, who commits an act of misconduct, or, violates the sanctity of the University, or any of its policies, detrimental or otherwise, will be dealt with in accordance with the university rules and regulations. The university reserves the right to take the appropriate disciplinary action as may deem fit.
AVV due to administrative or functional exigencies may transfer an employee to any other location as part of the employment. The university also recognizes that a desire for career growth or personal needs may lead an employee to request a transfer to another position. However, in such cases the employee will be facilitated with a change in location but not on transfer but as a case of fresh appointment at the new locations and will not be considered as transfer of service.
Employees shall not take an outside job, either for pay or as a donation of their personal time nor will employees work on their own or any such assignments if it competes or interferes in any way with the official work of the University.
After the application of disciplinary steps, if it is determined by management that an employee’s performance does not improve, or if the employee is again in violation of the University practices, rules, or standards of conduct, Leave, employment with Amrita Vishwa Vidyapeetham will be terminated.
Employees may tender resignation serving three month’s notice period. Members of faculty can only tender resignation at the end of a semester.
In a voluntary separation situation, the University management would like to conduct an exit interview to discuss the employee’s reasons for leaving and any other impressions that the employee may have about the University.
Any of the University property issued to employees, such as computer equipment, keys, employee ID card, must be returned back to the University at the time of relieving. Employees will be responsible for any lost or damaged items based on which the employee will be issued the No Dues Certificate to settle the full and final accounts.
It is AVV’s desire to pay all employees’ wages or salaries that are competitive with other employers in the market and in a way that will be motivational, fair, and equitable. Compensation may vary based on roles and responsibilities, individual, and their performance, and in compliance with all applicable laws.
Variable Pay up‐to a maximum of one month’s gross salary comprising Basic Pay, DA and HRA, may be given to employees at the discretion of management, every year. The factor that typically determines Variable Pay is Personal Performance.
Employees will strive to succeed in their jobs and to grow professionally. In an effort to support this growth and success, University has a review process for providing formal performance feedback. Feedback includes a Performance Evaluation, and appraisal. Salary/wage reviews occur annually typically in conjunction performance review process. The calculation and implementation of changes in base salary/wage depend on personal performance and will generally occur at the beginning of an academic cycle.
Amrita Vishwa Vidyapeetham wants employees to use every opportunity to advancing to other positions or opportunities within the University. Approval of progression moves or promotions depends entirely upon performance and suitability and is at the sole discretion of the management in line with existing norms as laid down by regulatory authorities.
Employees are expected to comply with tax, and other legal requirements applicable, at all times. The University reserves the right to deduct income tax at source/other statutory contributions as required by law on a monthly basis, from employee’s salary.
Eligible employees of the University are covered under Group Medical Insurance Scheme to cater for the medical expenses on account of hospitalization due to illness or any other hospitalisation. Under this scheme the employee and his/her family member can avail free Medical Treatment in the cases of hospitalisation subject to the amount insured, according to the grade of the employee. The university also extends the benefit of paid leave on maternity for 120 days to married women employees under the rules prescribed.
The retirement age (also called superannuation age) for all the employees of Amrita Vishwa Vidyapeetham is 58 years. Faculty shall superannuate from service on the last day of the month in which they attain the age of superannuation. The provision for re-employment for employees superannuating from the services of Amrita Vishwa Vidyapeetham shall be solely at the discretion of the Competent Authority based entirely on the specific requirements on a case to case basis, and cannot be taken for granted automatically.
University encourages higher education and may consider on a case by case basis to pay for courses which are directly related to an employee’s present job or which will help an employee prepare for more responsibilities or promotions within the organization. This should be beneficial to the University and gainful at a larger level through imparting of knowledge so acquired.
Employees are to note that Leave is not a matter of right but a privilege. The objective of this policy is to explain the leave entitlement and procedure for availing leave. The various types of leave, its entitlement, procedure for availing and the eligibility are mentioned here.
General Leave Policy Information
Earned Leave
For confirmed non‐teaching staff ‐ 30 days in a calendar year.
For un‐confirmed non-teaching staff ‐ 15 days in a calendar year.
For teaching staff, un‐availed Vacation Leave at the end of an academic year can be converted into Earned Leave in the ratio of 2:1; Minimum leave per application should not be less than three days. Earned leave is permitted to be carried forward up to two calendar years and not exceeding 90 days.
Vacation Leave
Applicable only for teaching staff (confirmed & unconfirmed) 45 days in a calendar year split into 15 days in winter (an employee must have joined in June or before of the year) and 30 days in summer (an employee must have joined in December of the previous year or before). Employees with less than 6 months of service are not eligible for this Vacation Leave. Minimum leave per application should not be less than five days for winter and ten days in summer. Unavailed winter vacation may be availed during summer vacation.
Casual Leave
All employees are eligible for 12 days Casual Leave in a calendar year. The maximum leave eligible per application including holidays is five days.
Maternity Leave
Maternity leave is permitted only to married women up to a maximum of 180 days. An employee must have completed one year of service to be eligible for Maternity Leave. It is admissible from the date of delivery or from 10 days prior to the expected date of delivery. In the event of miscarriage or abortion, 42 days of leave will be admissible. Women employees already having two children are not eligible for maternity leave. Application for maternity leave will invariably be accompanied by supporting medical certificate.
Medical Leave
Medical leave will be granted on the strength of medical certificate. A maximum of 20 days on half pay or 10 days on full pay will be permitted. An employee is eligible for Medical Leave on completion of 12 months service with the university. Medical leave application will have to be supported by a medical certificate from a registered medical practitioner.
Study Leave
A maximum of three years is permitted to confirmed teaching staff to pursue only higher studies (PhD etc.). This is not a paid leave and will be as per the chosen program duration. The minimum leave permissible is one year.
Casual Leave (CL)
Casual Leave (CL) can be availed only after an employee puts in one month’s continuous service. CL can be accrued half-yearly in January to July.CL can be availed to a maximum of only 3 days at a time. Holidays can be prefixed or suffixed with CL. Unavailed CL can be credited at the end of year to the PL.
Half-Day Casual Leave
An employee can take CL in units half-a day, subject to a maximum of six times in a year, which will be debited from their CL at credit.
Privilege Leave (PL)
Can be availed only on submission of leave form 15 days prior to the date of avail of leave. Accumulation of PL is allowed as per prevailing rules of the Institute.
Sick Leave (SL)
An Employee availing leave above 2 days shall submit leave application with the certificate duly endorsed by the employee physician of AIMS.
Maternity Leave
Eligible employees are entitled for medical leave benefit.
Special Leave
Given under special circumstances at the discretion of the management.
Compensatory Off
An employee can take compensatory off if he does an off-day duty. Eligibility of compensatory off is up to 60 days
Introduction
The following is a comprehensive guide to the University expense policy and procedures for the reporting and reimbursement of expenses. Any manager who approves expense reports should be familiar with this policy—authorizing an expense report indicates to University that the expenses reported are legitimate, reasonable, and complies with this policy.
Expense Reimbursement
Under ordinary circumstances, it is the policy of the University to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on official engagements of the university are entitled to transportation, hotel accommodation, meals, and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety, and comfort. Expenses for attending national and international conferences and presenting various papers at different forums are also reimbursed.
Relocation
The University will pay reasonable costs of transportation in connection with the transfer of the employee and the employee’s dependents from the old location to the new location in cases administrative transfers. Travel to the new location will be by the most direct route, and lodging arrangements should be made by or approved by Human Resources. This covers the period from when the employee leaves the old location and travels directly to the new location.
No employee shall, except in accordance with any general or special order of the Competent Authority or in the performance in good faith of the duties assigned to the employee, communicate directly or indirectly, any official document or information to any person to whom they are not authorized to communicate such document or information.
No employee shall, publish, broadcast any document or make any statement of fact or opinion anonymously or under a false name, to the media including social media or any other public forum or domain which has the potential for
Provided that nothing in this paragraph shall apply to any statements made or views expressed by an employee in their official capacity or in the due performance of the duties assigned.
No employee shall except with prior permission of the Competent Authority, engage directly or indirectly in any trade or business or any private business activity or employment outside the official assignments.
Provided that the above restriction shall not apply to academic work and consultative practice undertaken with the prior permission of the Competent Authority which may be given subject to such condition as regards acceptance of remuneration as may be laid down by the Board.
An employee shall so manage the private affairs as to avoid habitual indebtedness or
Insolvency. When an employee is found liable to arrest for debt or has recourse to insolvency or when it is found that a part of the salary is continuously being attached, then the employee shall be liable to dismissal. An employee who becomes the subject of legal proceeding for insolvency shall forthwith report full facts to the Competent Authority.
An employee who gets involved in some criminal proceedings shall immediately inform to the Competent Authority through the Head/Chairman of the Department to which the employee belongs, irrespective of the fact whether the employee is on bail or not.
No employee shall except with the previous sanction of the Competent Authority, have recourse to any court of law or to the press for the vindication of any official act, which has been the subject matter of adverse criticism or an act of defamatory character.
Provided nothing in this rule shall be deemed to prohibit an employee from vindicating the private character on any act done by the employee in a private capacity.
Whenever an employee wishes to put forth any claim, or seeks redress of any grievance or of any wrong done to the employee, it must be forwarded through proper channel, ensuring that no advance copies or the application is sent to any higher authority, unless the lower authority has rejected the claim or refused relief or disposal of the matter is delayed by more than three months.
No employee shall be signatory to any joint representation addressed to the authorities for redressal of any grievance or for any other matter.
An employee shall be governed by the provision of the relevant rules regarding imposition of penalties for breach of any of these Rules and preference of appeals against any such action taken against the employee.
The decision of the Board on all questions relating to the interpretation these provisions shall be final.
Any information or clarification regarding the rules for employees may be sought from the Dean of the campus or school or from the corresponding HR department. All contact information is available here.