STAFF JOINING & ONBOARDING POLICY
Applicable to: All Teaching, Non-Teaching, Nursing, Pharmacy, Administrative & Support Staff
1. Purpose
This policy establishes a uniform procedure for joining and onboarding all employees.
No employee shall be considered fully joined until the required joining formalities are completed.
2. Appointment & Joining
Appointment shall be made only through an official appointment letter issued by the authorised authority.
The employee must report on the joining date mentioned in the appointment letter.
Failure to report on the specified joining date without prior approval may result in cancellation/postponement of the appointment.
Joining shall be subject to verification of required documents and eligibility.
3. Joining Documents
At the time of joining, the employee shall submit the required documents, as applicable:
Aadhaar/valid identity proof
PAN Card
Address proof
Educational certificates and mark sheets
Professional/technical qualification certificates
Registration certificate/license, wherever applicable
Previous employment/experience certificates
Passport-size photographs
Bank account details/cancelled cheque
Emergency contact details
Any other document required by HR/Management
4. Document Verification
All documents submitted by the employee shall be subject to verification.
Any false, forged, misleading or materially incorrect information may result in cancellation of appointment or termination, subject to applicable law and employment terms.
Submission of documents does not by itself confirm their acceptance until verification is completed.
5. Joining Report
Every employee must complete the official Joining Report/Form on the date of joining.
The Joining Report shall contain the employee's basic details, designation, department, joining date and required declarations.
HR shall maintain the official joining record.
6. First-Day Joining Formalities
On the date of joining, the employee shall:
Report to HR/authorised officer.
Complete joining documentation.
Submit required documents.
Complete employee records.
Provide bank and emergency contact details.
Receive information regarding working hours and attendance.
Complete biometric/attendance registration, wherever applicable.
Report to the concerned department/HOD after completion of HR formalities.
Receive assigned duties and reporting instructions.
7. Attendance From Date of Joining
Attendance shall be applicable from the officially approved joining date.
The employee must mark attendance through the authorised system.
Failure to mark attendance may affect attendance records and salary processing, subject to verification of genuine technical issues.
The employee is responsible for ensuring that attendance is correctly recorded.
8. Departmental Allocation
After joining formalities, the employee shall be assigned to the relevant department.
The concerned authority shall communicate:
Duty schedule
Reporting structure
Job responsibilities
Working hours
Departmental procedures
Institutional rules and policies
9. Probation
Where applicable, the employee shall remain on probation for the period specified in the appointment letter.
During probation, performance, attendance, discipline, conduct and suitability for the assigned position may be reviewed.
Confirmation of employment shall be subject to satisfactory performance and Management approval.
The terms of probation shall be governed by the appointment letter and applicable employment rules.
10. Orientation & Institutional Policies
Every newly joined employee shall be required to understand and follow the applicable institutional policies, including:
Staff Attendance & Leave Policy
Code of Conduct
Working Hours
Discipline Policy
Academic/Departmental Procedures
Examination Rules
Safety and Security Rules
Confidentiality Requirements
Use of Institutional Property and Resources
Any other policy issued by Management
11. Nursing & Pharmacy Staff
For Nursing and Pharmacy staff, joining shall additionally be subject to applicable professional qualifications, registrations and regulatory requirements.
Where applicable, the employee shall provide valid professional registration/renewal documents before undertaking regulated professional duties.
12. Duty & Work Allocation
Employees shall perform duties assigned by the authorised authority.
Completion of joining formalities does not limit Management's right to assign reasonable duties within the employee's role and applicable employment terms.
Staff members shall follow the authorised reporting structure.
13. Joining After Leave/Break
If an employee is appointed but fails to join within the permitted joining period, the appointment may be reviewed by Management.
Any extension of the joining date requires prior written approval.
An employee cannot assume that non-joining or delayed joining has been accepted without written confirmation.
14. Salary & Payroll Activation
Salary processing shall begin subject to completion of joining formalities and verification of required records.
Bank details must be correctly submitted to HR for payroll processing.
Salary shall be calculated from the applicable joining/payroll date as per the appointment terms and approved attendance.
Any delay caused by incomplete or incorrect employee information may require additional verification before payroll processing.
15. Employee ID & Institutional Access
Employees may be issued an official ID card/employee identification as applicable.
Institutional access, email, systems, records, keys or other resources shall be provided based on job requirements.
Employees shall be responsible for the safe custody and proper use of institutional property.
16. Confidentiality
Employees shall maintain confidentiality regarding institutional records, student information, examination materials, staff information, financial information and other confidential matters.
Confidential information shall not be shared with unauthorised persons.
17. No Unauthorised Commitment
Employees shall not make financial, administrative, academic, contractual or other commitments on behalf of the College without proper authority.
Employees shall not represent themselves as authorised representatives of Management unless specifically authorised.
18. Joining Is Subject to Policy Compliance
By joining the institution, employees are required to comply with applicable institutional policies and lawful instructions.
Employees are expected to maintain professional conduct and discipline from the date of joining.
19. HR Authority
HR shall maintain official employee joining and personnel records.
HR shall verify joining documentation and coordinate onboarding.
Any exception to the standard joining procedure requires approval from the Director/authorised Management authority.
20. Management Authority
The Director/Management shall have final authority regarding appointment, joining, onboarding, department allocation, probation, confirmation and exceptions, subject to applicable laws and employment terms.
21. Employee Declaration
At the time of joining, every employee shall acknowledge that:
The information and documents submitted are true and accurate.
They have received/been informed of the applicable institutional policies.
They agree to comply with attendance, leave, discipline and departmental requirements.
They will perform duties assigned by the authorised authority.
They will maintain confidentiality of institutional information.
They understand that false information or document submission may result in appropriate action under applicable rules and employment terms.
22. Final Compliance
No employee shall be considered to have completed the joining process until the required HR documentation, document submission, verification and joining formalities have been completed.