Policy No.

: 004 Effective Date: ___ June 2024

Site : Mumbai & Pune, India

Version : 1.1

Subject : Induction Policy

Objective:

The objective of “Induction Policy” is to familiarize the essential information regarding the functioning and work culture of
organization to the new incumbents in order to integrate with the existing team and enable them to become productive
within a short time.

Applicability:

The policy is applicable to all the newly joined employees of the Organization across locations. Also, for the employees who
have been transferred from department to department.

Responsibility:

The HR department shall be responsible for the effective implementation of the policy as per the Pre–Induction Activities
checklist (Annexure - I) & Induction Checklist (Annexure – II).
HR Dept., shall be responsible for facilitating induction orientation to the employees at the time of joining. The execution
responsibility is on the HR Department.
Reporting manager responsibility is to make sure the new incumbent is well aware of the day to day work activities to be
performed and makes the incumbent comfortable till the employee settles down and becomes familiar with the work
routine.
Purpose:

● Effective integration of staff into the Company

● Explaining the principal goals and functions of the Organization
● Organization Structure and his / her deployment
● Helping newly joined to understand the Roles, Responsibilities and expectations of the Organization for higher
productivity. Also, to give an understanding on the career progression of the incumbent.
Induction Process:

Induction process starts from the time the newly joined accepts the offer and intimates the date of Joining. All Joining
formalities should be held at the Corporate Office. The new employee will be inducted on either Wednesdays or Fridays for
ease of HR planning and facilitating.
General Orientation
● A clear induction schedule is defined to handle the induction process

● HR will explain about the activities of the Organization and handle the general orientation which includes
Company’s Profile, Organization Culture and HR Policies & Practices.
● HR would take the newly joined employee and walk through the entire premises (Different Floors,
Departments and important places etc.) and introduce them to the respective department (Reporting
Manager, etc), Management and employees whom he/she would be required to coordinate to execute their
work activities.

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● During the initial days of employment with the Organization, the employee will be made comfortable by the
reporting manager until they become acquainted with the working environment.
Exception Handling: Management reserves the right to handle the exception / alter / modify the Induction process.

Induction Flowchart:

New Employee

General Information
Overview of company and business
Terms and conditions of employment
Working environment
Structure chart team roles,
responsibilities and reporting

HR Manager
Functional Information
Job role and allocation of work
Job / task familiarization
Task oriented training at workplace

Manager

Feedback from New Employee

Review of Induction Policy

(Annexure – I)

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 Induction Policy

(Annexure – I)
Pre – Induction Activities

[Link] Activity Sub Topics Responsibility

1 Plan & Schedule Plan the Induction Process HR Dept

Schedule the Induction ( Dates / time / topic / concerned

authority)

2 Confirmation & Approval Confirmation from the concerned Authorities on Induction

Schedule

Approval of the same from the Management

3 Communication Formal Communication to participants & concerned

department heads on Induction and give Induction schedule

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(Annexure – II)
Induction Checklist
Date:
S No: Activity Area of coverage Responsibility

Introducing the Candidate to the reporting manager and respective department

HR Dept
and other staff (as necessary).
Introduction of
1
new Employee
Reporting
Introducing the candidate to all the staff at location
Manager

Photo Copies Of Academic Certificate

Certificate Receiving Experience and Relieving letter of the previous organization (Not
2 Submission & Applicable for Fresher) HR Dept
verification
Copy Of Appointment Letter (permanent hires), Copy of Contract letter (for
contract employees), Copy of Traineeship letter (for internship employees)

Last Drawn Salary Slip (Not Applicable for Fresher)

Bank Account
3 Opening Residential Proof, Photograph(4-Passport) Admin Dept
Formalities
Copy of Pan Card Number/Voter Id Card

Company’s History(Nature & Structure of the Company)

Vision & Mission of the Company HR Dept

Communicating
4 Organizational
Key persons of the Company (Who's who (names, roles, responsibilities))
Profile
Reporting
Product Range & Key Customers
Manager

Communicating Attendance (Biometric), Leave Policy/Holidays/Weekly Off days

5 Organizational
Policy Checklist Working norms policy orientation

Allotment of work and work equipment HR Dept

Work
6 Issue of Roles & responsibilities and KRA
Assignment
Orientation on the Career Path / Progression

Work place
Office Admin/
7 Office Layout Lunch hall & Parking Facilities
Reporting
Manager
Telephone & Internet

Functional Training
Job Orientation Reporting
8
Training Manager
Behavioral approach to deal with Customers and Clients

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Annexure-III
Personal File Checklist

Date:

NAME: EMPLOYEE CODE:

DESIGNATION: DOJ:

[Link]: Documents Status (Y/N) Remarks

1 Joining Report
2 Resume
3 Photo Copy of Appointment letter duly signed
4 Employee Information Sheet
5 PF-Declaration Form
6 ESI - Declaration Form
7 Form-16 for the Current Financial Year
8 Photo Copy of all Academic certificates
9 Experience Certificate from Previous Organization
10 Relieving Letter from Previous Organization
11 Last drawn salary slip(3 months)
12 Do’s and Don’ts of the company
13 Photograph (passport size -4 )
14 Bank Account Details
15 PAN Number Details/Voter ID Copy

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(Annexure-IV)
Company Property Allocation Check List

EMPLOYEE ID

[Link] Property specification Please tick the box as

appropriate Approving Date of
YES NO Authority Approval
1 Laptop
2 Mobile Phone
3 Desktop
4 Printer/ Fax machine
5 Telephone
6 Email Account/ Voicemail account
7 Lockers
8 Cabinets
9 Furniture (additional coffee table, chairs )

10 ID Card
11 Uniform ( if any)
12 Others

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(Annexure –V)

Induction Feedback Form

[Link] Content Status

1 I was made to feel welcome YES/NO
2 I was introduced to other members of the work group YES/NO
3 My reporting manager paid attention to me and made me feel welcome YES/NO
4 My induction seemed well planned YES/NO
5 Company Benefits were well explained on the first day YES/NO
6 My office or work space was set up YES/NO
7 I received a tour of the organization by a qualified person YES/NO
8 All the necessary paper work and documentation prepared by HR Department YES/NO
9 I received a copy of company’s related documents which I should know, if any YES/NO
10 I learnt about the company’s History and Future plans YES/NO
11 My reporting manager discussed my final job description with me YES/NO
12 Payroll policies (and withholding) were communicated to me YES/NO
13 I was able to observe colleagues at work before starting a task YES/NO
14 I was given a specific job assignment along with instruction or training. YES/NO
15 Office Hours, dress codes, leave Policy and other policy were explained to me YES/NO
16 I was shown the phone system. YES/NO
17 I had opportunities to ask questions. YES/NO
18 At the end of the first week I felt like a member of the team YES/NO

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Employee Responsibilities

Employees have the responsibility to cooperate with searches of the company property in their possession.

Refusal to allow authorized searches will result in disciplinary action, up to and including termination.

I agree & accept all the terms and conditions as stated in the policy.

Employee Name: HR Executive

Sign & date Sign & date

Name:

Date of Joining: Signature:

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