Policy: We comply with all the local/national laws and regulations in the
location where we conduct our business.
Procedure: In our facility, we have pasted all the relevant national & local laws in accordance to the principal of Sedex compliance. This information can be seen on the notice boards in each of the departments as well as the main entrance. We have also put up the WRAP code of conduct in each floor. Our HR manager is responsible for keeping a regular track of all the new as well as revised local and national laws on a monthly basis. He updates the current information on local and national laws through internet, labour office (notices) & lastly has prescribed to the labour journal which is on a monthly basis. After securing all the relevant current information he documents it and makes changes and posts it on the notice boards and informs the workers as and when required.
Policy: We in our organization do not use involuntary labor- indentured,
bonded or otherwise.
Procedure: The facility has pasted the company’s policy of prohibition of forced labour on all the notice boards in every department. The facility does not retain any personal documents of any worker, only photocopies are kept for records of employees, i.e., if any. The employees have full right to terminate the employment contract at his/her will, by providing a resignation letter, but confirming to the conditions of the contract accepted by the employee in the first place. All the reasons for a fine is well informed to all the employees and a notice for the same is pasted on the notice board in the local language. The employees are allowed to move freely in the premises in their designated work zones and allowed to use the toilet facilities and water drinking stations. Management does not prevent the employees to leave the facility during the meal times. Also the workers can leave the premises for official as well as personal work by getting a gate pass from the reception. The staff has to make an entry in the register provided before leaving the premises. Employees are allowed to receive personal calls. Calls are directed from the reception to the concerned department and then to the employees.
Policy: In our organization we provide a work environment
harassment, abuse or corporal punishment.
Procedure: The facility has displayed posters about the company policy against harassment or abuse on the notice boards in every department. The facility also takes a signed statement from all the HOD’s, supervisors, and other relevant employees responsible for supervision of workers affirming their understanding of anti-harassment and abuse polices, based on the local applicable law. The facility enforces the provision of laws on decency and morals, and therefore prohibits lewd and obscene conduct, which offends the sensibilities of other employees.
The facility encourages the employees to report any instance of harassment or abuse without fear of retribution. The facility in addition to grievance procedures, employees have other routes of communication to raise their concerns and grieve their recommendations through the suggestion box, which is placed at the gate. The suggestion box is checked weekly and directly resolved by the Managing Director. The facility has formed a sexual harassment prevention committee and meetings are held once in every month. The facility has assigned a responsible person with the responsibility for communicating, deploying, and monitoring the practice of effectively prohibiting all forms of harassment, abuse and corporal punishment.
Policy: The organization pays the minimum wages required by the local law,
including all mandated wages, allowances and benefits. All employees are
provided legally mandated benefits of leave with wages, paid holidays are
provided to all employees. The facility does not hire employees on piece rate.
Procedure: The facility has displayed posters about the company policy of compensation and benefits, that is, the minimum wage rate and the benefit policies, on the notice boards in every department, as well as at the main entrance. On the 2nd or 3rd of every month the facility distributes pay slips to all the employees. The facility compensates the employees on or before the 7th of every month. The HR manager liaises with local labour office to check the changes in law of pay and benefit periodically. The HR manager is given the responsibility of communicating, deploying and monitoring the practice of paying in accordance to the local laws.
The organization provides employees with an understandable wages statement or pay slips in the local language. This includes minimum pay, periods dates, wages payment dates, regular hours worked, over time if any worked, regular and overtime wages rates, total regular and overtime if any wages earned, allowance, bonuses and any additional compensation and legal/contractual deductions. Organization has setup a reliable time keeping electronic system for employee to record their hours or work. Regular work hours shall be recorded on the electronic machine.
Policy: The facility ensures regular work hours will not exceed any legally
mandated local requirement or 48 hours per week whichever is less. Also
ensures no additional work is permitted. The company gives one day off
each week. The facility provides paid annual leave, holidays and other
types of leave (e.g. sick) as required by law. The organization also allows
employees a reasonable amount of time for meal and tea breaks. The facility
implements a regular workday of 8 hours with 6 working days in a week and
the normal working hours as under: Working hours: 9.00 am- 5.30 pm
Lunch break: 12.30 pm- 1.00 pm and Tea break: 3.30 pm- 3.45 pm.
The employees are eligible for leave with wages at the rare of one day for
every 20 days of actual working and will be credited during the calendar
Procedure: The facility has displayed posters and boards about the company policy of hours of work, on the notice boards in every department, as well as at the main entrance, near the gate. The facility has installed a reliable time keeping electronic system for employee to record their hours or work. Regular work hours shall be recorded on the electronic machine. The facility also maintains a manual In and Out register for situations such as, the card fails to work, or the employee forgets to punch in his card, only after taking a written approval. The facility has assigned a responsible person for communicating, deploying and monitoring that every worker works for the regular hours and not work overtime hours, but only after taking buyer’s approval. In situations of too much work, the facility makes sure that overtime work hours are in accordance to the legal limits required. Every employee at the time of recruiting is explained about the hours of work policy of the company, and after confirming they are provided cards for punching their In and out time.
Policy: The facility employs, pay, promote and terminate workers on the
basis of their ability to do the job, rather than on the basis of their personal
characteristics or beliefs. The facility pays equal pay foe equal work. They
also prohibit the mandatory pregnancy testing as a condition of employment
or continued employment. The facility compensates its employees of the
same job and seniority with the same rate, irrespective of gender, age,
or other issues. Lastly, the facility imposes appropriate disciplinary action
based on the organization’s standing orders in case there is violation of this
Procedure: The facility recognizes the avoidance of workplace discrimination, as it can adversely affect the workers as well as divert the company’s valuable resources into undesirable activities. The facility has created a very strict anti-discrimination policy. The policy is pasted on all the notice board, in every department. The HR manager including HOD’s, of various departments are provided proper training for the same. The HR manager along with the respective HOD’s, communicate to all the employees and independent contractors, both full-time and part-time, permanent and temporary of the anti- discrimination policy. The facility also maintains a written statement from the contractors that they do not indulge in discrimination and they hire employees on their ability. The facility has also provided suggestion box, which is checked regularly, and in this way the pleas are directly acknowledged by the top management, i.e., the managing director. Proper record of the same is also maintained. The facility communicates verbally as well to all employees the facility’s policy on prohibiting all forms of discrimination. The facility has obtained a signed statement in local language from the employees, affirming their receipt and understanding of the facility’s non discrimination policy and practices.
Policy: Our organization provides a safe and a healthy work environment.
Procedure: The facility has displayed posters about the company policy of health and safety, on the notice boards in every department.
Fire and First Aid The facility has provided sufficient fire extinguishers in every place and every department. Also have put up charts showing, how to use it, near the extinguishers only. Proper marking as required by the standards has been made. Also aisles have been marked using a yellow and red tape. Near the extinguisher a checklist showing the monthly maintenance is provided. An evacuation plan is also posted at the entrance and exit of each department. Also the doors are tied firmly with a strong metal chain.
The company has provided fire training to a few employees and conduct fire drills for practice as well as demonstration. The company maintains a proper record with photographs for the same. In each department near the fire extinguishers the company has pasted the pictures of the fire trained employees. For more convenience, easy spotting by the employees the fire trained workers wear a band around their arm.
The facility has provided sufficient number of first aid boxes in each department. Proper training is also provided to selected employees, who wear a band reflecting the same. Near the first aid box, a checklist of its contents is provided on regularly checked for replenishing. Drinking water
In the facility there is a mark of “Drinking Water” (local language i.e. in Hindi PAY JAL) in a language understood by majority of the employees. The drinking water is made sure that is suitable for drinking purpose.
Washroom In every department clean urinals for ladies and gents are provided, with all the required essentials.
Notice of Accidents Floor Incharge/Manager HR will look after and intimate to his immediate superior about the accident like, cause of loss of life, serious injury, explosion, ignition, heating out break of fire or irruption or inrush of water and other liquid matter and arrange the conveyance to carry him to hospital immediately.
Introduce all the employees about the dangerous elements/chemicals to avoid accidents. And provide proper attire- such as masks, gloves, shoes, aprons etc., for washing, spotting, cutting, and fabric checkers. The facility provides fire training and first aid training to the selected employees to avoid major accident.
The facility makes sure that every sharp instrument (like cutter, scissor) is duly tied with a rope with table to avoid accident. Also needle chart and a blade record are maintained to avoid accidents.
Also in the cutting department the cutting machines are kept safely in a wooden box, and only used by employees wearing a steal glove.
The person handling ETP and DG set is properly trained and near the ETP, the operation procedure, chemical dosing and sludge handling procedure is pasted.
Also in the event of power failure, sufficient number of, emergency lights are provided near the entrance, every department and the stair case. The facility has established a Health and Safety committee to continuously study the health and safety conditions of the company and hold quarterly meetings.
The facility has an annual inspection of factories for compliance to safety and health regulations.
The facility implements Machinery and equipment safety policy:
All the sewing machines have a needle guard and eye guard for overlock machines. The needle chart is also maintained. And the machines are regularly checked for oil mark and needles. The facility conducts regular maintenance inspection and develops a routine maintenance schedule.
The facility has provided required ventilation in every department and has properly disposes of the trash both inside and outside the factory premises. The facility has put up ‘No Smoking’ signs in all the areas. Also the company discourages the workers from consuming any other substance in the facility. Hazard assessment is conducted by the facility for every department on a regular basis.
The facility has made a separate room for storing the chemicals, which is under lock and key. Employees working in the department are allowed to access the room. All the chemicals are labeled and MSDS are provided in the local language. Employees wear suitable attire before using the chemicals.
Fire drill: Mr. Mohan Saxena, Mr. Raju Yadav, Mr. Vijay Kumar & Mr. Sapan Sarkar.
Fire Trained Person: Mr. Salim Khan, Mr. Nand Kishore, Mr. Ajay Sharma & Abid Khan.
First Aid Trained Person: Raj Kumar, Manoj Sharma & Ajay Sharma.
Machine Mechanic: Mr. Hari kishore.
Electrician: Madan Lal
Policy: The organization recognizes and respects the right of employees to
exercise their lawful rights of free association and collective bargaining.
Procedure: The facility allows the workers to exercise their lawful right of free associations. The workers are allowed to be a part of any organization as well as even start their own organization. The facility does not employee any type of security that will intimidate the workers from exercising their rights. The facility also in situations of bargaining will do so, only collectively. The policies regarding the same are put up in every department. The facility has appointed a responsible person, who looks after the communication, deployment and monitoring of the facility’s freedom of free association and collective bargaining policy. The facility has formed a Work committee with equal number of members from management and workers to resolve any problems. Meetings for the same are conducted and proper records for the same are maintained. The facility has also provided suggestion box, which is checked regularly, and in this way the pleas are directly acknowledged by the top management, i.e., the managing director. Proper record of the same is also maintained. The facility has given complete freedom to employees to move freely in their designated areas, use the washroom or drink water. Also there is no interference with the employees break unless such movement inters with the work environment. The facility also allows the employees to leave the facility grounds for reasons other than normal security reasons.
Policy: The facility complies with environmental rules, regulations and
standards applicable to our operations and we observe the environmentally
conscious practices in the location where we operate. The facility ensures
full compliance with the provision of statutory requirement for treatment/
disposal of discharge of trade effluent under the water (prevention and
control of pollution), ACT 1974 and the air (prevention and control of
pollution) Act 1981 and to check the noise level.
Procedure: The facility has displayed posters about the company policy of environment, on the notice boards in every department.
The facility maintains a detailed plan of handling the accidental release or discharge of environmentally of dangerous materials. We have made a documented procedure of handling any accidental release of sludge from ETP. The Sludge kept in separate site with in factory premises. According to the rules of the pollutions department the storage capacities is five years or dispose off after allotment of site by the Government/pollution departments. The detailed emergency numbers as well as handling plan is pasted near the ETP plant. We have also made a documented procedure of handling Leakage of fuel from DG set in the local language i.e. cleaning of DG set weekly/on occurrence by the operator/cleaner. Proper training is also provided to the person handling the same. The facility also maintains a verification record of the person handling the ETP and DG sets.
The facility has a proper system for disposing of the waste cuttings of fabric i.e. some through out by the cleaner and some sale to the contractors. The facility has obtained a “No Objection Certificate” from pollution department till 2010.
The facility has appointed cleaners who are responsible for cleaning the premises. The Urinals and the toilets, both ladies and gents, are daily disinfected with approved disinfectant. The waste such as cloth and sanitary waste throughout by the cleaner or given to the contractors nominated by the state government and the containers of chemicals used by the cleaner returned to the suppliers. We limit the use of plastic bags and encourage the use of cloth carry bags. We try our best to make all sales packaging environmentally friendly. The premises are periodically white washed thus disinfecting the entire facility. Throughout the premises smoking and consumption of other related substances is strictly prohibited and have boards in local language reflecting the same to the employees
Policy: TOur organization complies with applicable customs law and, in
particular, establishes and maintains programs to comply with customs
laws regarding illegal transshipment of apparel products. The facility checks
products while packing in the packing department to avoid illegally material
packing. Packing policy has been made.
Procedure: The packing department is accessed by only the authorized individuals who work in the department. The police verification of these workers are made and flied in their personal files along with other documents. Outside the packing department there is a sign ‘No unauthorized entry’. A visitor record is maintained, and people from other departments are strictly prohibited. The facility checks products while packing in the packing department to avoid illegally material packing. Packing policy has been made. The facility avoids entrance of illegal person to enter in packing area/shipment dump area. Custom compliance has been made by the facility. Packing material is checked at gate by the security personnel while shipment is transported. A responsible person is designated to escort the delivery of the shipment at cargo. Facility makes correct single country or origin declaration of all buyers, i.e., USA or GSP (certificate of origin) for all European countries and & taking necessary routing information & delivery mode from buyers Logistics department and providing update status of all their shipment which moved by Air/Sea. Since the facility has one exit & entry area, the security guards inspects the loading & unloading and proper required records are to be maintained.
Program to train: Doc and shipment incharge is fully qualified and trained to handle the shipping and custom compliance. He keeps himself up to dated about any new changes in the customs law. He is also, responsible for training the escort about the relevant procedures and rules and regulations. He trains the security guards of how to secure the gates at the time of loading and unloading of the shipment. He also conducts regular meetings of all the HOD’s and other concerned individuals and lectures them about the company’s concerned policy. Thereafter the HOD’s inform the supervisors of the respective departments of the same and thereafter it is conveyed to the workers in their concerned department. Proper records for the conducted meetings are maintained. Any new or updated policies concerning the principle are also indicated on the notice boards in the local language and to the concerned individual in the subsequent meeting. The procedure of the suggestion box is also conveyed with reference to appropriate punishment incase any discrepancy is pointed out.
Policy: The Company maintains facility security procedures to guard against
the introduction of non-manifested cargo into outbound shipments.
Procedure: The facility has very strict policy regarding the security. The facility requires all the employees upon hiring to be oriented with the security system of the company. The facility is guarded on 24 hours basis, and adequate lighting is provided inside and outside the facility and in all areas within the premises.
Visitor movement is completely monitored and regulated. The security guard at the gate, maintains a visitor In and Out register and provides a identification card, which he wears at all times while inside the company, and is returned on the way out. The guard is instructed to first inform the receptionist, who in turn takes approval from the concerned person, before letting the visitor in the premises. The visitor is requested to be seated near the reception lounge area, and in certain cases with permission the visitor is allowed to accompany the concerned employee to a respective department. All the employees are provided with company ID cards, which also serves as their time cards for recording their attendance. At the entrance only the security guard maintains a record of the new entrants, who are initially on trial basis. Before entering the facility all the employees are inspected by the security guard stationed at the gate.
The facility takes physical measures to ensure the security:
The company area is secured, gated and guarded. It is surrounded by concrete walls and also barbed wires on top. The parking area is also well lighted. The guard also maintains a key issuing record, and makes use of a tape to keep a check that the packed cartons are not tampered, altered, replaced prior to export. The facility inspects the inbound and outbound empty carriers.
The facility encourages its employees to directly report to the top management or through the use of suggestion box, any substantial evidence of any individual engaging in any form of illegal activities.
The facility requires the security personnel to maintain the following records and also forward the daily security report to the office:
Incoming and outgoing employees.
Incoming and outgoing visitors/officials.
Incoming and outgoing deliveries.
Incoming and outgoing suppliers/collectors.
Incoming and outgoing vehicles.
Incoming and outgoing contractors.
Outgoing shipment of finished goods.
Key control procedures
Shipments are physically checked by the security personnel: Chief inspection officer conducts regular roving inspection to ensure that all areas are secured. Guard on duty monitors loading activities done by logistics operations custodians under the supervision of a responsible person. Packing list is signed by the packing incharge to attest that only garments are loaded for shipment and the number of cartons is based on actual cartons loaded. Guard on duty signs and certifies through a stamp that the packing list is correct. All information of shipment during pick up is recorded in a log book. The facility has designated a qualified person as an escort, and background checks have been conducted for the same personnel as well. A trained and responsible company employee accompanies to the customs and since one exit & entry area, the security guards inspects the loading & unloading and proper required records are maintained. Being a small facility, we have the security guard taking complete safety care. There is one security guard guarding the front gate & another one at the back gate. The facility has maintained records of verification from previous employers, where possible we have also got a police verification of the employee-that he is of good character and does not indulge in any illegal activities.