1. Welcome

Welcome to SHASHWAT CANCER CARE LLP. This handbook is designed to support you as you begin your journey with us and to be a reference guide whenever you need clarity about policies and expectations.

1.1 Brief about the Organisation

Welcome to SHASHWAT CANCER CARE LLP, a super speciality hospital for all types of cancer & blood related disease located in Rajkot, Gujarat.

At Shashwat Hospitals, we believe our employees are the heart and soul of our success. That's why we're committed to fostering a culture that's not just productive, but also supportive, positive, and rewarding.

Here's what you can expect when you join our team:

• An Environment of Respect and Collaboration: We value open communication, teamwork, and a sense of belonging. You'll be encouraged to share your ideas, collaborate with colleagues, and feel valued for your unique contributions.
• Opportunities for Growth and Development: We invest in our people. You'll have access to training programs, mentorship opportunities, and resources to help you excel in your role and advance your career.
• Work-Life Balance: We understand the importance of maintaining a healthy balance between work and personal life. We offer flexible work arrangements, competitive benefits packages, and programs that support your well-being.
• A Fun and Engaging Atmosphere: We believe a positive work environment leads to greater innovation and productivity. We host team-building events, social gatherings, and promote a culture of camaraderie.

We're more than just a company; we're a FAMILY, where you can feel valued, challenged, and empowered to do your best work!

2. Company Policy & Procedures

2.1 Time Management & Tardiness

"The key is not in spending time, but in investing it."

• Office working hours are in shift timings. As per assigned time by hospital management everyone must follow strictly. Your regular working days are Monday to Saturday, Sunday being a weekly off (as per department shift-wise working).
• Lunch time will be of 45 mins. It is advised to take it only in hospital premises. In exceptional cases, if you want to go outside then punching through biometric is compulsory.
• You must punch in and punch out at your relegated duty timings. We do not promote missing punches on regular days, though at times we understand that employees do miss out the punch due to urgency at work. For such cases we will allow you to notify the HR Department for the punch missed. But such cases should be exceptional only, not more than 2 times a month.
• We also understand that there are times when employees have certain personal work and do not require much time, say half day or a full day off. For such work we allow employees to take paid time off up to 1 hour. This flexibility comes with responsibility. Employees must take permission from their superior for going out with appropriate reason and also make an entry in the ‘In and Out Register’.
• Employees are expected to arrive on time and ready for work. An employee who arrives 10 minutes after their scheduled arrival time is considered late. From the 4th time onwards, a deduction of half day will be done from your monthly salary. Excessive tardiness may lead to disciplinary action.

2.2 Probation Period

• All new employees will be considered probationary employees for a period of 3 months. The probationary period allows us to assess your skills, knowledge, and ability to perform the essential duties of your position, as well as your fit with our company culture.
• During probation period employees will not be entitled to any paid leave or other leave benefits. Your balance of leave will be generated as 3 leaves when your confirmation is done.
• During probation, both the employee and employer may revoke the employment by giving 15 days’ written notice.

End of Probationary Period

At the end of the probationary period, your supervisor will review your performance and recommend:

• Confirmation as a permanent employee,
• Extension of the probationary period, or
• Termination of employment.

If performance remains unsatisfactory despite feedback and support, employment may be terminated.

2.3 Dress Code Policy

An employee’s personal appearance and hygiene is a reflection on the company. Employees are expected to dress appropriately for their responsibilities and are required to wear the uniform provided.

• Maintain a clean and well-groomed appearance.
• Uniform is mandatory once issued; repeated failure may lead to warnings and disciplinary action.
• Clothing should be free of holes, rips, wrinkles, or stains.
• Probationary employees must dress professionally until uniforms are issued.
• On birthdays and specified events, employees may wear clothes of their choice if notified.

2.4 Pay-Day

SHASHWAT CANCER CARE LLP uses a monthly pay period: from the 26th to the 25th. Payout is done by the 2nd of the following month.

Employees can check hours/days in the Team Office mobile app.

• Salary is paid via bank transfer or cheque; in some cases, cash.
• Salary slips may be requested once salary has been transferred.

2.5 Privacy

The company retains the right to access all company property (computers, desks, storage, electronic files) at any time. Employees should not expect privacy when using company property or on company grounds.

All documents, files, emails and electronic information created or stored on company property are company property.

2.6 Company Property

Equipment, vehicles, telephones, computers, software and other company property are for business use only and may not be removed or used for private purposes unless authorised.

Personal calls should be minimized and long-distance calls are not permitted.

2.7 Gate Pass

• Gate pass duration is 2 hours, available up to twice a month.
• Pass is issued by HR and must be filled & signed by authorities.
• Misuse or late return may lead to withdrawal of gate pass privileges and disciplinary action.

2.8 Miss-punch

If you forget to punch in or out, you may correct this with a miss punch application slip, up to 2 times per month.

Miss punches beyond 2 per month or without application will be treated as leave as per biometric records and may impact payouts.

3.1 Casual Leave

• Maximum 6 days per year.
• New joinees: paid leaves can be availed only after 3 months’ probation; balance for probation months is credited upon confirmation.
• All leaves taken during probation count as Leave Without Pay (LWP).
• Apply at least 12 hours prior to duty with Department Head approval.
• Cannot be carried forward or encashed.
• Can be clubbed with sick or other leave.

3.2 Sick Leave

• 6 days per year, no encashment.
• Available after 3 months of service.
• Inform your superior before duty hours; failing to inform may lapse sick leave benefit.
• Medical certificate from an MBBS Medical Officer is mandatory even for half/one day.
• Employer may ask for additional medical proof; doubtful documentation may lead to denial.

3.3 Maternity Leave

• As per Maternity Benefit Act, 1961; paid leave (including weekends & holidays).
• Minimum 80 days service required to be eligible.
• 26 weeks leave (max 8 weeks before delivery) for up to two surviving children.
• For 3rd child, 12 weeks leave (max 6 weeks pre-delivery).
• Adoption of a child up to 3 months old: 12 weeks from date of handover.
• In case of miscarriage/medical termination: 45 days leave.
• Benefit is based on gross salary; typically paid monthly on rejoining.

3.4 Paternity Leave

• Regular male employees: 7 days paternity leave.
• Must be taken within 15 days of childbirth; otherwise lapses.
• Must be taken in a single block.

Process

• Apply at least 15 days before expected delivery date.
• Must be approved by immediate reporting manager.

3.5 Privileged Leave (PL)

• All confirmed employees: 1.5 days per month credited.
• Available only after 3 months’ probation and confirmation; probationary balance credited later.
• Minimum 2 PL per spell.
• PL cannot be used before confirmation letter.
• Apply PL at least 2 days in advance; leaves >3 days → apply at least 7 days prior.
• Not allowed during notice period, and no adjustment against shortfall in notice.
• Balance PL is not carried forward; it’s encashed at year end based on last drawn Basic+DA: (Basic + DA / 30) × PL days.

3.5 Rules & Regulations for Taking Leaves

• Leave year: January to December.
• All leave must use the official leave form (from HR).
• ≤2 days: approval by Department Head, reliever & HR; >2 days: CEO + Head + HR + reliever.
• If you have no leave balance, apply for LWP; otherwise absence may be treated as absenteeism.
• Leave is not a right; it can be refused based on hospital needs. Unapproved leave may lead to disciplinary action.
• Emergencies: inform your reporting manager telephonically before duty hours. Unnecessary leave without approval may attract deduction of twice the leave days.
• Leave benefits apply only after probation.
• Extended absence of 7 days beyond sanctioned leave without information may be treated as voluntary abandonment of employment.
• Prolonged illness: keep your manager updated about condition and probable return date.
• Unapproved leave is treated as LWP.
• Weekends/holidays between sanctioned casual/privileged leave are not counted as leave.
• Management may modify the policy as required.

3.6 Leave Policy for Consultants

• 18 days leave during MOU period.
• First year: no more than 3 days at a time; extra days are LWP.
• As emergency, life-saving duties are involved, all leave must be pre-sanctioned by Director, and informed to CEO & HR; otherwise treated as LWP.
• No encashment or carry forward; unused leave lapses.
• 4 additional leaves for attending conferences.

3.6 Leave Policy for Service Providers

• Medical Officers & business consultants are treated as service providers.
• They receive 12 leaves per year (1 per month).
• Leaves can be clubbed up to 6 days in one spell; after each 6-month period, unused leaves collapse (no carry over).
• No encashment/carry forward; unused leaves lapse.
• Leaves must be approved by the Department Head.

4. Public Holidays

• Number of holidays is defined in the annual leave calendar from HR at the start of the financial year.
• Essential hospital services continue on holidays.
• Employees working on a holiday off are eligible for double pay for that day.

5. Work Performance

5.1 Expectations

Every employee is expected to act professionally and perform duties satisfactorily. Effort towards job objectives, diligence and consideration are core expectations. Poor performance can result in disciplinary action, up to termination.

5.2 Reviews

Performance may be periodically evaluated to identify strengths and areas for improvement. Reviews inform decisions on pay increases, promotions and terminations.

Performance reviews may consider (but are not limited to):

• Quality of work
• Attitude
• Knowledge and job skills
• Attendance and punctuality
• Teamwork and cooperation
• Policy compliance
• Past performance and improvement
• Responsiveness to feedback

A review does not automatically guarantee a pay increase or promotion. Any changes in status or pay do not alter the at-will nature of employment.

6. Disciplinary Policy

The company may discipline or terminate any employee who violates policies, practices or rules of conduct. Poor performance and misconduct are grounds for action.

Examples of unacceptable conduct include, but are not limited to:

• Discrimination or harassment in the workplace
• Possessing, distributing or being under the influence of illegal substances
• Being under the influence of alcohol or controlled substances at work or on company business
• Unauthorized use, damage, destruction or theft of company property or assets
• Removing or sharing company property/information without authorization
• Falsification or misrepresentation of records or documents
• Excessive absenteeism or tardiness
• Falsifying injury reports or reasons for leave
• Disparaging or disrespecting supervisors or colleagues
• Any other action inconsistent with company policies and standards

The company determines the severity and extent of disciplinary action based on the specific circumstances of each case.

7. Rewards & Appreciation

Shashwat Hospital makes it a point to actively recognise and appreciate good work.

• Kudos Cards: For everyday wins and contributions.
• Employee of the Month: 1–3 employees recognised each month based on goals exceeded, teamwork, innovation and values. Includes public recognition, certificate and a token of appreciation.
• Performance Appraisals: Yearly appraisals with structured feedback and goal-setting for mutual growth.

Together, let's build a culture of excellence.

8. Resignation

8.1 Notice Period

Employees are expected to provide written notice of their resignation 2 months in advance of their last working day.

8.2 Submitting Your Resignation

Submit your resignation in writing to your direct supervisor and HR. Final approval rests with the CEO.

During Notice Period

• Responsibilities: Continue to perform your role to the best of your ability.
• Cooperation: Support smooth handover and transition.
• Company Property: Return all laptops, phones, ID cards, documents and any other company property.

8.3 Exit Interview (Optional)

We may conduct an exit interview to understand your reasons for leaving and collect feedback to improve the workplace.

8.4 Final Settlement

Salary during the notice period will be held until full and final settlement. At the end of the notice period, the employee may receive their full and final settlement, including any eligible leave encashment (if PL is available on the date of resignation letter).

8.5 Staff Security Deposit Policy

1. Purpose

A staff security deposit is deducted as a financial guarantee to ensure commitment to the organisation and to mitigate financial risks in the event of non-compliance with exit policies.

2. Security Deposit Deduction

• Amount: Equivalent to one full month's salary.
• Method: Employee chooses one of:
  • Option 1: 1/4 of salary for 4 consecutive months.
  • Option 2: Full month’s salary in a single instalment.
• The deposit is deducted from salary and held for the duration of employment, subject to policy conditions.

3. Forfeiture of Security Deposit

The deposit shall be forfeited if:

• Spot Resignation: Employee resigns with immediate effect or without required notice.
• Long-Term Leave without Rejoining: Employee takes extended unauthorised leave and fails to rejoin as per agreement.

4. Reimbursement of Security Deposit

• Reimbursed after 12 months of continuous service, provided all terms and contract obligations are met.
• Paid through normal payroll after confirming eligibility at the end of 12 months.
• Non-Eligibility: No reimbursement in case of policy violations, premature resignation or failure to fulfil contractual obligations.

Once you have read all sections, please proceed to the final page to submit your acknowledgement.