HIPF Employee Handbook

EMPLOYEE MANUAL THE HIGHER INSTITUTE FOR PLASTICS FABRICATION 7798 Al Kharj Road, New Industrial City, P.O. Box 3244 Riyadh 14331 KSA. Tel: 01 4989600 Fax: 01 4989650 email: info@hipf.edu.sa website: www.hipf.edu.sa This manual has been prepared by: HIPF Human Resources Department Revised [September 2013]

2013 HIPF Employee Rules & Regulations

Employee Manual

WELCOME On behalf of the employees of Higher Institute for Plastics Fabrication we are pleased to welcome you to our organization. You have the opportunity, through your dedication, enthusiasm, and abilities, to help HIPF grow further in reputation both nationally and internationally.

EMPLOYEE MANUAL This manual outlines the basic Human Resources guidelines, practices, and procedures of HIPF as they apply to its administrative, senior instructors, junior instructors, teachers and support staff employees. This manual contains general statements of the Institute's rules and regulations as they relate to employees, but is not all-inclusive.

This manual is not a contract, nor is it an invitation to contract. Furthermore, nothing in this manual shall be construed as creating an express or implied contract or promise concerning the guidelines or practices that the Institute has implemented or will implement in the future.

You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.

Again, we welcome you into our growing organization and challenge you to become an active and enthusiastic member of the Institute. We hope you will find your employment with HIPF both exciting and rewarding.

ABOUT HIPF The Higher Institute for Plastics Fabrication was established as a non-profit institute in an agreement signed by the Ministry of Petroleum and Mineral Resources, along with the Technical and Vocational Training Corporation (TVTC), the SABIC Eastern Petrochemicals Company (SHARQ) and the Saudi Petrochemical Development Company (SPDC), Japanese partner of (SHARQ).

The establishment of Higher Institute for Plastics Fabrication (HIPF) aims to train Saudi youth under Japanese expert’s supervision to participate as skilled technicians in the booming plastics industry of the Kingdom.

This statement is grounded in the core mission and vision of the institution: 

Mission: To develop and provide high quality technical training and technology services in order to meet the needs of plastics industry towards satisfying Saudization for the plastics sector.



Vision: We will be a premier institute in the development and delivery of training, knowledge, consulting and research services for the plastics Industry.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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TABLE OF CONTENTS SECTION 1 - INTRODUCTION 1.1 Employment-At-Will 1.2 Terms of Appointment

5 5 5

SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS “Employees” Defined

5 5

SECTION 3 - EMPLOYMENT POLICIES 3.1 Non-Discrimination 3.2 Non-Disclosure/Confidentiality 3.3 New Employee Orientation 3.4 Probationary Period for New Employees 3.5 Office Hours 3.6 Lunch Periods 3.7 Personnel Files 3.8 Personnel Data Changes 3.9 Extreme Weather/Emergency Closings 3.10 Performance Review and Planning Sessions 3.11 Corrective Action 3.12 Employment Termination 3.13 Safety 3.14 Health Related Issues 3.15 Employee Requiring Medical Attention 3.16 Building Security 3.17 On Personal Effects 3.18 Supplies; Expenditures; Obligating the Institute 3.19 Parking

6 6 6 6 7 7 7 7 7 8 8 10 11 11 11 12 12 12 12 12

SECTION 4 - STANDARDS OF CONDUCT 4.1 Attendance/Punctuality 4.2 Absence Without Notice 4.3 Harassment 4.4 Telephone Use 4.5 Public Image 4.6 Substance Abuse 4.7 Tobacco Products 4.8 Internet Use 4.9 Disciplinary Actions Policy 4.10 Schedule of Offenses and Penalties

13 13 14 14 14 14 15 15 16 16 17

SECTION 5 - WAGE AND SALARY POLICIES 5.1 Wage or Salary Increases 5.2 Timekeeping 5.3 Overtime 5.4 Paydays

20 20 20 21 21

SECTION 6 - BENEFITS AND SERVICES 6.1 Medical and Social Insurance Coverage 6.2 Annual Leave 6.3 Record Keeping 6.4 Holidays 6.5 Business Trip 6.6 Training and Professional Development 6.7 Severance award:

22 22 22 25 25 26 26 26

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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SECTION 7 - EMPLOYEE COMMUNICATIONS 7.1 Staff Meetings 7.2 Bulletin Boards 7.3 Suggestion Scheme 7.4 Processing Complaints Policy 7.5 Request and Approval Procedure

27 27 27 27 27 27

Attachment - HIPF Organizational Chart

28

Our location MAP: http://g.co/maps/d9zzc

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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SECTION 1 INTRODUCTION 1.1 Employment-At-Will HIPF is an at-will employer. Your employment with HIPF is a voluntary employment-at-will relationship for no definite period of time. You maintain the right to terminate your employment with or without cause at any time, and for any reason. HIPF retains the same right. HIPF general employee policies are in lined with the Labor Regulations of the Kingdom.

1.2 Terms of Appointment Upon appointment, you will receive a letter that states the general terms of the appointment, the salary, the position, title, and other appropriate terms of employment. Nothing in the appointment letter is intended to alter the at-will employment relationship or to create a contract express or implied.

Continuing employment is based upon satisfactory performance, adherence to the Institute's expectations, and the needs of the Institute as determined by the Manager in consultation with responsible HODs. However, nothing in this section precludes the Institute from taking immediate disciplinary action against an employee, up to and including immediate termination, for violations listed under the Standards of Conduct of this manual (in Section 4), other policy violations, poor performance, and/or failure to meet the expectations the Institute has for its administrative and staff personnel at the discretion of the Institute.

SECTION 2 DEFINITIONS OF EMPLOYEES STATUS “EMPLOYEES” DEFINED An “employee” of HIPF is a person who regularly works for HIPF on a wage or salary basis. “Employees” may include regular full-time and temporary persons, and others employed with the Institute who are subject to the control and direction of HIPF in the performance of their duties.

REGULAR FULL-TIME Employees who have completed the [90-day] probationary period and who are regularly scheduled to work [48] or more hours per week. Generally, they are eligible for the Institute’s benefit package, subject to the terms, conditions, and limitations of each benefit program.

TEMPORARY (FULL-TIME or PART-TIME) Those whose performance is being evaluated to determine whether further employment in a specific position or with the Institute is appropriate or individuals who are hired as interim replacements to assist in the completion of a specific project or for vacation relief. Temporary employees retain that status until they are notified of a change. They are not eligible for any of the Institute’s benefit programs.

PROBATIONARY PERIOD FOR NEW EMPLOYEES A new employee whose performance is being evaluated to determine whether further employment in a specific position or with HIPF is appropriate. When an employee completes the probationary period, the employee will be notified of his new status with HIPF.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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SECTION 3 EMPLOYMENT POLICIES 3.1 NON-DISCRIMINATION In order to provide equal employment and advancement opportunities to all individuals, employment decisions at HIPF will be based on merit, qualifications, and abilities. HIPF does not discriminate in employment opportunities or practices because of race, color, religion, national origin, age or disability.

HIPF will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their HOD. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.

3.2 NON-DISCLOSURE/CONFIDENTIALITY The protection of confidential business information and trade secrets is vital to the interests and success of HIPF. Such confidential information includes, but is not limited to, the following examples: 

Compensation data,



Financial information,



Marketing strategies,



Pending projects and proposals,



Proprietary production processes,



Technical and Teaching Modules,



Personnel/Payroll records, and



Conversations between any persons associated with the Institute.



Student Records



Examination Papers

All employees are required to sign a non-disclosure agreement as a condition of employment.

Employees who improperly use or disclose institutes’ secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

3.3 NEW EMPLOYEE ORIENTATION Orientation is a formal welcoming process that is designed to make the new employee feel comfortable, informed about the Institute, and prepared for their position. New employee orientation is conducted by a Human Resources Department, and includes an overview of the Institute history, an explanation of the Institute core values, vision, and mission; and Institute goals and objectives. In addition, the new employee will be given an overview of benefits, and legal issues, and complete any necessary paperwork.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Employees are presented with all codes, keys, and procedures needed to navigate within the workplace.

The new employee’s HOD then introduces the new hire to staff throughout the Institute, reviews their job description and scope of position, explains the Institute’s evaluation procedures, and helps the new employee get started on specific functions.

3.4 PROBATIONARY PERIOD FOR NEW EMPLOYEES The probationary period for regular employee lasts up to [90 days] from date of hire. During this time, employees have the opportunity to evaluate our Institute as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and the Institute have the right to terminate employment without advance notice.

Upon satisfactory completion of the probationary period, a [90-day] review will be given and benefits will begin as appropriate. All employees, regardless of classification or length of service, are expected to meet and maintain Institute standards for job performance and behavior (See Section 4, Standards of Conduct).

3.5 OFFICE HOURS HIPF office is open for business from [7:15 a.m. to 3:15 p.m. Saturday through Thursday]; except for Holidays (See Section 6.4, Holidays).

The standard workweek is [48] hours of work (see Section 5.3, Overtime). In the computation of various employee benefits.

3.6 LUNCH PERIODS Employees are allowed a one-hour lunch break. Lunch breaks generally are taken between the hours of [12 n.n. to 1:00 p.m.].

3.7 PERSONNEL FILES Employee personnel files include the following: [job application, job description, résumé, records of participation in training events, salary history, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring.]

Personnel files are the property of HIPF, and access to the information is restricted. personnel of HIPF who have a legitimate reason to review the file are allowed to do so.

Management

Employees who wish to review their own file should contact their HOD [or Human Resources Department].

With reasonable advance notice, the employee may review his personnel file in Institute’s office and in the presence of their HOD [or Human Resources Department].

3.8 PERSONNEL DATA CHANGES It is the responsibility of each employee to promptly notify their HOD or [HIPF Human Resources Department] of any changes in personnel data such as: 

Mailing address,



Telephone/Mobile numbers,



Name and number of dependents, and



Individuals to be contacted in the event of an emergency.

An employee’s personnel data should be accurate and current at all times.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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3.9 EXTREME WEATHER/EMERGENCY CLOSINGS At times, emergencies such as severe weather, fires, or power failures can disrupt Institute operations.

The decision to close the office will be made by the [Administration].

When the decision is made to close the office, employees will receive official notification from their HODs. 3.10 PERFORMANCE REVIEW AND PLANNING SESSIONS At the beginning of every year, each department shall draw goals and standards of the performance of every employee and team work. The department shall provide support to the employee and the team work in achieving their goals. The appraisal aims to realize a certain performance level and to improve the employees.

The appraisal report aims on giving each employee an idea about the required job performance. Identifying level of the employee's performance for the purposes of job improvement and promotion inside the Institute and to make sure that every employee is aware of the dimensions of the future goals and responsibilities.

Appraisal shall be done at least once every contract. It is recommended to do it more than one time.

Method of evaluation:  At the beginning of every year; Managers and HODs shall determine the main performance fields and what is needed from every employee in the department. Performance standards shall be fixed and shall be considered the basis of performance appraisal. 

Department managers shall be provided with appraisal forms. The appraisal shall be made at least one month before expiry date of the employment contract.



Every HOD shall spend some time with the evaluator in order to explain the evaluation process, and then he fills the form. Signature of the employee, evaluator and his HOD on the form is essential to complete remaining procedures. The Human Resources Department shall provide all section heads with the necessary training so as evaluation will be done in the best manner.



Filled and audited appraisal forms shall be returned back to the Human Resources Department before start of the employee's new contract.

Promotion and annual increment policy: Promotion: An employee who is going to be promoted should be characterized with high performance, capability and adequately qualified to occupy the job and the additional responsibilities. Accordingly, his appraisal prepared by the department he is working in should include recommendation to promote him mentioning major achievements and planned goals he has realized in his work. Promoted employees shall be subject to an evaluation period of three months before announcing the promotions.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Promotion policy: a. b.

There should be a vacant job.

Employee should spend at least one year in his job before promoting him to a higher position, unless the promotion is decided by the Board of Directors.

Appraisal of the employee in the year preceding the promotion should not be less than 'very good'.

The following documents should be submitted together with the promotion application: an updated CV, job description of the new job, and a report on the achievements of the employee.

c. d.

Annual increment policy: a.

The annual increment shall be granted to employee at the end of every contract provided that an appraisal of the job performance shall be made prior to the annual increment.

The increment is linked with the result of the latest appraisal of the staff.

Employees whose appraisal is less than 'Good' will not be eligible to the increment.

An employee shall not be eligible to increment in case he reaches the ceiling of the fixed salary of the job. Instead, he may be granted a lump sum bonus. This measure may be repeated for one or more years subject to the Executive Director.

Increment policy shall be applicable to the Institute's all employees without exception.

No increment shall be granted to any employee who has been promoted and his salary has been adjusted.

b. c. d.

e. f.

Annual Increment Grade Senior Instructor English Teacher Others

Excellent

Very Good

Good

sr. 200 sr. 500 10%

sr. 150 sr. 400 7%

sr. 100 sr. 300 5%

Amendment: Annual Increment Memo dated June 23, 2013 As per the Board of Directors approval, the Annual Increment Grade for Senior Instructors and English Teachers for the next two (2) years only shall be based on the percentage grade of their basic salary.

Excellent 10%

Very Good 7%

Good 5%

Effective from this year’s evaluation, this special amendment is for Senior Instructors and English Teachers who reached their sixth (6th) year and above in HIPF. Teachers and Instructors not covered with this amendment (five (5) years and below), will still be under their current annual increment policy.

Person in charge of [preparing] annual appraisal: 



An employee's appraisal shall be made by his HOD, and then it shall be raised to the Manager. A meeting is to be held between the (evaluated) employee, his HOD and the Manager to discuss the appraisal report.

Employee should sign on the result of the appraisal and write his remarks, in case of disapproval; he should fill Complaint Form and submit the same in accordance with complaining policy.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Details on the criteria for the evaluating performances of employees using the HIPF Work Performance Evaluation Form: 1. Achievement of work target The evaluator is to have a work plan for his employees stating the main tasks based on which the evaluation the annual performance will be gauged. (For Instructors: following the timed training plan, quality of teaching, executing the exams in their planned time, use of teaching aids) Deduction 2 points for every failed task.

2. Speed of work to achieve target After setting up work plan, the HOD should follow the speed at which the work was done.

(For trainers/teachers: In addition to the above, accurate and on time entry of trainees’ attendance and grades to the Trainees Affairs Attendance Program is also evaluated) 3. Attendance This is evaluated by the Department of Human Resources, according to the attendance system.

4. Positiveness to work As follows: 4.a - Work Knowledge & Performance: This describes the knowledge level of the employee about his tasks and how to perform them.

4.b - Morning Assembly Deduction of 1 point per absent for morning assembly.

4.c - Contribution to improvement: 1 point to be given for every suggestion in the suggestion scheme, and/or article in the “plastics Link”.

5. Teamwork (Consulting, Reporting, Communication) Evaluating the employee’s performance when he does his tasks in systematic way through consulting with his immediate boss, reporting the progress back to him and establishing communication to all concerned members to keep everybody updated.

6. Contribution to Customer Satisfaction (Clients, Colleagues, Bosses) Seven points are allocated to the clients’ satisfaction as surveyed by the evaluator. Remaining points are determined based on the satisfaction of the co-workers and the heads of other concerned departments.

7. Self- Development Measures the capabilities of the employee to develop himself and so as to be self motivated.

8. Potential/contribution to higher responsibility work Specifies the capabilities of the employee to undertake higher responsibilities through his initiatives to implement and develop the work assigned to him.

9. Preservation of HIPF rules and regulations The evaluator measures the compliance of the employee with HIPF rules and regulations Finally, Recommendations by the Evaluator Assessor should determine the level of limitations of the employee and to develop guidance and constant follow-up based on the evaluations.

3.11 CORRECTIVE ACTION HIPF holds each of its employees to certain work rules and standards of conduct (see Section 4). When an employee deviates from these rules and standards, HIPF expects the employee’s HOD to take corrective action.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Corrective action at HIPF is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.

The usual sequence of corrective actions includes an oral warning, a written warning, suspension, and finally termination of employment. In deciding which initial corrective action would be appropriate, a HOD will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.

Though committed to a progressive approach to corrective action, HIPF considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of Institute property, being on Institute property during non-business hours, the use of Institute equipment and/or Institute vehicles without prior authorization by [Administration], untruthfulness about personal work history, skills, or training, divulging Institute business practices, and misrepresentations of HIPF to a client, a prospective client, the general public, or an employee.

3.12 EMPLOYMENT TERMINATION Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated: 

Resignation – voluntary employment termination initiated by an employee.



Termination – involuntary employment termination initiated by HIPF.

When an employee intends to terminate his employment with HIPF, he shall give HIPF at least [one (1) month] written notice. In case, the employee resigns without completing his initial first year of his contract. HIPF reserve the right to impose the recruitment cost pro rate by month to the principal of the sum of four months of basic salary. As the employee is delivering teaching and training, it is possible for HIPF to delay the resignation to the end of the training session (semester) in which the contract expires.

Any employee who terminates employment with HIPF shall return all files, records, keys, and any other materials that are property of HIPF. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. Furthermore, any outstanding financial obligations owed to HIPF will also be deducted from the employee’s final check.

3.13 SAFETY HIPF provides information to employees about workplace safety and health issues through regular internal communication such as:     

[Training sessions] [Team meetings] [Bulletin board postings] [Memorandums] [Other written communications]

Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their HOD. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their HOD (See Section 3.16, Employee Requiring Medical Attention).

3.14 HEALTH-RELATED ISSUES Employees who become aware of any health-related issue should notify their HOD then the Human Resources Department of health status. This policy has been instituted strictly to protect the employee.

A written “permission to work” from the employee’s doctor is required. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his job description.

A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their HOD [and Human Resources Department].

3.15 EMPLOYEE REQUIRING MEDICAL ATTENTION In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s HOD and HRD must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, authorized personnel will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges.

Furthermore, HIPF’s employees will not be responsible for transportation of another employee due to liabilities that may occur.

A physician’s “return to work” notice may be required.

3.16 SECURITY All employees who are issued keys to the office are responsible for their safekeeping. These employees will sign an Acknowledgement form upon receiving the key. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all machines, appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on Institute property after hours without prior authorization from the [Administration].

3.17 ON PERSONAL EFFECTS All employees should be sure that their own personal belongings that occasionally left at the office are safely secure. HIPF assumes no risk for any loss or damage to personal property.

3.18 SUPPLIES; EXPENDITURES; OBLIGATING THE INSTITUTE Only authorized persons may purchase supplies in the name of HIPF. No employee whose regular duties do not include purchasing shall incur any expense on behalf of HIPF or bind HIPF by any promise or representation without written approval.

3.19 PARKING Employees must park their cars in areas indicated and provided by the Institute.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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SECTION 4 STANDARDS OF CONDUCT The work rules and standards of conduct for HIPF are important, and the Institute regards them seriously.

All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Institute’s business. Please note that any employee who deviates from these rules and regulations will be subject to corrective action, up to and including termination of employment (see Section 3.11, Corrective Action).

While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment.                 

Theft or inappropriate removal or possession of property; Falsification of timekeeping records (See Section 5.2, Timekeeping); Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance Abuse); Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace (See Section 4.6, Substance Abuse); Fighting or threatening violence in the workplace; Boisterous or disruptive activity in the workplace; Negligence or improper conduct leading to damage of Institute-owned or client-owned property; Insubordination or other disrespectful conduct; Violation of safety or health rules; Smoking in the workplace; Unlawful or unwelcome harassment (See Section 4.3, Harassment); Excessive absenteeism or any absence without notice (See also, Section 4.1 Attendance/Punctuality and 4.2, Absence without Notice); Unauthorized use of telephones, or other Institute-owned equipment (See Section 4.4, Telephone Use); Using Institute equipment for purposes other than business (i.e. playing games on computers or personal Internet usage); Unauthorized disclosure of business “secrets” or confidential information; Violation of personnel policies; and Unsatisfactory performance or conduct.

The employee shall observe and respect the laws, customs and traditions of the Kingdom of Saudi Arabia and shall avoid acting or appearing in violation thereof. If the employee fails to observe the Saudi laws, customs or traditions, then after warning him and carrying out the necessary investigation, the Institute may terminate his contract without compensation or indemnity, depart the employee at his own expenses and to hold him liable for his recruitment expenses, provided that the employee’s service period shall be taken into consideration in this regard.

4.1 ATTENDANCE/PUNCTUALITY The Institute expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day and attend the regular Morning Assembly.

Absenteeism and tardiness places a burden on other employees and on the Institute.

If you are unable to report for work for any reason, notify your HOD before regular starting time. You are responsible for speaking directly with your HOD about your absence. It is not acceptable to leave a message on a HOD’s voice mail or SMS, except in extreme emergencies. In the case of leaving a voice-mail message or SMS, a follow-up call must be made later that day.

Should undue tardiness become apparent, disciplinary action may be required.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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(see Section 4.10 Schedule of Offenses and Penalties) 4.2 ABSENCE WITHOUT NOTICE When you are unable to work owing to illness or an accident, please notify your HOD. This will allow the Institute to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work and the Institute is not notified of your status, it will be considered as absent without notice even if you show the next day with a medical excuse from a doctor.

In case an employee absented himself from work for three continuous days without previous notice, his HOD should notify the Human Resources Department to suspend his salary and to follow the legal procedures as per Labor law.

4.3 HARASSMENT HIPF is committed to providing a work environment that is free of discrimination and unlawful harassment.

Actions, words, jokes, or comments based on an individual’s race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated.

If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal.

Anyone who becomes aware of possible harassment should promptly advise their HOD [or the Human Resources Department] who will handle the matter in a timely and confidential manner.

4.4 TELEPHONE USE HIPF’s telephones are intended for the use of serving our clients and in conducting the Institute’s business.

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.

To respect the rights of all employees and avoid miscommunication in the office, employees must inform family members and friends to limit personal telephone calls during working hours.

If an employee is found to be deviating from this policy, he will be subject to disciplinary action (See Section 3.12, Corrective Action).

4.5 PUBLIC IMAGE A professional appearance is important anytime while at work. Employees should wear our Institute’s issued uniforms such as the tops (jacket and lab coat) black pants including the I. D. Badge. Shoes should be in black color and be well groomed appropriately for our business and for their position in particular.

The following items are considered inappropriate working attire for HIPF:     

[Open-toed sandals] [Inappropriate Jeans] [Shorts] [Sheer clothing] [T-shirts with inappropriate or offensive gestures or advertising]

Consult your HOD if you have any questions about appropriate business attire.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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4.6 SUBSTANCE ABUSE The Institute is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the Institute while they are on Institute premises or elsewhere on Institute business.

The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse on Institute property is prohibited.

Being under the influence of illegal drugs, alcohol, or substances of abuse on Institute property is prohibited.

Working while under the influence of prescription drugs that impair performance is prohibited.

So that there is no question about what these rules signify, please note the following definitions: Institute property: All Institute owned or leased property used by employees.

Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user & controlled substance of abuse.

Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.

Illegal drug: a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under Kingdom of Saudi Arabia law or regulation. b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician. c. Inhalants used illegally.

Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.

Consistent with the rules listed above, any of the following actions constitutes a violation of the Institute’s policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.

Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.

Working or reporting to work, conducting Institute business or being on Institute property while under the influence of an illegal drug or alcohol, or in an impaired condition.

4.7 TOBACCO PRODUCTS [The use of tobacco products is not permitted anywhere on the Institute’s premises except in authorized and designated locations. The designated smoking areas are located specific locations (see campus signage). Employees must follow all rules posted in designated smoking areas and adhere to all policies associated with this policy (See Sections and 3.13, Safety).] Anyone found in violation of above rules will be subject to disciplinary action, including termination of employment.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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4.8 INTERNET USE HIPF employees are allowed use of the Internet and e-mail when necessary to serve our clients and conduct the Institute’s business.

Employees may use the Internet when appropriate to access information needed to conduct business of the Institute. Employees may use e-mail when appropriate for Institute business correspondence.

Use of the Internet must not disrupt operation of the Institute computer network. Use of the Internet must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful.

Internet messages are public and not private. HIPF reserves the right to access and monitor all files and messages on its systems.

4.9 DICIPLINARY ACTIONS POLICY The Institute’s goal is to make sure that disciplinary action is inflicted in a fair way and is identical to disciplinary regulations as per Saudi Labor law.

Disciplinary Regulations: Addendum # (1) shows the disciplinary regulations approved by Ministry of Labor which are in line with Labor regulations in the kingdom, taking into consideration that the stated penalties are the maximum limit for the committed offenses; it is the management discretion to impose lighter penalties.

Details: 1.

2.

3.

4.

5.

6.

7.

On the occurrence of a violation, HOD shall inform the higher level in the department and also to inform Human Resources Dept. of type of violations while abiding by the Work Compliance Register.

Human Resources Dept. with the agreement of the manager shall decide level of detection and investigations of the incident and whether it is necessary to notify security, legal or governmental authorities.

Investigating the incident shall be made by manager with the cooperation of Human Resources Department. All procedures should be documented and recommendations shall be raised to the competent person to take the necessary disciplinary measure and any other remedies such as training, advise … etc.

Warning letter (Work Compliance Register) should be prepared by manager and signed by Manager.

Employee should sign on the warning letter and write justifications and reasons (if any). Copy of the letter shall be sent to Salary Section for deduction. Original to employee’s file and copy to manager.

Employee may object on the disciplinary measure and request reviewing of the same in accordance with Disciplinary Procedures System (please review Processing Complaints Policy).

In case the employee refused to sign as an acknowledgment of receipt, the witness of two employees who witnessed his rejection shall be recorded and the letter shall be sent to his postal address. After making a note of the same the letter shall be transferred to employee’s main file. Said rejection shall deprive the employee from his right to review and appeal.

All termination notifications shall be prepared by Human Resources Department in accordance with type of violation and after consulting with Manager. Recommendations shall be raised to competent person before starting termination procedures.

Entering of external parties: HIPF shall transfer the employees to official authorities when the violation constitutes breach of the criminal regulations in the Kingdom specially, if nondisclosure makes the Institute accountable. Notification should be decided by Human Resources Manager after getting approval of Executive Director.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Disciplinary Procedures Policy General:  Penalties that might be imposed on employee are as follows: First category (Light penalties): a. Notice (oral or written) b. Written warning c. Deduction of a percentage of wages within the limits of a part of a day.

  

  

    

Second Category (severe penalties): a. Deduction of a portion of the employee’s wages (from day to five days) b. Suspension without wages (from day to five days) c. Cancellation or delaying promotion (depriving employee from any increment in his wages). d. Termination with severance pay e. Termination without severance pay Penalties referred to in the previous article shall be imposed and approved by Human Resources Manager as per employee’s HOD without prejudice to the provisions of the Saudi Labor law Employee shall not be subject to more than one penalty for the same offense. Deduction of wages shall not exceed the salary of (5) days a month and salary of (2) months a year.

Employee may not be accused of an offense after the elapse of (15) days following the date of discovering it, no penalty shall be imposed after the lapse of (30) days from date of proving the offense for employees who are receiving their wages on monthly basis and (15) days for other employees.

The employee shall be notified of the penalty imposed on him. If he refused to receive the notification, the same shall be placed in the announcements board Each employee shall have a record of penalties showing type of offenses he committed. This record shall be kept in the employee’s file.

No penalty may be imposed upon an employee except after informing him in writing about what is attributed to him and an investigation is conducted with him, and hearing his remarks and defense and acknowledgement of Human Resources Department of the same. All that should be written in a report to be kept in the employee’s file.

Fines imposed on employees shall be recorded in a special register, be deposited in a special account to be used in providing cultural and social services to employees.

Warnings are deemed void upon elapse of six months as per Saudi Labor law Warning addressed to employee should be preceded by an investigation by his manager or his Manager as regards reason behind committing the offense and his justification for the same.

An offense shall not require previous warning if it is included in article (80) of Labor Law, dismissal shall be applicable (termination without severance pay).

Imposing penalties are the competence of Manager and above, it should be raised to Human Resources Dept. for execution.

4.10 SCHEDULE OF OFFENSES AND PENALTIES (1) Offenses related to time of work: Ser. No.

1

Penalty

Type of Offense st

1 time Tardiness in attending work up to 15 minutes without permission or valid reason.

-if tardiness does not fail other staffs

Revised 01/04/2012

Written warning Written warning

nd

2 time

5% 15%

3rd time

10% 25%

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

4th time

25% 50% Page 17

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2

3

4

5

6

7

8

9

10

11

12

-if tardiness does fail other staffs.

Tardiness in attending work more than 15 minutes and up to 30 minutes -if tardiness does not fail other staffs -if tardiness does fail other staffs.

Tardiness in attending work for more than 30 minutes up to one hour: -if tardiness does not fail other staffs -if tardiness does fail other staffs.

Tardiness in attending work for more than one hour.

Leaving the work or leaving before the end time without permission or reasonable excuse not exceeding 15 minutes.

Leaving the work or leaving before the end time without permission or reasonable excuse exceeding 15 minutes.

Remaining in the work place or returning to it after work has ended without permission or valid reason Absence from work without written permission or an acceptable excuse from one to three days.

Absence from work without written permission or an acceptable excuse from four to six days.

Absence from work without written permission or an acceptable excuse from seven days to ten days.

Absence from work without a legitimate reason for more than ten consecutive days.

Alternating absences without a legitimate reason for periods totaling more than twenty days per year.

10% 25%

15% 50%

25% 75%

50% One day

25% 30%

50% 50%

75% One day

One day Two days

Written warning

One day

Two days

Three days

Written warning

10%

25%

One day

10%

25%

50%

One day

Written warning

10%

25%

One day

One day

Two days

Three days

Four days

Two days

Three days

Four days

Termination w/severance pay

Four days

Termination w/severance pay

Five days

Termination without severance pay to be preceded by a written warning after five days of absence in application to Article (80) of Labor law.

Termination without severance pay to be preceded by a written warning after ten days of absence in application to Article (80) of Labor law.

(2) Offenses related to organization of work:

Penalty

Ser. No. 1 2 3 4 5 6

Type of Offense 1st time Entering to or exiting from places other than the designated entrance or exit.

Receiving visitors other than Institute’s staffs at place of work without permission.

Eating at a place and time other than the specified rest time.

Sleeping in work place in cases which doesn’t require attention.

Sleeping in work place in cases which requires continuous attention.

Loitering or presence of the workmen in a place

Revised 01/04/2012

10% Written warning Written warning Written warning 50% 10%

2nd time

3rd time

4th time

25%

50%

One day

10%

15%

25%

10%

15%

25%

10%

25%

50%

One day 25%

Two days 50%

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

Three days One day Page 18

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other than his place of work without excuse.

One day One day

7

Manipulation of the proof of attendance.

25%

50%

8

Disobedience of orders of work or refrain from executing written instructions related to work.

25%

50%

9

Urging disobedience of orders and written instructions of work.

Two days

Three days

Five days

Two days

Three days

Five days

Two days

Three days

Five days

Written warning

10%

25%

50%

50%

One day

Two days

Three days

Written warning

10%

25%

50%

50%

One day

Two days

Three days

Written warning

25%

50%

One day

25%

50%

One day

Two days

Two days

Three days

Five days

Termination with severance pay

Two days Two days

Three days Three days

One day

Two days

Three days

Five days

Written warning

10%

25%

50%

25%

50%

One day

Two days

Written warning

10%

25%

50%

Two days

Three days

Five days

Termination with severance pay

Written warning

Two days

Three days

Five days

10

11 12 13 14 15

16

17

18

Smoking in places where it is prohibited to maintain the safety of workmen and place of work.

Neglect or complacency in the work that may give rise to harm the health or safety of workers or materials or tools and equipment.

Use of machinery, equipment and tools created for specific purposes without permission.

Unauthorized intervention of worker in any business not in his jurisdiction or not entrusted to him.

Entering to or exiting from places other than the designated entrance or exit.

Negligence in cleaning the workplace and not cleaning or fail to report what the defect of the machinery and equipment he is working with.

No t returning the tools and other supplies in their proper places after the completion of the work.

Reading newspapers, magazines and other publications in the workplace during working hours not required for job duties.

Disruption or destruction of advertisements or communications facility management.

19

Quarreling with colleagues or create riots in the workplace.

One day

20

Falsely claiming he was at work when is not.

One day

21

22 23 24 25 26

Refraining from conducting a medical examination at the request of the institute or physician or refusing to follow medical instructions during treatment.

Writing on walls or affixing unauthorized posts, or tearing instructions posted in the announcement board.

Refusing to leave when there is on-going inspection.

Funding or collecting money without permission.

Failure to attend investigation sessions, refraining from signing thereon or making perjury.

Refrain from wearing clothing and devices prescribed for the prevention and safety.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

Two days Two days Termination with severance pay Termination with severance pay Termination with severance pay

Five days Five days

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SECTION 5 WAGE AND SALARY POLICIES 5.1 WAGE OR SALARY INCREASES Each employee’s hourly wage or annual salary will be reviewed at least once each year. The employee’s review date will usually be conducted on or about the anniversary date of employment or the date of the previous compensation review. Such reviews may be conducted more frequently for a newly created position, or based on a recent promotion.

Employees may be transferred during their work at the Institute from one section to another as per work requirements, promoted for a higher position and wider responsibilities in accordance with eligibility and contribution in achieving the Institute's goals.

[Increases will be determined on the basis of performance, adherence to Institute policies and procedures, and ability to meet or exceed duties per job description and achieve performance goals (See Section 3.10, Performance Review/Planning Sessions).]

Although the Institute’s salary ranges and hourly wage schedules will be adjusted on an ongoing basis, HIPF does not grant “cost of living” increases. Performance is the key to wage increases in the Institute.

Housing allowance: The Institute's policy aims to paying a housing allowance to the employees. As per Institute's policy the employee's housing allowance is calculated on the basis of 25% of the basic monthly salary (three salaries annually).

Transportation allowance: A transportation allowance shall be paid to all employees in the Institute at the rate of 10% of the salary provided that it will not be less than SR 500.-

5.2 TIMEKEEPING Accurately reporting on time is the responsibility of every employee. Time worked is the time actually spent on a job(s) performing assigned duties.

HIPF does not pay for extended breaks or time spent on personal matters.

The time in/out machine is a legal instrument. Altering, falsifying, tampering with time records, or recording time on another team member’s time record will result in disciplinary action, including termination of employment.

Authorized personnel will review time records accordingly. Any changes to an employee’s time record must be noted by his HOD and approved by the Executive Director. Questions regarding the timekeeping system or time record should be directed to the Human Resources Department.

Time In/Out Access – Employees will be issued one of the timing in/out access mode (ID Time Card, Digital Pass or by Thumb scan mode) on their first day of employment. The employee will be given thorough instructions on usage and instructions on what to do should a problem occur.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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5.3 OVERTIME HIPF is open for business [48] hours per week. Overtime compensation is paid to employees in accordance with the Institute wage and hour restrictions. Overtime is payable for all hours worked over [48] per week at a rate of one and one-half times the employee's regular hourly rate. Time off on personal time, holidays, or any leave of absence will not be considered hours worked when calculating overtime. In addition, vacation time does not constitute hours worked.

All overtime work performed by an employee must receive the HOD [Head of Department] prior approval.

Overtime work and delay hours shall be approved by Executive Director at the end of every month.

5.4 PAYDAYS All employees are paid monthly (every 25th of the month of Gregorian calendar).

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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SECTION 6 BENEFITS AND SERVICES HIPF offers a benefits program for its employees. However, the existence of these programs does not signify that an employee will necessarily be employed for the required time necessary to qualify for the benefits included in and administered through these programs.

6.1 MEDICAL AND SOCIAL INSURANCE COVERAGE General Policy: All employees and their families (wife and three children under 18 years) who are living in the Kingdom (Saudis & expatriates) shall be covered by the Institute’s medical coverage program as per agreement with service provider (the Insurance Company). Meanwhile, all employees are subject to GOSI system.

Medical Treatment: 1- Treatment inside the Kingdom: HIPF extend the necessary medical coverage to the employees and their families as per the contract by concluding an agreement with an insurance company that provide medication to employees and their families as per said agreement.

2-

Treatment outside the Kingdom, which are not covered by HIPF: HIPF shall not reimburse any medical expenses incurred outside the Kingdom by the employee or his dependents unless there is a prior agreement by HIPF’s management on the same, or in case the employee was sent in an official business trip and the treatment cannot postponed till his return to the Kingdom.

3-

Refunding Medical expenses: HIPF shall raise employee’s medical expenses invoices to the insurance company as soon as he submits the required documents which include: hospital invoices, physician invoices, prescriptions, and pharmacies invoices.

Social Insurance:  As per GOSI regulations applicable in the Kingdom; all employees shall be covered by GOSI system.  HIPF shall pay 2% for every employee against work hazards in addition to 18% as contribution in Saudi employees’ pension according to GOSI law (9% to be shouldered by employee and 9% to be shouldered

by HIPF).

6.2 ANNUAL LEAVE HIPF's policy is to clarify and follow up employee's absence from work for a personal acceptable reason and to deal with other types of leaves in accordance with the applicable rules.

This policy covers all the following types of leaves: 1- Paid annual leaves 2- Sick leave 3- Leave without pay 4- Hajj leave 5- Special leave.

6- Education's examination leave

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Annual Leave Policy: 6.2.1. Paid Annual Leave: Period of leave 30 days (annually) 21 days (annually) 30 days (annually)   

 -

Type of contract One year Two years and did not complete 5 years at HIPF's service Two years and his service at HIPF is more than 5 years.

Period of annual leave for part of a year shall be calculated on proportion basis.

Employees shall be eligible to annual leave after completion of 11 months of service if their contracts are for one year and after completion of 23 months if their contracts are for two years.

By virtue of HIPF's prior approval, an employee may get annual leave before completing one year of service in the Institute. In such case the approved leave shall not exceed the leave entitled at the time of consuming the annual leave which will be considered an advance leave against his annual leave entitlement.

Paid leave: Leave balance: the employee’s leave balance shall appear in Employees Affairs program.

Leave entitlements: leave pre-payment to the employee shall be settled one week before start of his approved leave.

Holidays during pre-paid leave: In case a holiday (such as Eid Holidays) falls within the employee’s annual leave, the employee shall have the right to ask for additional days in lieu of the holidays; however he is not entitled to ask for monetary compensation. An employee shall have the right to link his annual or exceptional leave with an official holiday (the day on which he is resuming work is the start of holidays or the case when his annual leave starts on the first working day after an official holiday).

 -

Postponement of Leave: Employee’s leave may be postponed for a maximum period of 9 months, upon a written request from the employee, and when work circumstances allow so. Accumulated leave should be used in full. Employee shall lose his right in the leave balance if he did not use it within the time limit mentioned above.

 -

Cancellation of Leave: In case employee was not able to travel [on vacation] because of work (a request from the Institute and written approval from the employee) he shall be compensated in cash and shall be paid 100% of ticket value (for expatriates).

 -

Late attendance to work after leave: Employees who become unable to resume work on the fixed date for major or personal reasons should follow the following procedures: To notify the management immediately, and before the date fixed for their return to work, of the nature and period of delay.

To obtain official approval on their request.

To submit documents that support reasons of delay by or before date of resuming work (such as medical report in case of sickness), therefore any delay in resuming work after annual leave will lead to disciplinary action. If the unauthorized absence exceeded (10) days it will result in termination of the employee’s employment contract provided that the termination is preceded by a written warning issued by HIPF to the employee upon elapse of five days absence (as per Saudi Labor law).

-

 -

Early attendance to work: Employees should enjoy their approved leave in full. Employee who return back early to work shall have no right to request for the remaining days in his leave unless it was HIPF’s who requested the disruption of the leave. The Management retains the right to summon an employee from his

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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vacation if work exigencies so require. HIPF shall bear all expenses resulting from summoning the employee.  -

-

-

 -

Approving the leave: Each department shall prepare, at the beginning of the year, leave schedule for its staffs. Leave application should be submitted (30) days prior to start of the pre-planned leave during usual days and prior to (45) days during leave season.

Upon return from vacation, the concerned manager shall notify Human Resources Department at the Institute of the employee’s return by filling ‘Resumption of Work’ form within three days as of date of resuming work.

Period of leave without pay shall be excluded on computing end of service award entitlements.

Amounts due to the Institute should be settled before going in vacation abroad. As an alternative, a guarantor from within the Institute should be submitted. Date of commencement of vacation and payment of leave entitlements may be effected in case both options are not executable.

Leave air ticket: Employee who is eligible to receive air tickets shall be granted an economy class round trip excursion ticket to the place of concluding the contract for foreign employees recruited from outside the Kingdom, and to the capital of the country of employees recruited inside the Kingdom.

Air ticket can be paid in cash when becomes due if the employee is travelling b land or sea, the price will equal 100% of the ticket original price in normal seasons.

6.2.2. Sick Leave: -

Work injury: injury or disease that result directly from performing a work assigned to the employee during working hours.

Work injury leave: is a leave granted for a temporary disability resulting from a work injury.

Sick leave not related to work injury: is a leave granted for a temporary disability not resulting from work injury or a disease not related to work.

Medical facility: any medical center such as dispensaries, hospitals, specialist centers accredited by the Institute Management or medical insurance company contracted with the Institute.

Sick leave salary: Basic salary, housing allowance and transportation allowance.

1. Work injury leave: 1.1 employees who sustain an injury or inflicted by an illness as result of work injury shall be given a medical treatment form from his department addressed to a GOSI hospitals where he will be treated in accordance with GOSI policies and procedures.

1.2 HOD of the injured employee shall complete work hazards form and send it to Human Resources Dept.

1.3 In case of temporary disability, the employee shall be granted a leave and his sick leave salary will be paid in accordance with GOSI system 2. Sick leave other than work injury: - Employee shall notify the management during the first day of his sickness. Medical report issued by the medical authority accredited by the Institute shall be submitted to the HOD and Human Resources Dept. upon return to work. If employee fails to submit the report within three days from date of returning to work he shall be considered absent without permission and will be subject to disciplinary regulations.

2.1 Salary of Sick leave other than work injury: Employees who satisfy sick leave conditions shall be eligible for the following in one year:  The first thirty (30) days 100% of salary.  The next sixty (60) days 75% of salary.  The following (30) days will be without pay, during one year, whether such leaves are consecutive or not consecutive. One year means: the year that starts from the first sick leave.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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3. No compensation shall be paid for unused sick leave during the year. Unapproved sick leave shall be considered unauthorized absence and shall be deducted from employees’ salary.

4. Sickness during annual leave: No compensation by adding more days shall be made if sickness occurs during annual leave or holidays.

5. Exceptions: Benefits included in this policy are not applicable if injury is due to: 5.1 self-injuries 5.2 usages of alcohol, drugs and opium.

5.3 usage of painkillers or simulative.

5.4 Illegal or immoral deeds.

5.5 Joining other work or job.

5.6 Negligence or failure to observe safety procedures.

6.2.3. Leave without pay:  In case of emergency or for personal reasons, an employee may get a leave without pay up to (15) days every year for employees with one-year contract and (30) days for employees with two-year contract. This leave is subject to management prior approval.  Unused leave without pay cannot be carried forward to the following year unless management approve the same.  Unpaid leave arrangements and expenses are the responsibility of the employee himself.

6.2.4. Haj leave: Moslem employee is eligible for (5) days paid leave to perform Haj (apart from official Haj holidays) once during employee’s service at the Institute. The employee may be eligible to Haj leave after completing two years of service at the Institute. Haj leave application should be submitted at least one month before leave date.

6.2.5. Special leave: Employee shall deserve a paid leave in the following cases while submitting the supporting documents:  Three (3) days for his marriage.  One (1) day in the event a child is born to him.  Three (3) days in the event of the death of the employee’s spouse or any of his ascendants or descendants.

6.2.6. Educational examination leave: As a commitment to Saudization and vocational developing of Saudi employees; HIPF is granting paid leave to employees who are associated with colleges/ universities/schools during whole period of examinations in accordance with the actual test schedule.

The following conditions should be observed in order approve said leave:  HIPF’s prior approval on the educational institution.  To submit an evidence of joining the study, date and schedule of the test.  To submit evidence to the actual attendance to said tests.

6.3 RECORD KEEPING The [Human Resources Department] maintains vacation days accrued and used. Each employee is responsible for verifying his pay records to make sure the correct amount of hours appear.

6.4 HOLIDAYS HIPF observes the following holidays per year for all employees: [Eid Al-Fitr] [Eid Al-Adha] [National Day] Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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6.5 BUSINESS TRIP HIPF shall lay out the guidelines that allows employees to travel from the Institute’s main office to perform some tasks related to work or to get training in some aspects, procedures, or equipment which, in its turn, facilitate the Institute’s operations.

Approval of Business Trip System: Chairman of the Board of Director and Executive Director are in charge of approving business trips.

Flight booking: Human Resources Department shall arrange the required flight booking in accordance with business trip application submitted by the employee and approved by the Executive Director as explained above.

In case the employee was requested to go in a trip not included in the planned trip; he will be entitled to refund expenses of that trip from the Institute on condition of securing approval of the competent authority.

Business trip allowance: Employee who travels in business trip shall be entitled to an allowance that covers business trip expenses and shall be computed on basis of spending night at the location of the trip. Trip allowance is the daily allowance that employee deserves when he is sent in a business trip. It covers accommodation, food and transportation. Air tickets shall be arranged by the Institute or the approved dealer.

6.6 TRAINING AND PROFESSIONAL DEVELOPMENT HIPF recognizes the value of professional development and personal growth for employees. Therefore, HIPF encourages its employees who are interested in continuing education and job specific training to research these further and get approval before signing up for the seminars or courses.]

6.7 SEVERANCE AWARD Termination: Upon termination (see section 3.12) of the work relationship, the employer shall be required to pay the workman a severance award for the duration of this service to be calculated at the rate of half a monthly rate for each of the five first years and one month pay for each of the following years. The severance award shall be calculated on the basis of the last package (basic salary, housing & transportation allowance) and the workman shall be entitled to a severance award for the portions of the year in proportion to the time spent on the work.

Resignation: If the work relationship is terminated because of the resignation of the workman, the workman shall in this case be entitled to two third of the award after a service period of not less than two consecutive years but less than ten years and to the full award if the period of service amounts to ten or more years.

Termination with cause: The employer may terminate the contract without an award in application to Article (80) of Labor law.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Employee Manual

SECTION 7 EMPLOYEE COMMUNICATIONS [7.1 STAFF MEETINGS] Informative meetings allow employees to be informed on recent Institute activities, changes in the workplace and employee recognition.

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Employee Manual

[7.2 BULLETIN BOARDS]

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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Employee Manual

Bulletin boards placed in [designated areas] provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards.

[7.3 SUGGESTION SCHEME] HIPF encourages employees who have suggestions to write them down in the suggestion form and submit it to the Suggestion Committee (see HIPF Suggestion Scheme Rules and Procedure). If this is done anonymously, every care will be taken to preserve the employee’s privacy.

[7.4 PROCESSING COMPLAINTS POLICY] Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their HOD. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and HOD do not solve the problem, HIPF encourages employees to contact the [Human Resources Department.]

[7.5 REQUEST AND APPROVAL PROCEDURE] All requests will be processed only with the following approval procedures;  HOD  Department Manager  Deputy Executive Director  Executive Director

Revised 01/04/2012

HIPF at its option, may change, delete, suspend or discontinue parts or the policy in its entirety, at any time without prior notice. In the event of a policy change, employees will be notified. Any such action shall apply to existing as well as to future employees.

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