1
INDEX:
S. No
Policy
Page Number
1
On Boarding Policy
3
2
Personnel File Policy
5
3
Probation Policy
5
4
Mobile Handset Policy
7
5
Company SIM Card Policy
8
6
Leave Policy
10
7
Absenteeism Policy
17
8
Domestic Travel Policy
20
9
Relocation Policy
26
Deputation Policy
Reimbursement of Course,
Certification Policy
Reward & Recognition Policy
28
Employee Referral Policy
Visitor Access to CtrlS Premises Policy
(DC, Common Areas & Work areas)
Exit Policy
41
10
11
12
13
14
15
30
33
44
54
2
On Boarding Policy:
On Boarding is a systematic process, which enables every New Hire to complete
the joining formalities and become familiar with his/her job, the organization,
and the employees with whom they will be working.
Purpose:





To welcome new hires CtrlS
To help new hires to adjust to the new working environment & to enable
them to perform effectively
To make them aware of the vision and mission, core values, policies and
procedures of the company
To help define performance expectations, maintain motivation & foster
good working practices
To help understand the benefits offered to new hires
Scope:
The policy covers all employees (newly recruited employee, including long –
term, contractual and consultants) with CtrlS Datacenters Limited.
Responsibility:
It is the responsibility of the HR Department to carrying out a complete joining
and induction program for new hires.
Operating Authorities:

Human Resources department will arrange the venue for joining and
induction, and arranges joining kit

Administration Department will provide the ID card, and allocate the
seating to new hires
Joining Formalities Kit:
Joining Formalities Kit will contain:



CtrlS Joining Documentation
Employee Information Sheet
Signing of NDA
3





Bank Application Form
Email id & Password
Food Coupons
Appointment Letter
Welcome Kit : CtrlS Bag, T-Shirt, Coffee Mug, Note Pad, Stick it Notes
Guidelines:

Introduction to the respective HOD‟s: After completing the joining
formalities, HR will introduce the new hires to their respective HOD who
will be responsible for department induction

Buddy Program:

Buddy acts as a link between the new entrant and the
organization

Serves as a reliable and trustworthy friend/mentor

Help new hires to understand the organization structure,
policies and procedures

Gets you acquainted to the workplace area- canteen, pantry,
library, restrooms etc.
Note: The manager assigns a buddy for the new hires
Induction Program:
An Induction Program will be arranged twice in a month i.e once in fifteen days
for all the new joiners. Detailed information on the following will be given:





Company history, vision and mission
Rules and regulations – Policies & Procedures
Working environment
Presentations by IT, Sales, Accounts, Service
Infrastructure, Stores ,Security and HR
Benefits offered to the employees
Delivery,
Quality,
Effectiveness of Induction:


HR will take feedback once the induction process is over
Detail Analysis of Feedback will be done
4
Personnel File Policy:
The company maintains a personnel file on each employee, The file includes
information related to your job application, resume, records of training,
documentation of performance appraisals and pay adjustments, benefits and
other employment records.
Personnel files are property of company. Employees may not remove any
documentation or make copies of their file. The company maintains this
information in the strictest confidence
Current personal information is important and can affect timely and accurate
processing of pay, tax withholding, benefits and company communications.
Therefore, employees are responsible for notifying the changes within 7 days of
any family status change including name, address, telephone number, marital
status, beneficiaries, dependents and scholastic achievements.
Probation Policy:
Scope:
This policy will apply to all full time, part time new employees and to existing
employees who are appointed to a new role in the organization
Operating Authorities:


Human Resources Department
Head of Department (HOD) / Immediate Supervisor
Responsibilities:
HOD/Immediate Supervisor is responsible for:





Clarifying probation criteria
Establishing goals for performance and probation review
Meeting the employees at regular intervals to monitor progress
Providing counseling and coaching
Providing
reasonable
training
and
professional
development
opportunities
5

Documenting progress and ensuring that the new employee sees/ has
opportunity to comment on any probation report
Guidelines:
At CtrlS, probation provides a time of mutual testing during which the
employee‟s ability to satisfy the requirements of the position to which they have
been appointed can be evaluated. The complexity of the job requirements and
the time frames over which those tasks are to be achieved will influence the
length of the probation period, which should be sufficient to allow for
evaluation about the skills of the employee (as mentioned in the Probation
Criteria) to perform the tasks required.
Probation Period:
All employees would be on probation for a period of six months or as
mentioned in the letter of appointment
The probation period shall start from the date of joining
Probation Criteria will be shared with the employee, which will be related to the
job responsibilities:



Performance: The skills of the employee to carry out the tasks and
responsibilities of the position they have been appointed for with passion
and agility
Conduct: Work relationships with colleagues, superiors, customers and
clients (team work) and a reliable “can do” attitude towards work and
commitment
Good attendance and time keeping
Confirmation of Services:
In case of performance of employee is found satisfactory, Manager & HR shall
confirm the services of the employee in writing.
Extension of Probation Period:
In case of performance of employee is found to be unsatisfactory, the probation
period can be extended for another three months which shall be communicated
to the employee in writing. If the employee performance is found suitable after
the extended probation period his services would be confirmed in writing.
6
Termination of Services:
In case employee services are not found suitable after the extended probation
period, the operating authorities reserve the right to terminate the services of
the employee on the basis of non performance.
Mobile Handset Policy:
Purpose:
This policy is designed to provide a mobile handset to all key functionaries of
the organization, to empower them in attending official exigencies. To facilitate
business communications for employees having extensive interaction with
external agencies for business purpose.
Scope:
Employees who are on rolls of CtrlS Datacenters Limited
Responsibilities:




Concerned employee
Human Resources Department
Reporting Manager
Accounts Department
Allowance:
Employees will be provided allowance to buy the mobile handset to view the official
mails on phone and also be available in case of any emergencies.
1.
2.
3.
4.
5.
L1 - L2 ------------ 5000 allowance will be provided
L3 – L4 ------------- 10000 allowance will be provided
L5 – L6 ----------- 15000 Allowance will be Provided
Above L7 --------- 20000 Allowance will be Provided
L8 and Above ----- Mobile handset will be provided by Company
General Guidelines for mobile phone facility:

This will be applicable for only employees who are on Rolls of the
company and who are been provided with the Company SIM only
7

Approval has to be provided by the reporting manager to provide SIM and
allowance for buying the Mobile

If employee exits from company within 1 year of his joining. 100%
Allowance will be recovered from employee from full and final settlement.

If employee exits from company in second year of his joining 50%
Allowance will be recovered from employee from full and final settlement.

If the handset is lost / not functioning it is responsibility of employee to
replace the handset by him/herself.
Company SIM card Policy:
Purpose:
This policy is designed to provide a company sim card to all key functionaries
of the organization, to empower them in attending official exigencies. To
facilitate business communications for employees having extensive interaction
with external agencies for business purpose.
Scope:
Employees who are on rolls of CtrlS Datacenters Limited
Responsibilities:




Concerned employee
Human Resources Department
Admin Department
Reporting Manager
Eligibility for CUG facility:


Employees at L3 level and above will be eligible for company sim card
facility by default
Employees at L1 – L3, based on the role and approval by the manager
sim card will be allotted.
The total expenses on CUG facility cannot exceed the limits as given below:
8
CUG Plan:
Admin Department will provide the detailed CUG plan to the employees who
are eligible.
CUG Limits:
Level
Designation
CUG Limit
L1
Executives
700
L2
Senior Executives
800
L3
Assistant Managers
1000
L4
Managers
1500
L5
Regional Managers/Senior Managers
2000
L6
L7
National Head/AVP‟s/AGM‟s
Vice President/General Managers
2500
3000
L8
CEO/COO/Director
3500
Guidelines for CUG facility:

If any employee makes an official tour either national or international
he/she has to change their connection to national CUG or
international. If he/she fails to adhere to the above condition,
Accounts Department will be authorized to pay only for the calls that
are made in first 10 working days and rest has to be borne by the
company

Admin Department will be responsible for sending a detailed list of
monthly CUG expenses of the employees to the payrolls person every
month, who will be authorized to deduct the excess amount from the
employee‟s salary

The excess amount from the monthly CUG expenses will also include
the monthly rental charges

On the declaration of official usage, CUG expenses in excess of
approved limits per month will be reimbursed only on obtaining
written approval from the reporting manager and HR
9

If any employee is found misusing the CUG facility by making
excessive personal calls and exceeding the mentioned limit, the excess
amount will be deducted from the employee‟s salary and he/she will
be deemed to disciplinary action without any further consideration

CtrlS will reimburse the monthly CUG expenses of all the employees
whose usage is within the limits as defined above

If an employee‟s monthly CUG expenses is less than the given limit,
CtrlS will neither re-pay the balance amount to the employee nor the
amount will be adjusted to next month in case of any excess usage

In case of loss of official sim card, the employee must inform the
Admin Department immediately to deactivate services and, the
concerned employee has to send a new CUG request to Admin
Department marking a copy to HR. Admin can only issue a new sim
card to the employee with the approval of Head HR

If any employee wants to about the CUG expenses & CUG plan,
he/she is required to contact Admin Department
Leave Policy:
Purpose:
To provide guidelines for the benefit of employees to avail leave during illness,
vacation & meet personal needs or unanticipated exigencies
Scope:
This policy is applicable to all employees i.e., Permanent and Probationers.
Exceptions to certain types of leaves have been enumerated in succeeding
paragraphs.
Responsibilities:

Concerned employee is responsible to intimate HR and superior in
advance about the leave
10

Concerned employee is responsible for occurrence of loss of pays due to
extinction of leave

Concern HR from Payroll/Time Management, should update leaves
periodically

Concern HR from Payroll/Time Management is responsible for leave
calculation.
Guiding Principle of Leaves:

The administration of these rules would be on the basis of calendar year
i.e.1, January to 31, December.

Subject to the conditions attached to each the Employee is entitled to the
following types of Leaves & Public Holidays







Casual Leaves (CL)
Privilege Leaves (PL)
Maternity Leave (ML)
Leave without Pay (LWP)
Public Holidays (PH)
Special Leave: Leave on employee‟s Birthday
All leaves must essentially have prior sanction of the Immediate
Reporting Authority/ Head of Department.

Employees joining the company during the year shall be credited leaves
on pro rata basis
Entitlement:
Leave Details
:
Casual Leaves
:
Privilege Leaves
:
No: of Leaves
12
21
Accumulation Limit
Nil
60 days
11
Maternity Leaves
: 12 Weeks
Paternity Leaves
: 3 working days
Public Holidays
: As per the holiday list published by company
Special Leave
: ½ day leave on Birthday
Leaves without pay
: As per the approval of the HOD
Casual Leave (CL):
All Employees are entitled to Casual Leave provided their services can be
spared without detriment to work.

Casual leave can be availed for a maximum of 3 days at a time.

Casual Leaves cannot be clubbed with any other type of leave.

Casual Laves cannot be accumulated. Un-availed Casual leave will lapse
at the end of the year

Half days Casual Leave is admissible. ½ day means a period of 4 hours
(1st or 2nd Half of the working day).

Casual Leaves can be prefixed or suffixed with holiday / weekly off.
However all holidays or weekly off days falling within a spell of Casual
Leave shall not be counted as Casual Leave.

All employees will be entitled to Casual Leave from the date of joining on
pro-rata basis.(Calculated proportionally i.e., 1 CL per month to be
determined from the date of joining)

Casual Leave has to be availed 24 hrs in advance except in emergencies,
when the request is submitted on the day employee resumes duty
Privilege Leaves (PL):
Employees are eligible for 21 privilege leave in a year. It may be used at the
employee‟s discretion for personal matters.
12

All Regular Employees are entitled & encouraged to take 21 days
Privilege leaves in a calendar year.

PL can be availed only after completion of one year of service in the
company.

In case an Employee joins in the middle of the calendar year, privilege
leaves shall be credited on pro rata basis at the start of the next calendar
year.

The PL an associate receives each year, is that which has been accrued
and falls due for the preceding year.

Privilege Leave of less than 3 days shall not be allowed

Privilege Leave cannot be availed for more than three times in a year &
must not be less than 3 days duration on each occasion

Privilege leave is to be planned two weeks in advance and needs to be
approved in by the competent authority/HOD.

The approved PL has to be communicated to the competent Authority in
the HR department

Intervening holidays or weekly off days falling within a spell of Privilege
Leave shall be counted as privilege Leave.

Employees can accrue Privilege leave up to a maximum of 60 days. Any
accrued privilege leave beyond 60 days will be automatically lapsed in
the beginning of the calendar year.
Maternity Leave (ML):

Entitlement: The Maximum period of maternity leave shall be 12 weeks
of which not more than 2 weeks shall precede the expected date of her
delivery

Employee has to work for minimum of 10 months in the company to
avail the benefit of paid Maternity leave.
13

Before proceeding on Maternity Leave the individual concerned will have
to produce a certificate from the doctor indicating the probable date of
delivery, based on which she will be sanctioned Maternity Leave.

Any further leave required after the expiry of the Maternity Leave may be
adjusted against Privilege Leave in which case the request for extension
may be considered subject to furnishing of a Medical Certificate from a
Registered Medical Practitioner

An associate on Maternity Leave who accepts other employment during
such leave shall forfeit her right to maternity leave and would be liable
for appropriate disciplinary action.

Maternity leave can only be availed twice during the service of the
company.

This leave may be combined with leave of any kind excluding CL, if
supported by a Sick certificate from a registered Sick practitioner.

The 12 weeks salary will be reimbursed to employee once she rejoins to
work from leave.

Process of Maternity Leaves - Applications for Maternity Leave should be
made at least one month in advance.
- In the event of a miscarriage - In case of miscarriage; 6 weeks of
Leave is permissible after the event.
Paternity Leave:

This guidance on paternity leave is a part of a package of benefits
designed to give support to working fathers.

Employees can take 3 days, in a single block, as long as it is taken
within 30 days of the actual date of childbirth. Employee cannot begin
paternity leave until the actual day of childbirth.

Employee must notify their manager, to begin their paternity leave. They
will also need to submit the leave form filling the Paternity Leave details.
14
Leave Without Pay (LWP):

Grant of such leave may be considered, if an employee is suffering from a
protracted illness or an accident injury duly supported by a Sick
certificate from a registered Sick practitioner.

In unexpected situation employees will be permitted to take Leave
irrespective of the leave balance available in their account. These leaves
can only be taken at the discretion of the HOD and HR Department.
Such leaves over and above the due leaves shall be treated as LWP.
Public Holidays (PH):
There shall be 12 Public Holidays. The list of holidays shall be notified to all
employees well before the beginning of the calendar year.
PH shall be applicable to categories of employees
Special Leave:
Special Leave is provided to motivate employees to spend quality time with
their families.

½ day paid Leave per year will be provided to employee on his/her
birthday.

Employee can avail special leave only on the date mentioned in the
records either in the first half or second half of the day.
General Rules on Leave:

Leave cannot be claimed as a matter of right. It will be granted at the
convenience of the Management. The Management has the right to
refuse, revoke, postpone or curtail leave at its sole discretion, as the
exigencies of the Company‟s work may require.

The employee proceeding on leave will intimate his/her leave address to
his/her immediate superior, whenever, the leave address is different from
the address in the records.

HODs will sanction leave for employees in their Department.
15

If the leave is a planned leave the leave approval mail or leave form
should be submitted to the HR department before proceeding to the
Leave.

If the leave is unplanned and leave approval is taken from reporting
manager on phone or sms leave approval mail of leave form should be
submitted to HR department within 24 hrs of resuming to work.

An employee who desires to extend his/her leave will have to re-apply
before the expiry of the sanctioned leave.

PL cannot be availed during the notice period after submitting the
resignation.

In case, employee needs to avail the leave on urgent basis, you are
required to inform your Head of Department or HR Department at the
earliest.

The employee is required to communicate about his / her absence to the
HOD on phone / email.

Entitlement and provision of leaves as mentioned in the policy are
subject to modification any time during the calendar year, if the
management decides so. Any change in the provision of the leave shall be
informed to employees in writing through a common circular sent to
Heads of Departments, and that shall be binding on the employee

If an employee is absent for 7 consecutive working days without any
intimation to HR department or his/her HOD, will be treated as
absconded.

Willful absence from work shall attract disciplinary action

Where interpretation/clarification of leave rules enumerated above is
required, it shall be referred to the HR department whose decision shall
be final & binding
16
Absenteeism Policy:
When an employee constantly or continuously fails to attend work as
scheduled without having advance permission from manager.
Purpose:
The objective of the policy is to impress upon employees to report for duty at
the assigned time and place, remain on duty at the scheduled work hours and
accurately report hours worked and leave taken


The policy is to ensure employee attendance to accomplish work
The policy is to provide guidance within the organization regarding how
to manage the state of chronic absence from work
Scope:
The policy covers all employees, including permanent / contract / consultants
/ trainees working with CtrlS Datacenters Ltd
Terms:
The four key types of employee absenteeism are:
1. Late coming/early departure: When an employee does not take
permission to leave or report to the work premises during the scheduled
starting and leaving time or takes or exceeds the break period without
authorization
2. Failure to notify: When an employee fails to report for work at the
scheduled time and fails to notify the supervisor or the designated
person within half an hour of the start of the scheduled work / shift time
an intention to be absent
3. Absences without leave: When an employee is continuously absent from
work for 3 or more days without approval and information to the extent
that completion of normal work requirements is adversely affected
4. Abuse of leave: When an employee does not report to work within 3 days
after the expiry of the approved and sanctioned leave of absence
17
Operating Authorities:


Human Resource Department
Head of Department
Recording of Attendance:
Recording of attendance is compulsory and attendance is recorded through an
automated system - bio metric system
Identification & Access Cards:

All employees are issues identity/access cards and given access to the
bio metric system

Employees are expected to carry the identity / access cards at all times
in the office premises

In case of loss of identity / access cards, the employee should inform the
HR Department, who will issue a new card at the cost of Rs 500/- only

In case of non issuance of permanent ID / access card, a temporary card
will be issued

When an employee separates from the organization (either via a
resignation, lay off, retrenchment etc), he / she shall be liable to return
the cards to the HR Department

In case employee forgets to carry the ID card, they are expected to record
attendance within half an hour by writing a mail to HR Department
Guiding Principle for Late Coming/ Early Departures:

Regular late coming/early departure to and from office will be considered
as a serious offense

Permissible late coming is up to 15 minutes of the mentioned work /
shift time and no exceptions in departure time will be entertained, unless
approved by the manager

In addition a grace period of 5 minutes would be allowed to report to the
work station, beyond which will be considered as late coming
18

Late coming of (15 + 5 minutes) would be considered as one occurrence.
-3 occurrences would be notified by the HR Department and HOD
-6 or more occurrences would be subject to deduction of leave from the
CL or half day salary in absence of CL availability with the employee or
administration of disciplinary action through a documented verbal
warning

15 occurrences in a month would result in the issuance of Warning
Letter to the employee

Consistent late coming / leave early would be notified to the HR, HOD
and action would be taken as decided by the operating authorities
Exceptions:

Every employee is permitted to come late for any specific reason for
which he / she has for a prior approval of the manager

Circumstances of delay in the bus services some unavoidable external
conditions like bandh, riot, demonstrations, natural obstructions etc.
beyond the employee‟s control would not be considered under late
coming
Guiding Principle for Absence without Leave/ Leave Abuse:

Absence for 3 or more days without notification would be considered as a
matter of serious misconduct

The first misconduct will lead to the issue of first warning letter

The second misconduct, would lead to issue of second warning letter

The third misconduct would lead to final termination of employee‟s
services, on disciplinary grounds

Any employee remaining absent without approval, beyond the period of
leave originally granted / subsequently extended, shall be deemed to
have abandoned / relinquished his / her employment voluntarily unless
he / she returns within seven days after expiry of the sanctioned leave
19
and explains satisfactorily the reason of his / her inability to resume
work. The Company shall deem such automatic relinquishment of the
contract of employment as repudiation of the contract of employment by
the employee, and not as a termination of the service. His / her name
shall accordingly struck off from the rolls of the Company
Exceptions:
In case of sudden emergency the employee should inform HOD or the
Functional Head or pass the information through peer group or and outside
agent at the earliest to avoid any kind of action to be taken in lieu of being non
appearance or non attendance from work.
Domestic Travel Policy:
Definition:
A tour is defined as an authorized journey undertaken for official work to a
destination outside the regular location either involving overnight stay or same
day return.
Purpose:
The policy guide lines have been laid down with the expectation that employees
will ensure that the expenses claimed and sanctioned are reasonable.
Scope:
All employees (Full/Part time/Contract) of CtrlS Datacenters Ltd
Responsibility:



Concern HODs
Accounts Department
HR Department
Mode of Travel & Eligibility (for travel with in India)
Grade
Band
Mode of Travel
20
L8
L7
L6
COO/CFO/CTO /Directors
VP/General Managers
National Head/AVP/AGM
RegionalManager/Senior
Managers
Managers
Assistant Managers
Senior Executives
Executives/Engineer /Trainees
L5
L4
L3
L2
L1

Economy class by Air
Economy class by Air
Economy class by Air
Economy class by Air
AC 2 Tier - Train Travel/Bus
AC 2 Tier - Train Travel/Bus
AC 3 Tier – Train Travel/Bus
Sleeper Class Train/ Bus
Any travel which is more than 15 hrs of journey time, employees can avail
Economy class by Air irrespective of level, provided it has to be intimidated
to Admin prior 10 days of journey along with approval of HOD

All travel Intimation to be given to Admin for ticket booking before 5
workings days along with approval of HOD

In emergencies / Critical situations if tickets to be booked it should be
approved by HOD, Finance Controller.
Classification of Cities:
CLASS
A
B
C
CITIES
Mumbai, Kolkata, Delhi, Chennai, Bangalore, Hyderabad, Cochin,
Ahmedabad, Pune, Indore
North: Lucknow, Jaipur, Agra, Allahabad, Ambala, Amritsar,
Jammu, Srinagar, Kanpur, Lundhina, Shillong, Simala, Meerut,
Udaipur, Chandigarh,
East: Patna, Cuttack, Bhubaneshwar, Impal, Jamshedpur,
Ranchi, Kohima, Gangtok, Guwahati, Agartala.
West: Gwalior, Bhopal, Gandhinagar, Rajkot, Baroda, Jabalpur,
Aurangabad, Nagpur, Nasik, Panjim, Surat
South: Belgum, Hubli, Mangalore, Mysore, Coimbatore, Madurai,
Trichy, Trivandrum, Vijayawada, Vizag & all other State capitals
All other cities not mentioned above.
21
Rates for Hotel Accommodation & Per diem Allowances: (As per Grades)
Grade
Hotel
Accommodation
Per Diem Allowance in Rs.
(Excluding Taxes) in Rs.
A
B
C
A
B
C
L7
5000
4500
4000
1000
900
800
L6
4000
3500
3000
900
800
700
L5
4000
3500
3000
800
700
600
L4
3500
3000
2500
700
600
500
L3
3500
3000
2500
600
500
400
L2
3000
2500
2000
500
400
300
L1
2500
2000
1500
400
300
200
L0
2000
1500
1000
400
300
200
No separate conveyance is paid. In special case if conveyance is paid it shall
not be more than per diem allowance in any case
For employees at grade L8 Hotel Accommodation and other expenses (Food,
Conveyance Allowances will be reimbursed at Actuals).
Procedure:

For any official tour from Hyd Head Office to any other city (with in India);
the employee has to get an approval from his/her HOD.

The „Travel Requisition Form‟ (Annexure B) needs to be completed by the
employees in all respects. In case of clarity they can get in touch with HR
Department.
22

Employee shall submit the approved „Travel Requisition form‟ to the Admin
Department and a photocopy of the same shall remain with the employee for
further reference.

The Travel Desk/Admin would communicate to the concern employee about
the tickets.

During an Official tour (with in India); Employee has to stay in the
company‟s guest house if available or he has to stay in any hotel as per
his/her eligibility.

In case employee using his / her own conveyance for the travel is required
to get the prior approval from the Functional Head.

In case of cancellation of any travel program the same needs to be informed
to the respective Admin to get all the bookings cancelled. Employees are
required to submit the travel tickets with the Admin for cancellation

All employees are required to fill the „Travel Claim Form‟ within 7 working
days from the return date of travel and submit along with approved travel
requisition form. If claim is not submitted in stipulated time 10% of claim
shall be disallowed

For Travel by train, original tickets should be enclosed with the Travel Claim
Form. For Travel by Air, boarding passes in original / photocopy have to be
enclosed.

After employee has to submit the required bills toward his accommodation
23

Accounts Department, after processing of the claim, will get in touch with
the concerned employee within 7 working days of submission of the claim

Any deviations in the travel procedure shall be liable to the disciplinary
action and claim will be settled at prescribe rates.
Tour Advances:

Due to personal security reasons it is advisable that expenses at a location
should be settled through credit cards and tour advances should normally
not be drawn if the travel is to destination/s where credit cards are
accepted. However, if it is found that some amount of cash is absolutely
necessary, the company expects the personnel to avail the minimum
required advance, and in any case, not more than one-third of the total
estimated tour expenditure.

Tour advances will normally be given only one day prior to the
commencement of the tour. Employee can collect the tour advance amount
from Accounts department during working hours. In any case if the amount
is more than Rs.10000/- . 7 workings days prior notice to Accounts
Department should be given.
Travelling Rules:

If any of the employees makes his own arrangement for lodging, he will be
paid 30 % of the lodging charges fixed. Incase guest house exists . No pay
shall be done for such cases.

Where ever company / client have made prior staying arrangement or where
company‟s Guest House is available, the employee on tour has to stay in
24
this guest house or the arrangements made by the company / client and in
such cases they will not charge any lodging charges.

Where
tickets
are
bought
by
individuals,
the
counterfoil/boarding
pass/ticket/receipt must be attached to the Travel Claim Form in support of
the claim for reimbursement. You are directed to support your expenses
made by you with the tickets, original bills, vouchers, receipts and other
supporting. In genuine cases, where the authorized personnel are satisfied
that a ticket receipt could not be obtained, they would have the discretion to
pass the Tour Expense Report without the supporting money receipt.

Every individual should endeavor to keep his/her hotel expenses to the
minimum. If an individual has to leave a city in the afternoon/evening,
He/she should try as far as possible to check out of the hotel before noon so
that he/she is not charged for another day.

Expenses of personal nature such as smoking, magazines, Liquor, Non
official telephone calls are not reimbursed

Expenses on Liquor, even under unavoidable circumstances along with
official guests, will not be allowed

The employee should perform the journey in such a manner as would entail
minimum expenditure to the company. In case of submission of false bills,
the employee shall be liable for disciplinary action by the management.

Employees while on tour are required in their own interest to safeguard
their belongings and in no way the company shall be responsible for any
loss/belongings to personal property of the employee while on tour.
25

Ticket cancellation charges should be avoided and in unavoidable
circumstance the ticket should be cancelled before 24 hours

If two or more employees go on tour at the same destination, they must
share a common room to reduce the expenses
Miscellaneous:

The responsibility of correctly filling a claim voucher will, therefore, entirely
rest with the claimant. Any breach in any form of this trust will render the
employee to very strict disciplinary action.

While traveling on company business, if an employee avails casual, sick or
privilege leave, he will not be entitled to reimbursements of any allowances
for the period of leave.

Any deviations from the traveling rules require specific approval from CEO
in writing.
Relocation Policy:
Scope and Coverage:
This policy deals with the employees eligibility for reimbursement of expenses
covered on account of a company initiated transfer from one location to
another location.
Transfer of an employee shall be for a period exceeding one year. In case of the
requirement being less than one year, the employee will be sent on deputation,
and hence will be covered by the Deputation policy.
Family for the purpose of this policy will include the spouse, dependant
parents and children
Reimbursement of Expenses:
26

If a Company Guest house is available at the location where the
employee is being transferred to, he / she can stay at the guest house for
a maximum period of 10 days from the date he/she reports for duty at
the place of transfer.

An employee on transfer will be eligible to stay in a hotel If Company
Guest house is not there in the particular location and can claim as per
eligibility in current travel policy according to the grade for a maximum
period of 10 days from the date he/she reports for duty at the place of
transfer.

The employee shall be reimbursed travel expenses for self, spouse,
children and dependent parents by mode he/she is entitled as per
domestic travel policy

Employees are eligible to claim reimbursement of expenses incurred
towards transportation of personal belongings subject to a maximum
amount equivalent of one basic salary or actual whichever is lower. The
reimbursement should be supported with bills
Transfer with Promotion:
When a transfer is with a promotion, the employee shall be eligible for
reimbursement of expenses as applicable to the level he / she is being
promoted.
Transfer Leave:
The employee to be transferred from one location to another shall be eligible for
three days special leave with pay to enable him to settle personal
commitments. This leave can be availed during the joining period or after
he/she reports for duty at the transferred location.
Administrative Procedure:
27

In the case of transfers in the same location or city, the employee shall
not be eligible for any expenses incurred on transfer or for the special
leave with pay during the joining period.

Employee shall submit a report of expenses incurred on account of
relocation to Accounts within 3 months of reporting at the location.

All transfers shall be approved by the Reporting Manager, Head of
Department and CEO. The Transfer letter will be issued by HR.

The Management reserves the right to amend, modify or change this
policy without any notice.
Deputation Policy:
Definition:
A deputation is a lateral move to a position in the same classified pay range or
to a position with comparable duties and responsibilities.
Objective:
To lay down the standard policy for deputing an employee to other site /
location on temporary basis of the company or units of the Group Companies
Scope:
All employees (Full/Part time/Trainees/Contract) of CtrlS can be deputed to
another location as per the clause mentioned in the Appointment Letter.
Operating Authorities:


Concern HODs
HR Department
Terms:


Base Office
Assigned Office
: Office where the employee originally is based.
: Office where the employee would be deputed is
based.
28
Deputation:

Assignment,
whose
duration
is
between
30
days
to
6
months
approximately

Employees on Temporary Assignment will be eligible for Single Status
assignment only.

They
will
be
provided
with
Single
Status
Shared
Bachelor
Accommodation/ Company Guest House

Employees wanting to bring their family to the assignment location can
do so on their own cost. (The employee will have to take prior approval
from Reporting Manager
Payment:
1. Employee will be paid a Deputation Allowance @ 30% of the basic salary.
2. Deputation Allowance will be paid till level of Managers.
3. Sr. Managers and above will not be entitled for Deputation Allowance.
4. Deputation Allowance will be provided to the employees whose work
assignment is from one month to 6 months.
5. The Deputation Allowances will be paid along with the Salary
6. Company will bear the travel expenses of the employee‟s trip to his home
town once in a quarter (as per his eligibility)
Guidelines:

Sending an employee on deputation to other site / location of the
company or units of the Group Companies will be at the sole discretion
of the Management.

Deputation can be done on as per the need of the project.

The employee would continue to report at the base office and all the
personnel file will be based at the base office.
29
Procedure:

Functional Head will give recommendation of deputation to the HR
department with CEO‟s approval, email copy.

The consent of receiving Functional Head, relieving Functional Head, and
the concerned employee to be discussed by HR Dept.

The Deputation letter will be issued to the Employees before leaving to
the Deputed place.
Return to Point of Origin Benefit:

On completion of assignment, the employee will be eligible to return to
original location with Consent of Reporting Manager and functional Head

Functional head has to report to intimate HR that the employee is
returning back to the location.
Resignation While at Site:

If an employee resigns from the services of the company while on
assignment, then the employee will be responsible for return to Head
Office.

Employee will be responsible for getting all relevant clearances from the
site offices, without which no full and final settlement will be done.
Reimbursement of Course, Certification Policy
Objective:
To drive the current and future business requirement by promoting
Independent testing and verification of skills in a particular area by
reimbursing employees on successful completion of a certification in that area.
Applicability:
This policy shall be applicable to all regular and confirmed employees of the
Company.
30
Policy Details:
The Technical certification/course to be undertaken by the employee will
i)
ii)
iii)
iv)
Be related to the job performed by the Employee/Current area of
competence and should be line with CtrlS business needs.
Manager can nominate employees for the course or technical
certification based on the requirement of the Project
Require attendance only outside working hours
Not in any way affect the normal performance of work of the
employee
Procedure for Obtaining Sanction:
An application shall be made in writing by the Reporting Manager to Head of
Department with the copy to HR nominating his/her team members to undergo
a particular course /Certification along with the following details before the
start of the course/certificate
i)
ii)
iii)
Details of course and certification
Institute/university/agency conducting the course
Expenditure of course/certification fees
The format in which the application is to be made is given in Annexure „1‟
Based on the approval, HR shall process all such requests as per criteria
specified in the Policy
Quantum of Financial Assistance:

The quantum of financial assistance will be 100% of the actual course
and certification fees

Employee can claim reimbursements for certifications only after
successful completion of the same.

Employee need to submit a hardcopy receipt and final certificate of
passing the course for verification to Reporting manager

On successful completion of the certification, 100% course fee will be
reimbursed on the receipt of the certificate.
31

The reimbursement will be made subject to submission of bills and the
certificate copy within 60 days from the course completion.

An employee shall not be reimbursed any amount incurred by him for
purchase of books or cost of study material

Requests for reimbursement will be forwarded to HR through Head of
Department
Employee should be signing an Indemnity bond based on the certification and
courses done.
i)
Course/certification ----- Fees ranging from 1000 – 15000 - Six
months bond
ii)
Course/Certification ----- Fees ranging from 15001 – 50000 - One
Year bond
iii)
Course/Certification ----- Fees ranging from 50001 and above Two Year bond
General:

An employee shall not have a right to promotion on account of passing
the course and having obtained financial assistance under the Policy.

Financial Assistance under this Scheme shall be extended only on the
employee completing the course enrolled within the stipulated time of
completion.

If the services of the employee are terminated by Company. Company
reserves the right to withdraw the fees paid in full and final settlement /
employee will have to refund the course fees incurred.

Company reserves the right to modify / amend / withdraw this policy at
any point of time.

Company reserves the right to accept or reject any application for
financial assistance, without assigning any reasons thereof
32
Reward & Recognition Policy:
Objective:
To provide guidelines to recognize specific, unique, value added and critical
performance incidents within or beyond the scope of job responsibilities and
also link the achievement to quantifiable business benefit or organizational
benefit. To align employee performance and achievements in line with
company‟s business vision.
Purpose:
Reward Systems will focus on positive reinforcement. Positive Reinforcement is
the most effective tool for encouraging desired behavior because it stimulates
people to take actions because they want to because they get something of
value (internally or externally) for doing it. An effectively designed and managed
reward program can drive an organization‟s change process by positively
reinforcing desired behaviors.
Scope:
All full time employees of CtrlS Datacenters Ltd
Responsibility:



Concerned HOD‟s
HR Department
Accounts Department
Guidelines:
Nominations: Individuals/Teams/Groups All Managers/Department Heads
(along with inputs from immediate Superiors/Reporting Authorities wherever
applicable) can nominate employees/teams who have shown reward worthy
performance, behavior, skills or competence
Periodicity:
The periodicity of the rewards will be done on Quarterly/Yearly basis. Further
spot achievement awards can be recommended during shorter terms of
quarterly basis. For ongoing performance achievements these awards can be
assessed either half yearly or yearly basis.
33
Awards Categories:
ENTERPRISE SD:
SL.No
Award Category
Parameters
1
Customer Service
Leader for the
Quarter
2
Highest Revenue
Generator
3
Best Debutante
Award (For New
Joiners)
4
Managerial
Excellence Award
Best Customer
Appreciation
Individual who
generates
Highest revenue
Highest Learning
Score in Buddy
Program,
Avg Csat Score
for Quarter with
a min rating of
4.5
Feedback by
team members
with a min rating
of 4.5
5
Best Customer
Centric Team
6
Fastest Growing
team
SL.No
1
2
Individual/
Team
Period
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
High Csat Team
Team
Quarterly
Repeat business,
high billing team
Team
Quarterly
Individual/
Team
Award Category
Parameters
Period
Highest Revenue
Generator of the
Year
Best Customer
Centric Team of the
Year
Individual who
generates
Highest revenue
Individual
Yearly
High Csat
Team
Yearly
34
FGE SD:
SL.No Award Category
1
SL.No
1
2
3
4
5
NOC Engineer
of the Week
Award Category
Customer
Service Leader
of the Quarter
Best Customer
Centric
Individual of
the Quarter
Best Debutante
Award (For New
Joiners)
Managerial
Excellence
Award
Best Customer
Centric Team of
the Quarter
SL.No Award Category
Best Customer
Centric
Individual of
1
the Year
Best Customer
Centric Team of
2
the Year
Parameters
Individual with
highest CSAT & TAT
Parameters
Best Customer
Appreciation
Individual with
Highest Productivity,
CSAT & Adherence
to TAT
Highest Learning
Score in Buddy
Program,
Avg Csat Score for
Quarter with a min
rating of 4.5
Feedback by team
members with a min
rating of 4.5
Productivity, For
high CSAT &
Adherence to TAT
Parameters
Productivity, For
high CSAT &
Adheernce to TAT
Productivity, For
high CSAT &
Adherence to TAT
Individual/
Team
Individual
Individual/
Team
Period
Weekly
Period
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Team
Quarterly
Individual/
Team
Period
Individual
Yearly
Team
Yearly
35
ONLINE SALES:
SL.N
o
Award Category
1
Sales Person of
the Quarter
2
Solution Deal of
the Quarter
3
Prestigious
Brand
4
5
6
7
Parameters
Recognizing the
individual who has
driven growth
through outstanding
sales results
Solution deal > 1.5
Lakh MRC with LB,
Firewall, Managed
Services, etc.
Biggest brand with
an MRC > 2 Lakhs
Highest business
Account Manager improvement for the
of the Quarter
quarter
1. Highest Learning
Score in the Buddy
program
Best Debutante
2. 70% Sales
Award
achievement
1. Demonstrating
excellent managerial
qualities
2. More than 80% of
sales by all the team
members
3. Feedback by team
Managerial
members with a
Excellence Award minimum rating of 4
Highest Quarter
Sales for at least two
Quarters with a
Sales Team of the minimum of 80%
Year
achievement
Individual/Tea
m
Period
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Team
Yearly
36
CHANNEL SALES/ MST/ENTERPRISE:
SL.N
o
Award Category
1
Sales Person of
the Quarter
2
Solution Deal of
the Quarter
3
Prestigious Brand
4
Account Manager
of the Quarter
5
Best Debutante
Award
6
Managerial
Excellence Award
7
Sales Team of the
Year
Individual/Tea
m
Parameters
Recognizing the
individual who has
driven growth
through outstanding
sales results
Individual
Solution deal > 1.75
Lakh MRC
Biggest brand with
an MRC > 2 Lakhs
Highest business
improvement for the
quarter
1. Highest Learning
Score in the Buddy
program
2. 70% Sales
achievement
1. Demonstrating
excellent managerial
qualities
2. More than 80% of
sales by all the team
members
3. Feedback by team
members with a
minimum rating of 4
Highest Quarter
Sales for at least
two Quarters with a
minimum of 80%
achievement
Period
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Team
Yearly
COMMON SALES AWARDS:
SL.N
o
Award Category
Parameters
Individual/Tea
m
Period
37
1
2
Best Sales Person
of CtrlS
All the Sales Heads
will nominate the
best sales person
from the team. The
Panel and CEO will
judge the Winner
out of them
Individual
Yearly
Best Solution
Deal of CtrlS
All the Sales Heads
will nominate the
best sales person
from the team. The
Panel and CEO will
judge the Winner
out of them
Individual
Yearly
PRESALES:
SL.N
o
1
2
Award Category
Best Technical
Solution Deal
Best Presales
Person of the
Quarter
Parameters
Solution Deal of the
Quarter
Feedback from Sales
team
Individual/Tea
m
Period
Individual
Quarterly
Individual
Yearly
Individual
Quarterly
Individual
Yearly
Individual/Tean
Period
PM TEAM:
SL.N
o
Award Category
Parameters
38
1
Best Upselling
Champion of the
Quarter
2
Emerging Project
Manager of the
Year
Overall contribution
to the business
interms of numbers
Delivery Timelines
within expectations,
Cost & Customer
satisfaction
Individual
Quarterly
Individual
Yearly
BEHIND THE SCENES – SUPPORT TEAMS:
SL.No Team
1
2
Human
Resources
Accounts
Award Category
HR Excellence
Award of the
Quarter
Best Performer
of the Quarter Accounts
Payable
Best Performer
of the Quarter Accounts
Receivables
Parameters
Individual/
Team
Period
Talent Management
Individual
Quarterly
Talent Acquisituon
Individual
Quarterly
Budget Complaince
& for less Debit
balance
Individual
Quarterly
Individual
Quarterly
Individual
Quarterly
Timely Procurement
within the Budgets
Individual
Quarterly
Best Accounts
Reconciliation &
Highest Collection
Adherance to
Statutory
Compliances
4
Procurement
Best Performer
of the Quarter
Procurement
Excellence
Awards
5
IT
Best IT Support
Feedback from
Employees
Individual
Quarterly
Best Performer
Feedback from the
Auditor & Manager
Individual
Quarterly
Best Lead
Generator of the
Quarter
Number of Leads Vs
Target Assigned
Individual
Quarterly
3
Finance
6
Stores
7
Marketing
39
Best Marketing
Coordination
(and/or)
Best Event
Coordination
Innovation
Excellence of the
Quarter
8
Automation
Star Developer
of the Quarter
Best Innovation
Team of the Year
9
Best Product of
the Year
Best Performer
of the Quarter Hyd
Best Performer
of the Quarter Infrastructure Mum
10
CEO Office
11
Managers
Best Performer
of the Quarter
Managerial
Excellence
Award
100% Compliance to
assigned Timelines
for all marketing
coordination
activities including
marketing events
For New Product
Innovation and Best
User Experience
Individual
Quarterly
Individual
Quarterly
For Product Rollout
and User Acceptance Individual
Team with the most
innovative product in
the year
Team
Team with the best
product rollout in
the year
Team
Quarterly
Yearly
Yearly
Regular operations &
PUE Management
Individual
Quarterly
Regular operations &
PUE Management
Individual
Quarterly
Feedback by CEO
Feedback by team
members with a min
rating of 4.5
Individual
Quarterly
Individual
Quarterly
COMMON AWARDS:
SL.No
1
2
Award Category
The Big Hat Award
Fantastic team
Parameters
Individual who come up
with the best idea in the
year (Can be anything
related to the organization
like culture, infrastructure,
services etc)
Most vibrant, Energetic
team that creates a very
positive environment
Individual/
Team
Period
Individual
Yearly Feedback
by Manager
& CEO
Team
Yearly Feedback
by CEO
40
Star CSR Idea of
the Year
3
An employee who comeup
with the best CSR idea of
the year
Individual
Yearly
Employee Referral Policy:
Objective:
To reward those employees of CtrlS who help identify and attract suitable and
competent talent, irrespective of the industry, in order to meet Company
resource requirements.
Scope:
All employees up to L4 Level including trainees on the rolls of CtrlS are covered
under this policy. However, this policy does not apply to employees of the
following groups:



All employees of HR and Administration Department and any other
individuals with an impact on the hiring decision
Referrals made by the hiring manager to whom the potential candidate
would eventually report – Referrals made by general managers and above
Referrals made by Internal Consultants
Responsibility:


HR Department (HRD): To implement and execute the policy
Finance and Accounts Department (F & A): To ensure payment to the
referrer
Definitions:




Referrer: an employee of CtrlS who would refer/introduce a potential
candidate to the organization
Job Descriptions: A description of the vacancy in terms of qualification,
knowledge, skill, experience, reporting relationship etc
Potential Candidates: are individuals who fit the job description in terms
of knowledge, skill, experience, qualification
Recruitment Team: HR employees responsible for hiring and selection
Related Policies:
Recruitment and Selection Policy
41
General Guidelines:

All recommendations made by CtrlS employees must come from their
personal contacts/connections and not through any recruitment agency

No incentive will be paid for referred candidates hired through campus
recruitment

To receive the award, the employee entitled for the reward should be on
the payroll of the company on the date of the disbursement of the reward

For the referring employee to be eligible for a referral bonus, the potential
candidate must be hired within 3 months of the original referral

In case of multiple submissions of the same candidate, the referring
employee who made the first submission will be eligible for the referral
bonus, provided it was submitted within the 3 months time frame

If the candidate is not hired for the specific open position, but is hired for
another referral bonus – eligible position within 3 months of the
submission of the Employee Referral Program Form, a referral bonus will
be paid to the referrer

At the time of eligibility of the payment, if the employee is on a short –
term onsite assignment on B1/Business Visa or equivalent, employee
referral bonus will be processed only after his/her return to India.

If the potential candidate leaves within three months of joining the
company the referrer would not be entitles to referral bonus after three
months
Note: The employee making the referral will not in any way be involved with the
interview or salary fixation of the candidate.
Payment Guidelines:
Referral Category
Level
Amount
Referral Bonus paid to the
referrer after 3 months of
joining of the potential
candidate
L1
INR.5,000/- only
42
Referral Bonus paid to the
referrer after 3 months of
joining of the potential
candidate
Referral Bonus paid to the
referrer after 3 months of
joining of the potential
candidate
L2
INR.10,000/- only
L3 & Above
INR 15,000/- only
For employees whose 5 referred potential candidates join the organization, an
additional bonus of Rs.20,000/- will be paid to the referrer after completion of
three months of the referred candidates.
Procedure:

Employee may refer Potential Candidates who fit the specifications given
in job descriptions for vacant positions. The HR Department will post
these job descriptions from time to time

These positions will be emailed to all the employees/will be posted in
intranet

All referrals for CtrlS have to be made online in the Employee Referral
System (through Intranet). Credit for referral of a candidate will be given
to the employee for a period of three months from the date of receiving
the potential candidate‟s resume

The Feedback/Status of the Referrals will be updated within one week of
receipt of the resume/processing of the profile. In case the resume is
already available in the data bank, the referral process will be terminated
and referrer would be informed

Employees may refer candidates for vacant positions within CtrlS.
Employee Referral Form (Annexure -1) to be filled by the employee and
43
submit the same to HR. The Concern Recruiter shall forward the same to
payrolls with appropriate documents

The referrals role will be limited to the submission of the resume of the
potential candidate only. After this the regular process of short listing
and interviews will be applied to referrals also

On selection of the potential candidate Recruitment Team would inform
the referrer about the selection of the referred candidate

Recruitment Team would advice the payroll and Finance Department to
process the referral bonus & ensure part payments
Procedure:
The Referral Bonus will be paid out after 3 months of the potential candidate
joining the company.
Income Tax:
Referral Bonus will be taxable as per prevailing IT rules.
Exceptions:
Any exception to the above policy on employee referral will be at the discretion
of the management only. The management solely reserves the right to
withdraw/amend/terminate the policy at any point of time.
Visitor Access to CtrlS Premises Policy (DC, Common Areas &
Work areas)
Purpose:
Define and establish the access control procedure required for personnel
entering the CtrlS Premises for the effective control and compliance to security
norms.
Scope:
This applies to 1) all CtrlS clients, prospective clients, vendors, Vendor staff,
general visitors and sub-contractors. 2) CtrlS staff
44
Responsibilities:
HR Manager and Security Manager are responsible to ensure that the laid
down procedure is strictly implemented.
Access Procedure to Clients, Vendors, contractors and external suppliers
Security Check:
The security guard may request to inspect backpacks, laptops, hardware
devices, etc. upon entry and exit to the facility.
All visitors are required to enter and exit the facility via the main facility
entrance located by the reception area
Issuing of Visitor Pass:
CtrlS
is
implementing
VAMS
(Visitor
Authentication
and
management
System) application through which all visitors, vendors, clients and Ctrls Staff(
not in position of ID cards) should get registered in VAMS (at Front Office) to
get the visitor pass issued.
All visitors shall be permitted on confirmation mail by the Assistant Manager
and above to security office and a carbon copy to the Security Manager with
the below information.

Name of the company

Name and identification/passport number of the visiting person

Mobile number

Reason of visit

Date and time of visit
The project access related responsibility to validate lies with PM and otherwise
Support.
The list includes all categories of visitors visiting the premises viz, client
visitors, general visitors, prospect clients, vendors, vendor staff, labour etc.
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Permanent Access:
With the purpose of guaranteeing access to the CtrlS Data Center for the
personnel of the client and vendor staff necessary for the operation of
equipment installed in the equipment room, the client and vendor should send
CTRLS a list with the technical and administrative personnel who will have
access to the building on a 24 x 7 x 365 schedule.
This list, which we will call an Authorized List of Permanent Access of Clients,
must be a formal mail of the representative or a contact person in the contract,
sent by the client or vendor to the account manager / Program manager/
reporting manager of the Data Center of CTRLS.
This Authorized List of
Permanent Access must accompany the access request form duly completed
(Format placed at Annexure – I) and a photo ID copy issued by the Govt
Authorities.
The cards shall be issued by the security department through BMS once a
request is received from the respective Account / Program manager / Reporting
Manager duly approving the access levels. Any request for changes in the
access levels should also be approved by the said managers.
Temporary Access:
Temporary access to the Data Center for personnel of clients or vendor who are
not found in the Authorized List of Permanent Access, contractors and external
suppliers among others must be petitioned with at least 24 hours(exigencies
considered on a case by case basis) in advance with an email sent to the
address [email protected] or [email protected] respectively for
Mumbai and Hyderabad datacenters where the following must be specified:

Name of the company

Name and identification/passport number of the visiting person

Mobile number
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
Reason of visit

Date and time of visit

In case, the visitor is needs to carry laptop/devices, to DC, Visitor needs
to provide the S/N#.
It is important to point out that this email will only be accepted as valid, by the
security personnel of Data Center, if it is sent by personnel with authorization
to petition temporary access, in accordance to the Authorized List of Permanent
Access of the Client or vendor or approved by the respective CtrlS account /
program manager.
a) Procedure to Access DC – Customer visit
1) Customer will raise a ticket for DC visit access, to be approved by NOC in
the following format through a registered mail Id.
Company Name
Persons
Contact Details
Identity Proof
Laptop with S/N
Tools
Rack Location
Rack Number
Purpose of Visit
Date and Time of Visit
Duration of Visit
2) Access request would be forwarded to AM team, followed by a call to AM
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engineer by NOC engineer.
3) Customer will be escorted till the Racks by AM engineer (Asset
Management Engineer).
4) Customer will be issued a temp access card by DC Security post
5) Verification of Visitor Pass. Customer will use this card to come out of DC
only.
6) Provisions for the phones (with contact details of AM, Support to put up)
would be made in the DC for Customer to call AM engineer for assistance.
7) Security will keep an eye on Customer/Vendors/CtrlS engineer‟s activity
inside DC via CCTV and report non-compliance to Security head/ DC
Manager/NOC Head immediately.
8) AM team will pass on ticket to Support to take confirmation of Access
request completion and subsequent closure of ticket.
b) Procedure to Access Meet Me Room – Please refer to the Meet Me
Room Access Policy
Background Verification of Vendor Employees

All Vendors‟ shall submit to CtrlS the background verification reports of
their employees who are provided with a permanent access to the
datacenter.
Deactivation:

In the event of any personnel of the client or vendor who was included in
the authorized list, stops being an employee of the company, the client or
vendor must notify this event to CTRLS as soon as possible through a
note to Management of IDC. This note must be accompanied by the new
Authorized List of Permanent Access and magnetic cards that were given
by CTRLS for the access of the employee who no longer works for the
company.
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It is mandatory that cards that were assigned to clients or vendor staff,

who no longer work with them, are to be returned to CTRLS.
Loss of Access Card:

Loss of access card is required to be reported immediately, once the
communication of loss is reported, the same has to be deactivated
immediately by the security department and follow the similar process
for issue of new card.
Loss of Visitor Pass:

A notation to this effect is to be made in the visitor management system
and follow a similar process for issue of new pass.
Emergency Access Request:

Customers visiting on emergency will inform the respective account
manager / program manager over calls, they in turn inform the Security
Team over phone followed by email request.
Visitor Access to CtrlS Premises (Common Areas & Work areas)
Designated Meeting areas:
a) Friends/ Outsider: Should be met on Cafeteria & Reception area with
prior intimation to security.
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b) Family members: Family members and relatives are allowed to visit
work areas without causing any disturbance to fellow employees. DC
tours also can be arranged with prior intimation and approval from
designated DC personnel.
c) Vendors: No vendor is allowed to enter work areas. Any required
meetings should be conducted in allotted meeting areas (list available
at Reception)
Visitors are not permitted to take photographs inside of CtrlS
premises, unless discussed specifically with sponsoring staff and prior
approvals obtained from required authorities.
d) Parking: Visitors are encouraged to use designated Visitor Parking
spots only
Visitors and Groups Requesting Tour of the CtrlS Facility:
All requests by groups for tours of CtrlS facility will be referred to the Human
Resources Department and/or the Office of the CSO for handling as an
exception. All Visitors or Groups on a tour will be accompanied by their
sponsor(s) at all times.
Access Procedure to Data Center for CtrlS Staff:
Access Certification is an on-going process that allows CtrlS Datacenters Ltd to
manage risk by identifying, certifying, and modifying user access to vital
corporate resources and demonstrate compliance with corporate policies and
key industry and government regulations as part of a comprehensive access
compliance management strategy. This includes:
Identifying who has access to what resources.

Displaying access rights in business-friendly terms allowing managers to
determine if user access is consistent with policy.

Modifying access where appropriate by automatically changing, disabling
or deleting access rights.
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Permanent Activation Process:

HR shall send a mail to Head Security with details of new joinee and
access levels looping reporting manager (On the date of joining).

HR to submit access request form along with Govt authorities issued ID
proof to SOC/BMS. (On the date of joining)

Head Security shall approve for activation of card and instruct to
SOC/BMS.

SOC/BMS shall confirm the activated card details and a hard copy of the
mail shall be kept as physical evidence along with the access form.
Temporary Activation Process:

Reporting Manager shall send a mail to Head Security with details of
CtrlS staff and the purpose for staff to be allowed to Data Center on a
specific date.

Head Security shall approve the request over a mail and instruct
Security team to allow the Staff on the date mentioned and the details of
Staff to be entered in the DC register.
Background verification certificate for CtrlS employees mandatory for
issuing access to Datacenter:

HR shall ensure completion of background verification prior to
requesting access to the staff in the datacenter.

Whenever a new staff joins CtrlS, based on requirement, a request is sent
by HR team to Security Department to provide access to CtrlS premises,
the request should accompany with a copy of background verification
report (antecedents/educational/previous employer).

No access to be provided unless the background verification is
completed.
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Deactivation:

HR shall send a mail to Head Security with details of resigned employee
looping reporting manager and handing over the access card to SOC on
the last working day of the staff.

Security head shall approve for de-activation of card and instruct to
SOC/BMS.

SOC/BMS shall confirm deactivated card details and take over the
access card and keep a hardcopy of the mail as physical evidence.

The deactivated card shall be recycled for issuing for new employees.
Changes in Access Levels:
Whenever an employee is transferred within the departments or other locations
or addition/deletion of access levels, the reporting manager shall take an
approval from the HR department and communicate to security department to
effect the changes.
Loss of Access Card:
Loss of access card is required to be reported immediately, once the
communication of loss is reported, security department shall get the card
deactivated immediately and follow the similar process for issue of new card.
Penalty for loss of Identity card and access card:

To make employees more conscious on the importance of ID and access
card, a fine of Rs. 500/- each would be collected for ID and access cards.

The amount shall be deposited with the accounts and a receipt be
obtained.

A copy of the receipt shall be presented to the security department /
admin department for processing of access card and ID card respectively
through HR.
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‘Unauthorized Access’ review:

An unauthorized access logs shall be generated once in 24 hours.

Security Department should review the unauthorized access logs.

Shall be brought to the notice of the individuals and their reporting
heads for counseling. In case of security breaches the case would be
referred to HR department.
A weekly report will be submitted to the management for reference.

Access Card Review:

An access cards review shall be conducted on monthly basis

A detailed report shall be prepared with no of Access cards issued / deactivated with the details like:-


Name of the Holder

Company

Access Levels

Date of Expiry
Allow only users with a business need access to sensitive and protected
data

Review access privileges to confirm they are aligned with corporate
policies.

Take immediate action to remediate inappropriate user access
Dormant Access Card:

An access card not in use for 60 days shall be deactivated
automatically. The staff has to send a request for re-activation of access
card, mentioning the reason for access card not in use for the said
duration to Security Team, who would assist accordingly.
Conditions to Access the Data Center:
CtrlS reserves its right to admission in the Data Center of its personnel, clients,
Vendors, subcontractors and General visitors.
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Entrance to the Data Center is prohibited to people under the following
conditions:






Carrying guns, knives or similar kind of materials
Under the influence or consuming alcoholic beverages.
Under the effect of any drug or hallucinogenic substance.
carrying photographic or video cameras/mobiles
With inappropriate clothing (short pants, sleeveless shirts, flip flops).
Smoking articles including match box
The list of unauthorized articles is infinite; the security department shall review
case to case prior entry.
Exit Policy:
Purpose:
This policy shall apply to all associates who resign or whose service with the
company is terminated for any reason whatsoever
Scope:
This policy is applicable to all employees i.e., Permanent and Probationers.
Employee Exit:
In all cases of separation from the services of CtrlS datacenters Ltd due to
retirement, voluntary resignation, voluntary separation and disciplinary action
leading to termination, employees are required to return all company issues
properties back to CtrlS. The separation procedure requires the employee to
obtain clearance from all the departments. Final settlement of any money due
to the employee will not be made until all required clearances have been
obtained.
A) Resignation: When employees decides to leave his/her employment at
CtrlS, he/she is expected to state the effective date and reason of
resignation. The effective date of termination is the last day in paid
status.
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B) Notice of Resignation: Notice requirements are in accordance with the
appointment letter. All confirmed employees are required to give a notice
of 3 months. Employees in probation are required to give a notice of 1
month.
C) Acceptance of Resignation: Head of the Department should indicate the
acceptance on the employee‟s letter of resignation, agree on the relieving
date, and pass it to the Human Resources to initiate separation
procedure.
D) Pay in Lieu of Notice: Normally notice is not waived. However, in
extraordinary circumstances, the HOD can authorize the release of a
resigned employee before the notice period; in all such circumstances the
notice period amount will be recovered from the employees full and final
settlement
E) Relieving Date: The effective date of separation is normally the last day in
paid status i.e the last day worked.
F) Exit Interview: As a part of exit process, all “exiting” employees will be
interviewed on their last working day. This interview will be organized
and conducted by a representative from the Human Resources
department.
G) Clearance: Upon acceptance of the employee‟s resignation, the employee
is required to obtain clearances through the prescribed Clearance Form,
from various departments and submit the same to Human Resources
department.
Status of Benefits in case of Resignation:

All accrued balance Casual Leave and Medical Leave will lapse

Service Certificate: Service Certificate will be issued to the employee on
the last working day after the clearance from all the respective
departments

Settlement: Full and final settlements will be processed and cheque will
be released within 45 days from receipt of No Due form cleared by all the
concerned departments
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
Retirement: Every employee will retire from the services of the company
on attaining the age of superannuation i.e 60 years, as per date of birth
recorded in the company‟s records. HR department will intimate to the
concerned retiring employee three months in advance through his HOD.
During the above intervening period, the employee will be required to
obtain necessary clearance from all concerned departments. The HR and
Accounts departments will prepare employees full and final settlement
such
as
salary,
balance
of
leave
and
medical
reimbursements
encashment, if any, for settling the employee‟s dues timely.

Rehiring of Retired Employees:
Rehiring of retired employees shall be
limited to very specialized functions only, where there is no existing
talent available within the organization. The contract should also be
limited to only 1-year duration, extendable on a later date. During this
period, the contract hire will be eligible for salaries calculated on hourly
date and the contract hire will be paid on hourly basis only. The hiring of
retired employees should require approval of Managing Director and
Head-HR.
Disclaimer:
This policy supersedes all policies of similar nature & comes into force with
immediate effect. The Company expressly retains the right to unilaterally
modify or amend this policy at its sole discretion, with or without notice to the
Company‟s employees.
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