BHARAT DYNAMICS LIMITED

KANCHANBAGH : HYDERABAD

CORPORATE – P&A

Ref : BDL/04/C-P&A Date : 30-11-2011

CIRCULAR

PC No.38/2011 dt. 30.11.2011

Sub : Grievance Redressal Procedure – Reg.

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Procedures for Redressal of Grievances of Executives and Non-executives were

introduced in the Company vide PC No.15/89 dated 15-5-89 to provide an easy and
readily accessible machinery for ventilation and proper redressal of day-to-day employee
(individual) grievances, in respect of certain conditions of service, employee benefits etc.,
of individual nature. For this purpose a three stage grievance redressal mechanism was
notified vide the above circular.

At the first stage, the employee has to put in his grievance in a specific format to
the Sectional Head. The decision on the grievance will be communicated to the
aggrieved employee within 6 days by the Sectional Head. In the second stage, the
employee may put in his grievance to the Departmental Head if the Sectional Head fails
to give a decision or if the employee is not satisfied with the decision. The Departmental
Head will give his decision within 10 days after due consultation with the concerned
Officials. If the employee is further not satisfied with the decision of Departmental Head,
he may prefer a representation to the Secretary of the Grievance Redressal Committee.
The Committee after consultation with the Officers concerned and the aggrieved
employee give its decision within 15 days.

Where the employee is not satisfied with the decision of the Grievance Redressal
Committee, the employee may prefer a written petition to the GM/ED, who give his
decision within 30 days after giving a personal hearing to the employee. If the employee
is not satisfied with the decision of the GM/ED the employee may approach CMD, whose
decision shall be final.

The grievance procedure is re-circulated herewith once again and all employees
are advised to make use of the Grievance Redressal Mechanism.

(Dr. N.K. RAJU)

EXECUTIVE DIRECTOR (P&A)

- STANDARD DISTRIBUTION
- HINDI VERSION FOLLOWS
 GRIEVANCE PROCEDURE (FOR WORKMEN)

Authority
(ANNEXURE – I) PC NO.38/2011
PC No.15/89 dt.30.11.2011
Dt.15-05-1989

OBJECT

1. With the object of providing workmen in WG-01 to WG-12 an easy and readily
accessible machinery for the ventilation and proper redressal of their day-to-day
individual grievances, the following Grievance Procedure is introduced.

SCHEME OF GRIEVANCE

2. A “Grievance” for the purpose of this procedure means a complaint affecting an

individual workman in regard to payment of wages, overtime, leave, transfer, promotion,
seniority, work assignment, working conditions, designation, non-extension of any
welfare amenity or benefit due under the rules, but does not include representations
concerning matters of policy and grievances arising out of punishments imposed in
accordance with the Standing Orders of the Company/Division/Unit/Office. Appeals
against punishments imposed in accordance with the provisions of the Standing Orders
cannot be taken up by any workmen under the Grievance Procedure, but may be
submitted to the appropriate authorities. Matters of policy may be taken up with the
management at the appropriate levels only by the recognised Unions.

REPRESENTATION OF GRIEVANCE BY WORKMEN

3 (i) FIRST STAGE

A workman who has a grievance on matters enumerated above shall present his
grievance in writing in Appendix-I in duplicate to his Section Head, who shall meet the
concerned workman and give his decision in writing within six days of the receipt of the
grievance.

(ii) SECOND STAGE

If the sectional Head either fails to give a decession within the prescribed time or
the workman is not satisfied with the decision of the Section Head, the workman
concerned may present his grievance in writing in the form in Appendix-II to the
Departmental Head concerned in duplicate through Sectional Head who gave the decision
at the first stage. The Departmental Head shall, after giving a personal hearing to the
aggrieved workman, in the presence of the Sectional Head concerned, give his decision in
writing within ten days of the date on which the Sectional Head received the grievance.
During the personal hearing, the workman concerned shall have the option of being
assisted by any co-workman of his choice or an representative of the recognised union,
who is a workman of the concerned Department. In examining the grievance, the
Departmental Head may, where necessary, consult concerned specialised
Departments/Officers in order to settle the grievance at his level. If the Departmental
Head feels that he could settle the issue at his level, he may, if necessary, extend the
period by a further two days under intimation to the workman, who has represented the
grievance.

(iii) THIRD STAGE

If the Departmental Head fails to give a decision within the period prescribed in
sub-para (ii) above, or if the aggrieved workman is not satisfied with the decision given
by the Departmental Head, the aggrieved workman may send a representation in the form
enclosed as Appendix-III to the Secretary to the Grievance Committee referred to in para
‘8’ below for the redressal of his grievance. A copy of the representation is to be sent by
the workman to the Departmental/Divisional Head, who gave the decision at the second
stage. The Grievance Committee will call for the records relating to the consideration of
the grievance at the first and second stages referred to in sub paras (i) and (ii) above,
carefully examine the grievance in consultation with the specialist officers if any
concerned, giving personal hearing to the aggrieved workman and give its decision
within fifteen days of the date on which the Secretary of the Committee received the
grievance from the concerned workman. Unanimous decisions of the Committee
regarding redressal of workman’s grievance shall be implemented. The decision of the
Committee should be in conformity with the Rules, Regulations and policies of the
Company. If there is no unanimity in the Committee in regard to redressal of grievance of
the workman, the workman concerned would be informed of the gist of the views
expressed in the Committee.

PETITION TO GENERAL MANAGER

4. If the aggrieved workman is not satisfied with the decision of the Committee, he
may prefer a petition to the General Manager/Head of the division concerned in the form
enclosed as Appendix-IV redressal of his grievance with such additional facts as he may
like to represent employees of corporate office may present petition in such cases to
Director(Finance). A copy of the petition is to be forwarded by the workman to the
Secretary of the Grievance Committee. The General Manager/Head of the Division in the
case of Division, the Director(Finance) in the case of the staff of Corporate Office, would
then, if necessary after giving a personal hearing to the aggrieved workman, give his
decision within thirty days of the receipt of the petition.

APPEAL ON DECISION OF GENERAL MANAGER

5. In the case of Divisions, if the aggrieved workman is not satisfied with the
decision of the General Manager/Head of the Division, the recognised Union may, if it so
desires, take up the case with the Managing Director within thirty days from the date of
the decision of the General Manager/Head of the Division. The Managing Director after
reviewing the case, will give his decision within thirty days from the date of receipt of the
Union’s representation. The decision of the Managing Director will be final.

DECISIONS

6. All decisions on grievance preferred under the grievance procedure should be in

conformity with the Rules, Regulations and Policies of the Company.

7. The Divisions/Corporate Office shall notify the names and designations of

Officers to whom grievances at first stage and second stage shall be submitted for the
general information of workmen and Officers concerned.

8. CONSTITUTION OF GRIEVANCE COMMITTEE

8.1 The Grievance Committee referred to in sub-para (iii) of para 3 above

shall comprise of the following:

(a) Deputy General Manager concerned (where there is no Deputy General

Manager, an Officer not below Grade-V nominated by the General
Manager/Head)

(b) The representatives of Administration Department (e.g. Senior Manager or

Manager(P&A)).

(c) Two representatives of the recognised union of the Division, one of whom
would be an office bearer of the union and the other would be a
representative of the union preferably working in the Department in which
the aggrieved workman was employed.

8.2 The representative of the Administration Department referred to at (b)

above shall act as the Member-Secretary of the Committee.

8.3 The management representative on the Grievance Committee at Corporate

Office will comprise of Head of Finance and Head of Personnel/Admin. In
respect of employees working in Liasion Office, the Grievance Committee
will be that of the Division/Office to which they are attached.

GENERAL

9. (i) Absence from the work spot of an aggrieved workman or co-workman

or union representative for appearing before any of the authorities
presented in sub-paras (i), (ii), (iii) of para 3 and 4 on the basis of
written authority will be treated as on duty.
 (ii) The time limit within which the workman may take up his grievance from
one stage to another shall be ten days from the date of receipt of the
decision of the appropriate authority or if no decision is given, on the
expiry of the stipulated period of ten days from the last date for giving
decision.

(iii) In calculating the various time intervals for the above purpose, holidays
and leaves availed of by the concerned individuals including the
appropriate authorities of the management shall not be reckoned.

(iv) If a grievance arises out of an order given by the management, the said
order shall be complied with before the workman concerned invokes the
procedure laid down for redressal of grievances. If, however, there is a
time lag between the issue of order and its compliance, the Grievance
procedure may immediately be invoked but the order nevertheless must be
complied within the due date, even if all the steps in the Grievance
Procedure have not been exhausted. It may, however, be advisable for the
management to await the findings of the Grievance Procedure Machinery.

(v) No workman shall be harassed or victimised for having preferred

grievance to be processed under this procedure.

(vi) Where a workman has taken up a grievance for redressal under the
Grievance Procedure, the formal Conciliation Machinery shall not
intervene till all steps in the procedure are exhausted.

(vii) Workman should submit their grievance petitions at least within a period
of one year from the date of occurrence of the cause of grievance.
However, the General Managers/Head in the case of Divisions and
Directors(Finance) in the case of Corporate Office, may relax this
condition, if in exceptional circumstances the workman gives satisfactory
reason for not submitting the grievance petition within the prescribed time
limit of one year.

10. The General Manager/Head of the Division in consultation with the concerned
recognised union is to review every six months the grievances that arose within the
division, during the relevant six months period, the type of grievance that arose and the
decisions taken thereon. As a result of this review if it is observed that certain typical
grievances have arisen repeatedly, action may be initiated to consider prevention of
occurrence of such grievances in future.

11. TERMINATION OF EMPLOYMENT ON ACCOUNT OF

LOSS OF LIEN

11.1 Workmen whose lien on their employment is terminated in accordance with the
provisions of the Standing Orders for unauthorized absence, may represent to the
concerned General Manager, for reconsideration of the decision of the Management
regarding the termination of their lien. The General Manager would give the concerned
workmen a personal hearing and in doing so the workman may be assisted by a co-
workman or a representative of the recognised union, if he so desires.

11.2 If the individual is not satisfied with the decision given by the General Manager,
the recognized union may, if it so desired, request the Managing Director to review the
case. The Managing Director will then give a decision taking into consideration all the
facts of the case whose decision shall be final.

***
 GRIEVANCE REDRESSAL (OFFICERS)

Authority
(ANNEXURE - II)
PC No.15/89
Dt.15-05-1989

1. OBJECTIVES

The objective of the scheme of Grievance Redressal Procedure is to Provide to

Officers an easily accessible machinery for ventilation and promote redressal of their
individual grievance thus leading to increased. Job satisfaction and resulting in improved
productivity and efficiency.

2. APPLICABILITY

The scheme will cover all Officers of BDL in Grade-I to VIi.

3. DEFINITION OF GRIEVANCE

Grievance for the purpose of these rules shall mean dissatisfaction arising out of
the decision of the Management concerning the officers in respect of any condition of
service such as seniority, transfer, work assignment or designation or non-extension of
benefits due under the Rules, of an individual nature, but does not include representations
on matters of general policy or grievances pertaining to or arising out of Annual
Performance Appraisal, selection through DPC/open Selection and punishments imposed
in terms of Conduct, Discipline & Appeal Rules of the Company.

4. PROCEDURE FOR HANDLING GRIEVANCE

Subject to the above conditions, individual grievance of officers shall be

processed and dealt with in the following manner:

4.1 An aggrieved officer, who has a grievance on any matter enumerated above, shall
present his grievance in writing giving full details of his grievance to his Departmental
Head, who shall meet the concerned officer in the presence of the Officer’s immediate
superior. After hearing the grievance, the Head of the Department should give his
decision within fifteen days of the receipt of the grievance. He may, if necessary consult
any specialist officer like the Head of administration & Personnel Department or Finance
or Management Services Department etc.

4.2 In case the Departmental Head fails to give his decision within the time stipulated
above or if the officer is not satisfied with the decision of the Departmental Head, he may
send a representation to the Secretary or the Grievance Redressal Committee with a copy
to Departmental Head, who gave/did not give the decision at the first stage. The
Grievance Redressal Committee will call for the records relating to the consideration of
the grievance at the first stage referred to in para 4.1 above, carefully examine the
grievance in consultation with the specialist officer, if any concerned, and give personal
hearing to the aggrieved officer, if considered necessary. The committee will give its
recommendations to the General Manager/Head of the Division within one month from
the date of receipt of the grievance by the secretary of the committee. The decision of the
General Manager/Head of the Division which will be conveyed to the aggrieved officer
within one month from the date of receipt of the recommendation of the Grievance
Committee, will be final subject to the provisions contained in para 4.3 below.

4.3 In exceptional cases, the aggrieved officer whose grievance was considered and
who is not satisfied with the decision of the General Manager/Head of the Division, will
have the option to appeal to the Managing Director/Director concerned. Decision of such
appeals will be taken within one month from the date of receipt of appeal and conveyed
to the officer. The decision of the Managing Director/Director concerned, as the case may
be, will be final and binding on the aggrieved officer.

5. COMPOSITION OF GRIEVANCE REDRESSAL COMMITTEE

5.1 The Grievance Redressal Committee will consists of Additional General Manager
of the Division and Deputy General Manager(Personnel & Administration)/ Senior
Manager(Personnel & Administration)/Manager (personnel & Administration) of the
division. The Chairman of the Committee will be the Addl. General Manager. He may
co-opt one Additional member on the committee depending upon the nature of the
grievance received by the Committee. In a Division where there is no Addl. General
Manager, the Deputy General Manager will be the Chairman of the Committee. Senior
Manager (P&A)/ Manager (P&A) will be the Secretary of the Grievance Committee

5.2 In the case of Corporate office and Liaison Officer at New Delhi the Grievance
Redressal Committee will consist of the following:

1. Head Finance : Chairman

2. DGM(Planning) : Member

3. DGM(P&A) : Member Secretary

6. GENERAL GUIDELINES AND CONDITIONS

 i) The Officer shall bring up his grievance, if any, immediately and in any
case within a period of three months of its occurrence.

ii) If the grievance arises out of an order given by the Management the said
order shall be complied with before the officer concerned invokes the
procedure laid down herein for redressal of his grievance.

iii) The Division/Corporate office shall notify the names and designations of
Departmental Heads to whom Grievance at the first stage to be notified.

iv) Absence from work spot of an aggrieved officer for appearing before any
of the authorities prescribed in the procedure on the basis of written
authority will be treated as on duty.

7. All recommendations of the Grievance Committee and decisions of the Grievance

redressal authorities, on grievance preferred under the Grievance Procedure shall be in
conformity with the Rules, Regulations and Policies of the Company.

8. TIME LIMIT

8.1 Time limit within which the officer may take up his grievance from one stage to
another will be ten days, from the date of receipt of the decision of the appropriate
authority or if no decision is given, on the expiry of the stipulated period of ten days from
the last date for giving the decision.

8.2 In calculating the various time intervals, holidays and leaves availed by the
concerned individual including the appropriate authorities of the Management will not be
reckoned.
9. RETURNS

A half yearly return on the number of grievances received and disposed off as on
st
1 January of every year may be forwarded to the Corporate office in the proforma at
Appendix ‘A’, so as to reach the office by 31 st July and 31st January of each year,
respectively.

***
 APPENDIX-I
BHARAT DYNAMICS LIMITED
------------------------------DIVISION

GRIEVANCE PETITION (FIRST STAGE)

FROM: Name : Section :

Designation : Deptt. :

Code :
(with reference to the list as
To :---------------------------------------------------- under, write the relevant
alphabet, indicating type of
---------------------------------------------------- grievance.
GRIEVANCE IN BRIEF

Date: SIGNATURE
DECISION

Date SIGNATURE

TO:---------------------------------------------
---------------------------------------------
(Reply should be sent within six days of the receipt of the Grievance)
---------------------------------------------------------------------------------------------------
Copy to : SM/M(P&A)
---------------------------------------------------------------------------------------------------
TYPE OF GRIEVANCE THAT CAN BE TAKEN UP UNDER THE GRIEVANCE
PROCEDURE

a) Payment of wages b) Overtime Wages

c) Leave d) Transfer
e) Promotion f) Seniority
g) Work assignment h) Working Conditions
i) Designations
j) Non-extension of Welfare amenity or benefit under rules.
APPENDIX-II
BHARAT DYNAMICS LIMITED
---------------------------DIVISION

GRIEVANCE PETITION (SECOND STAGE)

FROM:
Name : Deptt or
Staff No.: Section.
Desig. :
Code :
(with reference to the list as
under, write the relevant
alphabet, indi-
cating type of grievance)

To: ………………………………………… Through Sectional Head

………………………………………… who gave decision at first
………………………………………… stage
-------------------------------------------------------------------------------------------------
GRIEVANCE IN BRIEF

DATE: Signature
(The decision of the Sectional Head at the first stage should be attached)
--------------------------------------------------------------------------------------------------
DECISION OF DEPARTMENTAL HEAD
 DATE: Signature

TO:Shri……………………………………….
………………………………………. Through: Sectional Head

(Reply should normally be sent within ten days of the date on which the grievance is
received. If necessary the period may be extended by a further two days under intimation
to the aggrieved workman).

Copy to : SM/M(P&A)
TYPE OF GRIEVANCE THAT CAN BE TAKEN UP UNDER THE GRIEVANCE
PROCEDURE

a. Payment of Wages b. Overtime wages

c. Leave d. Transfer
e. Promotion f. Seniority
g. Work assignment h Working Conditions
i. Designations j. Non-extension of welfare amenity
or benefit under rules.
 APPENDIX-III
BHARAT DYNAMICS LIMITED
---------------------------DIVISION

GRIEVANCE PETITION(THIRD STAGE)

FROM:
Name : Section/
Deptt./
Staff No. :
Designation : Code :
(with reference to the list as
under, write the relevant
alphabet,
indicating type of grievance)

To:The Secretary Through Sectional Head who

Grievance Committee gave decision at first stage
-------------------------------------------------------------------------------------------------
GRIEVANCE IN BRIEF

Date: Signature
(The decision of the Sectional Head at the 1st stage should be attached and the decision
of the Department Head at the Second stage should be attached)
--------------------------------------------------------------------------------------------------
DECISION OF THE GRIEVANCE COMMITTEE

Date: Signature
GRIEVANCE COMMITTEE
TO:Shri……………………………………….
………………………………………. Through:

(Reply should normally be sent within 15 days of the date on which the committee
received the grievance from the concerned workmen)
 TYPE OF GRIEVANCE THAT CAN BE TAKEN UP UNDER THE GRIEVANCE
PROCEDURE

a. Payment of Wages b. Overtime wages

c. Leave d. Transfer
e. Promotion f. Seniority
g. Work assignment h Working Conditions
i. Designations j. Non-extension of welfare amenity
or benefit under rules.
APPENDIX-IV
BHARAT DYNAMICS LIMITED
-----------------------------DIVISION
GRIEVANCE PETITION TO GENERAL MANAGER

FROM: Name: Section/

St.No: Deptt.
Designation: Code :
(With reference to the list as under,
write the relevant alphabet, indicate
type of grievance)
---------------------------------------------------------------------------------------------------
GRIEVANCE IN BRIEF

Date: SIGNATURE

TO : General Manager- Through: Departmental Head

(The decision of the Grievance Committee at the third stage and of the departmental
Head at second stage and Section Head at first stage should be attached).
---------------------------------------------------------------------------------------------------
A BRIEF RESUME OF THE CASE AND THE DECISIONS TAKEN BY THE
GRIEVANCE COMMITTEE

Date: SIGNATURE
Designation :SM/M(P&A)
 ---------------------------------------------------------------------------------------------------
DECISION OF GENERAL MANAGER
Date: SIGNATURE
---------------------------------------------------------------------------------------------------
Note: Decision to be communicated to the employee separately.

Copy to : SM/M(P&A)
---------------------------------------------------------------------------------------------------
TYPE OF GRIEVANCE THAT CAN BE TAKEN UP UNDER THE GRIEVANCE
PROCEDURE

a. Payment of wages b. Overtime wages

c Leave d. Transfer
e. Promotion f. Seniority
g. Work assignment h. Working conditions
i. Designation j. Non-extension of welfare
amenity or benefit under rules.
 APPENDIX ‘A’

RETURN UNDER THE GRIEVANCE REDERESSAL PROCEDURE

FOR OFFICER FROM THE HALF YEAR ENDING_____________

1. No. of grievances.

2. Type/Nature of Grievance (Briefly)

3. No. of Grievances disposed off

at Departmental Head’s Stage.

4. No. of Grievances disposed off

at Grievance Redressal Committee’s
Stage

5. No. of appeals preferred against orders

On Grievance Redressal Committee’s
Recommendations.

6. Remarks

***