Management Department Policies
1. Code of Conduct
This policy outlines the expected standards of behavior for all employees. It is designed to create a respectful, professional, and inclusive workplace where everyone feels valued and can contribute effectively.
1. Core Principles: Respectful Environment
Medigence is committed to maintaining a workplace free of discrimination, harassment, and bullying.
- Respect and Inclusion: Embrace diversity and inclusivity. Treat all colleagues with respect, regardless of their position, designation, or work.
- Prohibited Conduct: Refrain from abusive language, threatening behavior, or offensive conduct. Avoid getting involved in personal discussions in office premises.
2. Interpersonal Interactions & Respectful Communication
- Formal Address: Employees are expected to address each other using respectful titles such as “Sir,” “Madam,” or, “Bhai.” Using first names is discouraged to maintain a professional atmosphere.
- Language: Informal language, including offensive or bad words, is strictly prohibited.
Eye Contact and Focus: When communicating with anyone, especially of the opposite gender, maintain direct eye contact and avoid distractions or wandering glances. This shows respect and attentiveness. - Gender Sensitivity: Maintain a professional distance when interacting with colleagues of the opposite gender. For discussions involving PCs or sensitive topics, utilize designated conference rooms to ensure privacy and professionalism. Maintain a respectful physical distance during all interactions.
- Posture and Demeanor: Maintain proper posture while seated and during interactions. Project a professional and respectful demeanor at all times.
- Professional Boundaries: Avoid discussing personal matters in the workplace. Focus strictly on work-related topics to maintain productivity and professionalism.
3. Sexual Harassment (POSH Policy)
- Sexual Harassment is strictly prohibited under the company’s Prevention of Sexual Harassment (POSH) Policy.
- All employees must comply with POSH guidelines and reporting mechanisms as defined separately in the official POSH Policy document.
4. Confidentiality & Data Protection
Employees must protect the company’s proprietary information and assets:
- Non-Disclosure: Do not disclose or misuse confidential company or client information.
Intellectual Property: Protect intellectual property, internal communications, and trade secrets. - Compliance: Comply with all data protection and cybersecurity guidelines.
5. Conflict of Interest
Employees must avoid situations where personal interests conflict with professional duties:
- Avoidance: Employees must avoid situations where personal interests conflict with professional duties.
- Disclosure: Disclose any potential conflicts to HR immediately.
- Examples of Conflict: Outside employment with a competitor; Personal financial gain from vendor relationships; Nepotism in hiring or promotions.
6. Client and Vendor Interactions
- Respectful Communication: Maintain respectful and professional communication with clients, consultants, and vendors. Avoid informal language and ensure clear, concise communication.
- Written Communication: Document all important communications with clients, consultants, and vendors in writing (e.g., emails, WhatsApp groups) for accountability.
7. General Workplace Conduct
- Punctuality and Attendance: Arrive on time for work and meetings. Notify supervisors in advance of any absences or delays.
- Teamwork and Collaboration: Foster a collaborative and supportive work environment. Assist colleagues and contribute to team goals.
- Conflict Resolution: Address conflicts constructively and respectfully. Seek assistance from supervisors or HR when necessary.
- Meeting Deadlines: Complete assigned work tasks within the given deadlines. Communicate any challenges or roadblocks to supervisors promptly.
8. Technology Usage
9. Reporting Violations
If any employee witnesses or experiences a violation of this Code, they should report it promptly to:
- Their immediate manager.
- The HR department at hr@medigence.global.
Reports will be handled with confidentiality and without retaliation.
10. Disciplinary Action
Violations of this Code may result in:
- Verbal or written warnings.
- Suspension or demotion.
- Termination of employment.
- Legal action, if applicable.
11. Policy Review
This Code of Conduct will be reviewed annually by the HR and Legal teams to ensure continued relevance and compliance with all regulations.
2. General HR Rules and Workplace Policies
1. Attendance and Work Hours Policy
Punctuality and adherence to designated break times are mandatory:
- Office Timings: All employees are expected to be present in the office no later than 10:20 AM.
- Late Coming: Arrivals after 10:20 AM will be recorded as ‘Late Coming.’ More than two (2) Late Comings in a month will be considered as a half-day absence, and a corresponding salary deduction will be applied
- Break Policy: Only 30 minutes for lunch break and 15 minutes for tea break are permitted per day. These breaks must be deducted from the total daily working hours.
2. Mobile Usage Policy
This policy ensures focus and confidentiality within the workplace:
- Personal Phone Usage: Usage of personal phones is strictly prohibited on the office floor during working hours.
- Official Communication: Company-provided phones should be used only for professional communication.
- Emergency Contact: Team members may provide the company landline number or the HR Manager’s number to family for contact in case of a genuine emergency.
- Violation & Penalty: Any personal phone found on the office floor will be considered a policy violation and may result in disciplinary action, including a half-day salary deduction.
3. Performance & Evaluation
- Probation Period: The initial probation period for all new employees is three (3) months.
- Appraisal Cycle: Performance appraisals are conducted on an annual basis, after the employee completes one year of service.
- Evaluation Basis: Performance evaluation and annual increment are based strictly on a 360-degree performance review utilizing provided Key Performance Indicators (KPIs).
- Reporting Structure: Each employee is expected to report directly to their Senior Designer, maintaining a clear chain of command.
4. Workflow and Discipline
- Daily Worksheets: Mandatory completion of daily worksheets is required for all employees. No reminders will be issued before checking and calculating hours.
- Pantry/Eating: The pantry area must be used for having refreshments and meals. Eating on the office floor (at desks) is strictly prohibited.
- Disciplinary Action: A maximum of three (3) written warnings will be issued regarding performance or work issues. The third warning will be considered the final notice.
- Exit Procedure: After the third (final) warning, the employee will be allowed a 30 days working period to ensure complete and thorough knowledge transfer before their separation from the company.
Policy Review
This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.
3. Leave Policy
1. Objective
2. Scope
This policy applies to all employees of Medigence Solutions Pvt Ltd unless otherwise specified in individual employment contracts.
3. Types of Leave and Entitlement
3.1. Casual Leave (CL)
- Entitlement: 4 days per calendar year.
- Usage: For emergencies or personal matters, with prior approval.
- Non-Cumulative: Cannot be carried forward or encashed in the next year.
3.2. Sick Leave (SL)
- Entitlement: 7 days per calendar year.
- Usage: A medical certificate is required for absences beyond 2 consecutive days.
- Non-Cumulative: Cannot be carried forward or encashed in the next year.
3.3. Marriage Leave
(SL)
Entitlement: 20 days for self-marriage, granted once during the employee’s tenure. This leave is classified as Leave Without Pay (LWP).
4. Leave During Probation Period
- Duration: This clause applies during the 3-month probation period from the date of joining.
- Paid Leave: Employees may be given approval for a total of 3 paid leave days only for genuine emergencies or sickness (medical certificate required).
- Additional Leave: Any additional leave taken during probation will be designated as Leave Without Pay (LWP).
5. Leave Application Process
- Standard Application: All leave must be applied via the official email ID: leave.medigence@gmail.com at least 4 days in advance (except in emergencies).
- Emergency Leave: Should be communicated to the Reporting Manager as early as possible.
- Approval: Leave requests will be approved by the Reporting Manager and communicated by HR based on team availability and workload.
6. General Guidelines
- Misuse: False claims or misuse of leave privileges may result in disciplinary action. Frequent or unexplained leave may lead to HR intervention.
- Public Holidays: Weekly offs and official public holidays falling during the approved leave period are not counted as leave days.
- Notice Period: Employees on a notice period are eligible for leave, subject to manager approval. Note: Utilizing leave during the notice period may result in a proportionate extension of the notice period.
7. Exceptions and Disclaimer
7.1. Exceptions
Any exceptions or deviations from this policy require prior approval in writing from the HR and the respective Department Head.
8. Policy Review
This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.
4. Salary Policy
1. Salary Disbursement
Payment Schedule: Employee salaries will be credited to the designated bank account within the first ten (10) days of the subsequent month.
2. Expense Reimbursement Procedure
- Submission Deadline: All expense reports must be submitted to the respective Vertical Head no later than the 3rd day of every month.
- Compliance: Expense claims must include all necessary proofs (bills/receipts) and adhere strictly to the reimbursement rules and limits defined in the company’s Travel Policy.
3. Annual Performance and Appraisal
- Appraisal Cycle: Employee performance appraisals are conducted on an annual basis.
- Basis for Increment: Salary increments are strictly based on the performance evaluation carried out during the annual appraisal cycle.
4. Full and Final (F&F) Settlement
Processing Schedule: Upon an employee’s resignation, the full and final (F&F) settlement amount, including pending salary and dues, will be processed and disbursed in the calendar month following the employee’s last working day.
5. Policy Review
This policy will be reviewed annually and updated as required to stay in line with business needs and statutory regulations.
5. Travel Policy
Per day 3 meals will be considered during out-of-city travel. Each meal will be reimbursed @ Rs. 300/- or less whichever is actual. Employees should submit the bills for the same as per actual.
In case of hotel stay outside the city, the company shall re-imburse upto Rs. 3000/- per night stay. Bills for which should be submitted as per actual
The travel mode to be as follows
Train – 3rd AC coach / AC Executive Chair class
Bus – AC Sleeper Coach
Car – Ola/Uber for local travel
Policy Review
6. Grievance Redressal Policy
1. Purpose
2. Scope
This policy applies to all employees (permanent, temporary, interns, and contractual staff) of Levitant Global Design across all locations.
3. What is a Grievance?
A grievance refers to any work-related concern, issue, or dissatisfaction that an employee wishes to formally raise. It may include:
- Unfair treatment or discrimination
- Managerial or interpersonal conflict
- Workplace harassment or misconduct (excluding sexual harassment, which is handled
under the POSH policy) - Discrepancies in pay, working hours, or leave
- Unsafe working conditions
- Violation of company policies
4. Grievance Redressal Process
Grievances must follow the escalation process outlined below. At each stage, the responsible authority must respond within 3 working days.
Step 1: Escalation to Vertical Head
- The employee should first raise the issue in writing to their Vertical Head.
- The Vertical Head will investigate the issue, discuss it with involved parties, and attempt resolution.
- Timeline: Resolution to be provided within 3 working days.
Step 2: Escalation to HR
- If the employee is not satisfied with the resolution at Step 1 or if the issue remains
- unresolved, they may escalate it to the HR Department.
- The HR team will review all prior communication, investigate the issue independently,
and facilitate a resolution. - Email: hr@medigence.global
- Timeline: HR will provide a resolution within 3 working days of receiving the escalation.
Step 3: Escalation to Director/Management
- IIf the grievance is still unresolved or the employee is unsatisfied with the HR response,
they may escalate the matter to the Director or Management. - The Director will conduct a final review and make a decision, which will be binding.
- Timeline: Final resolution will be provided within 3 working days.
5. General Guidelines
- Grievances must be submitted in good faith and with honest intent.
- All complaints will be treated with confidentiality, and the identity of the complainant will
be protected to the extent possible. - No retaliation will be tolerated against any employee who raises a genuine concern.
- All records of grievances and actions taken will be securely maintained by HR for audit
and legal purposes.
6. False or Malicious Complaints
Employees found to have intentionally submitted false or malicious complaints may be subject to disciplinary action, up to and including termination.
7. Policy Review
This policy will be reviewed annually or as needed based on business, regulatory, or operational changes.
7. Dress Code & Grooming Policy
1. Purpose
2. Scope
This policy applies to:
- All full-time, part-time, intern and contractual staff
- At all company premises, client sites, and during remote client interactions (video calls, events, etc.)
3. General Guidelines
Employees must present themselves in a manner that reflects the values and culture of Levitant Global Design — polished, neat, and appropriate to the nature of their role.
All employees are expected to:
- Dress in a clean, well-maintained, and appropriate manner
- Be mindful of personal grooming and hygiene
- Dress suitably for client meetings, presentations, and formal events
4. Dress Code Categories
4.1 Regular Workdays (Business Casual / Creative Casual)
Accepted attire includes:
- Smart shirts, tops (sleeveless not allowed)
- Casual trousers, chinos, ankle-length formal pants or dresses
- Clean jeans (not ripped or distressed)
- Neat ethnic wear (Decent – kurtas & sarees)
Not permitted:
- Shorts, gym wear, or sleepwear
- Slippers/flip-flops (except in designated creative zones or casual Fridays)
- T-shirts with offensive slogans or images
- Excessively revealing or inappropriate clothing
4.2 Client-Facing / Formal Days
- Employees attending client meetings or events must wear business formal or smart casuals depending on the nature of the engagement.
- Blazers/jackets, formal trousers, dresses, and formal shoes are encouraged.
4.3 Casual Fridays / Studio Days (if applicable)
Relaxed attire is allowed as long as it remains neat, modest, and workplace appropriate.
5. Grooming Standards
All employees are expected to maintain personal hygiene and grooming, including:
Regular bathing and use of deodorant
- Well-kept hair
- Clean nails
- Minimal or tasteful use of makeup, accessories, or fragrance
- Beards and facial hair should be well-groomed
Creative expression is welcomed, but it must remain respectful of cultural norms and client-facing expectations.
6. Exceptions & Accommodations
Levitant Global Design respects individual differences, religious practices, gender expression, and health-based needs.
Exceptions will be made for:
- Religious headgear or traditional attire
- Cultural festivals or designated dress days
- Employees with health conditions requiring special clothing or footwear
7. Non-Compliance
Employees found repeatedly violating the dress or grooming policy may be:
- Given a verbal or written reminder
- Asked to return home to change (leave will be marked accordingly)
- Subject to further HR intervention in case of continued non-compliance
8. Policy Review
8. Medigence Device Policy
1. Purpose
The purpose of this policy is to set expectations for the usage, care, and return of company-issued laptops. Employees will have access to laptops to perform their work responsibilities. This policy ensures proper management, accountability, and security of all devices.
2. Device Usage
- Authorized Use Only: The company-issued laptop is to be used only for work-related activities. Personal use is prohibited unless specifically authorized by management.
- Software and Hardware: Employees must not install unauthorized software or hardware on the laptop. Only software approved by the company is allowed.
- Data Storage: Sensitive company data must be stored in secure company-approved systems or cloud storage provided by company eg Zoho. Employees should not store sensitive data on the laptop itself unless required for work purposes.
- Security: Employees must ensure that the laptop is locked when not in use, and passwords should be secure and kept confidential. Multi-factor authentication (MFA) is required where applicable.
- Data Security: Employees are responsible for safeguarding sensitive company data and ensuring compliance with data privacy regulations.
- Network Usage: Employees should not access unauthorized websites or pnetworks.
- Company Policy Adherence: All company policies and procedures must be followed while using the company-issued laptop.
- Device Usage Restriction: Employees are prohibited from using any personal devices (laptops, tablets, smartphones) for work-related tasks. All work-related activities must be conducted solely on the provided company-issued laptop.
3. Laptop Maintenance
- General Care: Employees must maintain their laptops in good condition. This includes avoiding physical damage (e.g., spills, drops, overheating) and keeping the laptop clean.
- Regular Updates: Employees are responsible for ensuring that the laptop’s operating system, antivirus software, and all company-approved applications are kept up to date.
- Repairs and Issues: If there are any issues with the laptop, employees should report them immediately to the management for troubleshooting and repairs. Employees are prohibited from attempting to repair or modify the laptop themselves or submit the laptop to any third party for maintenance.
4. Monthly Return Requirement
- Monthly Return: Employees must return their laptops to the designated personnel for a full-day checkup, maintenance, or software updates once a month or as and when required by the company. The designated date for the return will be communicated in advance.
- Return Process: Employees should:
- Ensure the laptop is fully charged and in good working condition.
- Hand over the laptop with all accompanying accessories (charger, mouse, etc.).
- Sign off the return on the designated form.
Failure to return the laptop on the scheduled day may result in a formal warning and further disciplinary action.
5. Laptop Safety and Security
- Physical Security: Employees must keep the laptop in a secure location when not in use, whether in the office or at home. Laptops should never be left unattended in public spaces (e.g., cafes, airports).
- Travel Security: If the laptop is taken off-site (e.g., to client meetings,hospitals, work from home), the employee is responsible for ensuring its safety and security.
- Data Protection: Employees must ensure that all sensitive or confidential information is protected at all times by using strong passwords and encryption tools provided by the company.
6. Loss, Theft, or Damage
- Reporting: If the laptop is lost, stolen, or damaged, employees must report it immediately to their manager. A formal investigation may follow.
- Liability: Employees are responsible for the care and security of their assigned company-issued laptops. In the event of loss, theft, or damage due to negligence (e.g., leaving the laptop unattended in an unsecured location, spilling liquids, accidental drops, or misuse), the employee may be held liable for repair or replacement costs.
- Replacement Process: In the event of loss or theft of a company-issued laptop, the employee must immediately report the incident to the HR manager in writing within one hour. The HR manager will then file an FIR with the local authorities.
7. Termination or Departure
- Return upon Departure: Employees must return the laptop, along with any accessories and software, on their last working day or as directed by HR. The laptop should be in good working order and free of any personal data.
- Exit Procedure: Any data on the laptop should not be cleared in accordance with company policy and IT guidance. The company will ensure that data is secured to the device.
8. Compliance and Disciplinary Actions
- Employees are expected to comply with the terms of this policy at all times.
- Violations of this policy may result in disciplinary action, including but not limited to warnings, suspension of laptop privileges, or termination of employment.
9. Work Mobile Phone Policy
1. Purpose
This policy outlines the usage guidelines and responsibilities associated with the mobile phone issued to the devise. The device is provided to support operational efficiency, communication, and coordination of company events and branding activities.
2. Device Details
Device Make & Model
Serial Number
IMEI Number
Phone Number
Issued On
Issued To
Note: The device and its accessories remain the property of Medigence Solutions Pvt Ltd. at all times.
3. Permitted Use
The device is intended for work-related tasks including:
- Communication with clients, vendors, and internal teams
- Coordination and management of events
- Capturing and sharing branding-related content
- Use of business apps
4. Security and Compliance
- It must be enrolled in the company’s Device Management system.
- If the device is lost, stolen, or compromised, the employee must report it within 24 hours.
- Unauthorized apps or data sharing via unapproved platforms is strictly prohibited.
5. Data Management
- Work-related media (photos, videos, etc.) must be backed up regularly to Company drive.
- Contacts must be saved and synced via corporate email.
- Sensitive data should never be stored locally and must be deleted promptly after use.
6. Device Maintenance and Support
- The company will provide:
- The mobile device
- A standard protective case
- A monthly voice/data plan
- The employee is expected to:
- Keep the phone in good condition
- Report damage or malfunction immediately
- Cover the cost of repairs if damage results from negligence
7. Return of Device
- The device must be returned within 48 hours upon:
- Resignation
- Termination
- A final inspection will be performed. Any personal data should be removed before return.
- The company will perform a secure wipe after return.
8. Policy Violation
Violations of this policy may result in:
- Written warning
- Suspension of mobile privileges
- Reimbursement for damages or loss
- Further disciplinary action, up to and including termination