Joining Formalities

HSE-CTN-HPP-JF-001

0 09.04.2021 Issued for Implementation Salman Karan Karan

Akhtar Khan Singh Singh

Rev Date Revision Details Prepared By Checked Approved

By By
 Joining Formalities

RECORD OF REVISIONS

Date Revision Details Revision

Number
11.02.2021 Issued for Implementation 0
 Joining Formalities

Contents
1. Procedure for Joining cum gate pass formalities of contract workers..............4
A Introduction………………………………………………………………………………..4
B Scope……………………………………………………………………………………….4
C Abbreviation…………………………………………………………………………………………………........4
D Responsibilities…………………………………………………………………………..4
2. General Process………………………………………………………………………….5
3. Regular Manpower Statutory Compliance…………………………………………..6
4. Resources…………………………………………………………………………………7
5. Annexure 'A', General Information Form…………………………………………….8
6. Annexure 'B', Physical fitness information Form………………………………….9
 Joining Formalities

1. PROCEDURE FOR JOINING CUM GATE PASS FORMALITIES OF

CONTRACT WORKERS
A Introduction

The purpose of this procedure is to check & verify the documents of new
joinee(Contractor workmen) as per the regulatory and internal compliance.

B Scope

 All Contractors/Vendors deploying contract workers on construction sites of DLF.

 All contractors, working under facility management dept after completion of
construction activity till handing over the premises to clients.

C Abbreviation

 HR & Admin – Human Resource & Administration Department

 HSE – Health, Safety & Environment
 PM – Project Management
 CMO – Construction Medical Officer
 LOA – Letter of Acknowledgement
 OHC – Occupational Health Centre
 HOD – Head of Department
 PPE – Personal Protective Equipment

D Responsibilities

Site Management Roles & Responsibility

Project / Civil Should inform all the concerned depts about new Contractor,
his scope of work etc. Organize a meeting of contractor with
Safety & HR dept minimum one day in advance before
bringing the labours on site.

HR / Admin Dept Verification of Aadhaar card, Age & address proof, work
experience / competency certificate. Registration of Labours
for Membership of Welfare Fund.

HSE Will provide Safety Induction. Will ensure mandatory PPEs

are provided.

Compliance Dept Should check the status of Legal Compliance.

(DLF)

CMO / Nurse To carry out health check-up. Maintain Health records.

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2. General Process
 Contracts dept after awarding a contract / work order / LOA, will inform Projects,
HSE, Compliances & Security dept about the contract details.

 Project dept will inform exact date of mobilization to HSE, Compliances &
Security dept.

 Project dept will organize a kickoff meeting & inform concerned departments.

 In kick off meeting all concerned dept HOD / representatives will explain in detail
about the formalities & procedures (Dos & Don’ts) to be followed by contractor.

 Contractor will report along with his team of workmen on first day on main gate.

 Contractor will fill General Information Form available with Site Admin / HSE/
Security dept on main entry gate. A separate form to be filled for each workman.
(Ref Ann “A” Doc No - DLF/HSE/JF/001)

 Site admin / HR will check the Labour Law Compliances & sign the Form. If any
deficiency found he will intimate it to project & security dept.

 Male nurse / compounder will check the physical fitness of each workman & on
passing on minimum criteria CMO will sign & stamp on the General Information
Form. He will also generate a Medical History card (Health Card) for every worker
(Ref Ann “B” Doc No – DLF/HSE/MHC/002). This card will be kept in First Aid
Centre / OHC.

 Then after a team of workmen will be moved to Safety section where safety
Induction will be imparted. Site safety officer will sign the General Information
Form after delivering a safety induction.

 Finally contractor will report to security section. After completing the formalities
he will get the Entry Pass from security dept OR Admin dept.

 Now the workmen can enter the site to perform their duties with mandatory PPEs
(Shoes, Helmet & reflective jacket).

 Entry card provided will be valid for 6 months.

 Every new entrant will have to undergo above process initially. Workman who
completes 6 months on site he will also have to repeat this process.

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Worker’s ID Card Sample

 Joining Formalities

3. Regular Manpower Statutory Compliance Checks

 Manager (Compliance) will coordinate with Contractors / Execution / Contracts &
Accounts Dept on regular basis for ensuring the legal compliances.

 Manager (Compliance) will fill the check list on monthly basis after checking the
records of contractors.

 Manager (Compliance) will report to Contracts / Accounts dept about any

discrepancy found in Labour Law Compliance.

 If at all a contractor not fulfilling Legal requirements after giving reasonable time,
Manager (Compliance) will escalate the matter to Top Management (Contracts,
Accounts, Regulatory & Legal). Accounts dept may deduct some amount from the
running bills of contractor if required.

 Contract dept. should terminate the contract & OR put such violators in
BLACKLIST. Should not award contract for future job.

 Manager (Compliance) will update himself about the amendments if any on

regular basis and inform / educate contractors about the same.

4. Resources

Standards:

Indian Standards BOCW Act – 1996

Child Labor Act – 1986

Migrant Labor Act – 1979

EPF & ESIC Act – 1952

Minimum Wages Act – 1948

Contract Labor Act – 1970

Indian Penal code - 1860

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‘’ANNEXURE-A’’

Doc No: DLF/HSE/JF/001

Joining / General Information Form

Date:_________
Name of Person: _______________________________________________________________________
Passport size 2
Father’s / Husband’s Name: ___________________________________ Religion: _________________ photos [1
Sex: Male / Female, Age: ______ (years) Height: _____ cm, Blood Group: ___________ for I Card]
Identification Mark: __________________________, Tel No (In Case of Emergency): _______________
Name of the Previous Employer (Contractor / Agency, if any): __________________________________
Present Address: ______________________________________________________________________
_______________________________________________________________________________

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Permanent Address: ___________________________________________________________________

________________________________________________________________________________
Main Contractor / Agency: _______________________________________________________________
Work Order No: ________________________________________________________________________
Labour License No (if applicable): _________________________________________________________
Sub-Contractor: ________________________________________________________________________
Nature of Work/Designation: _________________________, Location: _____________________
Undertaking
I, the undersigned, certify that the above details given by me are correct and true to the best of my knowledge. I
certify that no police case / criminal case / record is pending against the above said person. I take full
responsibility for the conduct and behaviour of the above person engaged by me during work at DLF. I will
follow all safety & security rules & procedure while working in DLF. I am aware that Loss / Non return / Misuse
of this pass shall make us liable for penalties as decided by DLF / Authorities.

Left Right

Name & Signature of Contractor / Supervisor

Thumb Impression of Applicant [Left & Right] &
Sign.

FOR OFFICE USE:

(1) Sign of Execution Engr [PMC if any] (2) Sign of site Admin (3) Sign of Nurse / Compounder

(4) Sign of Site Safety Officer (5) Sign of Security In charge

‘’ANNEXURE-B’’

HS&E Procedure Manual Revision No. : 00

DOCU NO : DLF/HSE/MHC/002 Revision Date :

Issued By :
Medical Health Card
Reviewed and approved by :

NAME OF THE PERSON: ______________________________________________

DESIGNATION / NATURE OF JOB: _____________________________________

NAME OF THE CONTRACTOR (NSC): ________________________________________

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DATE & TIME OF EXAMINATION: _____________________________________

AGE: ___________ SEX: ______________

PHYSICAL FITNESS:

i) Height :_____________________

ii) Weight :_____________________

iii) Eyesight :_____________________

iv) Tendency to Giddiness :_____________________

v) Deafness :_____________________

vi) BP :_____________________

PAST HISTORY:_________________________________________________________

SIGNATURE & SEAL OF DOCTOR (CMO):

[With REMARK if any]

 Deafness Test:
 Person with normal hearing must be able to hear a forced whisper at 24 feet.
 Person using hearing aids must be able to hear a warning shout under noisy working
condition.
 Doctor may conduct Turning Fork Test (Rinne Test).

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Date Chief Complaints Ht Wt BP Rs CVS PA Diagnosis Treatment Referrals Follow

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