Sagar Group Corporate
User Group’s Policy
1. Introduction
At our company, company-owned Closed User Group (CUG) sim cards are given to employees to carry out their jobs. The Company's cell phone policy also offers guidelines for the use of company-owned CUG mobile phones during working or off hours. The employee provided with the company CUG SIM card is relied upon to keep their cell turned on consistently so that the project members can reach out to them to carry out the tasks in a more productive way.
2. Objective:
The primary objective of this policy is to establish a framework that enables efficient and uninterrupted communication between employees and both internal and external contacts for official purposes. It is designed to:
i. Facilitate seamless communication within the organization.
ii. Ensure responsible and cost-effective use of company-provided CUG SIM cards
iii. Maintain the confidentiality of official data and information.
iv. Enable the company to reach employees in the event of emergencies.
v. Establish clear guidelines for the use of mobile devices and communication tools.
3. Eligibility
This policy applies to staff eligible as management considers appropriate on the basis of the employee’s job description, and frequency of internal and external communication.
4. Responsibility
The preparation of this policy, procedure, forms, and letters, its revision along with justification should be done obtaining approval from the Operations Manager, and its implementation and monitoring are the responsibility of the HR department.
5. Rules and regulation
i. The Company will provide the CUG SIM to all eligible staff and this facility is provided purely for official purposes.
ii. Assigning of the CUG SIM will be done strictly on the basis of job description and the CUG plan of the previous employee who held the same position. The new employee will be assigned the same CUG used by their predecessor.
iii. Usage of all mobile devices on the Company mobile plan will be monitored.
iv. All the Official CUG mobile numbers must activate WhatsApp Business mandatorily. For effective communication, these numbers will be assigned to WhatsApp groups as necessary. Once inside the group, they can communicate with the directed party as required. If assigned to a group that is not related or if you regard yourself as someone who isn’t involved in the said group, you can mute the notification or ask permission to leave the group. However, the personal Update Groups should never be muted by the user.
v. In case of urgent tasks and need for immediate response before or after office hours, S/he must communicate directly through a call or text in WhatsApp or phone. To ensure this, the online status should be updated accordingly.
vi. Every CUG’s data package is recharged on 1st day of every Nepali month. In case an employee joins in the middle of the month, the employee will not be provided with the data package. It is then, suggested for the employee to make use of the landline (for any calls that need to be made), until the CUG is recharged for every employee.
vii. When a CUG is provided, For example, an HR Representative’s CUG should activate the calls or message forwarding option to their reporting manager or colleagues. Once their status is set to unreachable or unavailable, the call should be forwarded to their reporting manager or to a related subordinate.
vii. In case an employee is on leave, the same policy applies as stated in (vi). All of their WhatsApp Business messages & activities should be forwarded to their reporting manager or their related subordinate who will be responsible for the tasks at hand. This will ensure that there are no communication gaps.
viii. If an employee needs to upgrade their data package plan, S/he should file a request to HR department with the approval of his/her reporting manager or HOD respectively. The HR department will upgrade the mobile plan after reviewing it.
xi. In case of loss of SIM, the employee must inform the HR department as soon as possible to prevent any misuse of the SIM. Also, the company can hold the employee responsible and can charge the employee with the amount incurred in obtaining back the CUG from the service provider.
6. Confidentiality
Each employee of the company has an obligation of confidentiality. Employees are relied upon not to share any official data such as financial information, customer details, or any strategic documents outlining the company's future direction or illegal activity with the assistance of CUG SIMs.
The company shall not access or disclose an employee's personal details without the explicit written or recorded verbal consent of the employee, except in cases where it is legally required, or in response to allegations of misconduct or breaches of confidentiality.
7. Return or transfer
The CUG SIM must be returned upon transfer/discontinuation of the service to the company/company assigned person and complete with SIM card and extra accessories to the HR Department.
8. Amendment of the policy
The management may review this policy periodically and make changes as necessary from time to time.
9. Policy Explanation
The corporate HR department will be the sole authority to interpret the content of this policy.