1. Preamble
Kalinga University is committed to fostering a supportive, inclusive, equitable, and family-friendly working environment for its employees. The University recognizes that the birth or adoption of a child is an important stage in the personal and family life of an employee and that both parents may require time, flexibility, and institutional support to participate in childcare and family responsibilities. The University recognizes the importance of enabling eligible employees to provide care and support to their spouse/partner and newborn or newly adopted child while maintaining continuity of employment and professional responsibilities.
Through this Policy, Kalinga University seeks to establish a transparent framework for paternity leave and related support, promote work-life balance, support responsible parenting, and facilitate a smooth transition before and after paternity leave. The Policy shall be implemented in accordance with applicable laws, government regulations, statutory requirements, and University rules.
2. Principles
The University shall be guided by the following principles:
2.1 Equality and Non-Discrimination
- Eligible employees shall be treated fairly and without discrimination in matters relating to paternity leave, childcare responsibilities, or family-related circumstances.
2.2 Family Well-Being
- The University recognizes the importance of parental involvement in the early care and development of children and shall promote a supportive environment for employees undertaking parental responsibilities.
2.3 Dignity and Respect
- Employees shall be treated with dignity, sensitivity, empathy, and respect when requesting or availing paternity leave.
2.4 Work-Life Balance
- The University shall encourage appropriate measures that enable employees to balance professional responsibilities with family and childcare responsibilities.
2.5 Job Security
- Availing approved paternity leave shall not, by itself, result in termination, victimization, or unfair disadvantage, subject to applicable law and University regulations.
2.6 Privacy and Confidentiality
- Personal, family, and supporting medical or adoption-related information submitted in connection with paternity leave shall be handled with appropriate confidentiality.
2.7 Institutional Support
- The University shall provide appropriate administrative and workplace support to facilitate employees’ legitimate parental responsibilities.
3. Objectives
The Policy aims to:
- Provide a clear and transparent framework for paternity leave.
- Ensure that eligible employees receive paternity leave in accordance with applicable laws and University rules.
- Support employees in participating in childcare and family responsibilities following the birth or adoption of a child.
- Promote a healthy work-life balance among employees.
- Prevent discrimination or unfair treatment arising from an employee’s parental responsibilities.
- Facilitate a smooth transition to and from paternity leave.
- Promote a supportive and family-friendly workplace environment.
- Provide appropriate information regarding available parental and welfare support.
- Protect the privacy and confidentiality of employees and their families.
- Encourage a culture that recognizes shared parental responsibilities.
4. Guidelines
4.1 Eligibility
- Paternity leave shall be available to eligible male employees in accordance with applicable statutory provisions and University rules.
- Eligibility and conditions for availing paternity leave shall be determined in accordance with the leave rules applicable to the employee.
- Where applicable, paternity-related provisions may also extend to eligible employees in circumstances recognized under University regulations or applicable law.
4.2 Application for Paternity Leave
- An employee intending to avail paternity leave shall submit an application through the prescribed University procedure.
- Wherever reasonably possible, the application shall be submitted sufficiently in advance to facilitate departmental and administrative arrangements.
- The employee may be required to provide appropriate supporting documentation in accordance with University rules.
- Personal and family-related information shall be handled confidentially.
4.3 Duration of Paternity Leave
- The duration of paternity leave shall be governed by applicable statutory provisions and University regulations.
- The leave shall be availed within the period prescribed under the applicable rules.
- Any extension beyond the approved paternity leave period shall be governed by the University’s applicable leave rules.
4.4 Support During the Paternity Period
The University recognizes that employees may require time to:
- Support their spouse/partner following childbirth;
- Participate in the care of a newborn child;
- Attend to essential family responsibilities;
- Complete necessary medical or administrative arrangements; and
- Support the transition of the family following the birth or adoption of a child.
Reasonable institutional support shall be provided within the framework of applicable University rules.
4.5 Paternity Leave for Adoption
Where recognized under applicable University rules or statutory provisions, eligible employees may avail parental leave or paternity-related leave following the adoption of a child. The University shall administer such leave in accordance with the applicable provisions and prescribed documentation requirements.
4.6 Workplace Support
The University shall promote a supportive workplace environment for employees with parental responsibilities. Where appropriate and feasible, reasonable flexibility may be considered during the transition period following paternity leave, subject to the nature of the employee’s duties, institutional requirements, and applicable University rules.
4.7 Continuity of Employment and Professional Responsibilities
- An employee shall not be unfairly disadvantaged solely because he has availed approved paternity leave.
- Departments shall make reasonable arrangements for continuity of teaching, research, administrative, and other institutional responsibilities during the employee’s absence.
- Paternity leave shall not be used as a basis for discriminatory treatment in professional or employment-related matters.
- Performance assessment shall be conducted fairly and in accordance with applicable University rules.
4.8 Return to Work
The University shall facilitate a smooth and respectful return to work following approved paternity leave. Departments and supervisors shall make reasonable efforts to ensure that employees are able to resume their professional responsibilities effectively.
4.9 Childcare Support
Where institutional facilities or arrangements are available, the University may provide or facilitate access to childcare support, crèche facilities, or appropriate information regarding available family-support resources. The University may periodically assess the need for additional family-friendly facilities.
4.10 Family Emergency Support
Where an employee faces circumstances requiring additional family support following childbirth or adoption, additional leave or workplace flexibility may be considered in accordance with applicable University leave rules and statutory provisions.
4.11 Confidentiality and Privacy
- Information relating to childbirth, adoption, family circumstances, or supporting medical documentation shall be treated as confidential.
- Such information shall be accessed only by authorized personnel on a need-to-know basis.
- Supervisors and administrative personnel shall avoid unnecessary disclosure of personal or family information.
- Employees shall be treated with sensitivity when discussing parental or family-related matters.
4.12 Non-Discrimination and Protection from Harassment
The University shall not tolerate:
- Discriminatory treatment because an employee has availed paternity leave.
- Harassment or derogatory comments concerning parental responsibilities.
- Retaliation for applying for or availing approved paternity leave.
- Unfair employment-related disadvantage arising solely from parental responsibilities.
- Any conduct that undermines an employee’s dignity because of family or childcare responsibilities.
Complaints shall be addressed through appropriate University grievance-redressal mechanisms.
4.13 Academic and Administrative Arrangements
Heads of Departments and administrative authorities shall make reasonable arrangements to ensure continuity of academic, research, examination, administrative, and other institutional responsibilities during an employee’s paternity leave.
Such arrangements should be managed fairly and should not result in unnecessary pressure or unfair disadvantage to the employee.
4.14 Awareness and Communication
The University shall communicate information regarding paternity leave provisions and applicable procedures to eligible employees.
The concerned administrative authority shall provide appropriate guidance regarding:
- Eligibility;
- Application procedures;
- Leave duration;
- Documentation requirements;
- Return-to-work procedures; and
- Available family-support resources.
5. Roles and Responsibilities
5.1 University Authorities
The University authorities shall:
- Ensure effective implementation of this Policy.
- Provide appropriate institutional resources and support.
- Ensure compliance with applicable statutory requirements.
- Promote a supportive and non-discriminatory workplace.
- Review parental support mechanisms periodically.
5.2 Human Resources/Administration
The concerned administrative authority shall:
- Process paternity leave applications efficiently.
- Maintain appropriate leave records.
- Ensure confidentiality of employee information.
- Communicate applicable leave rules and procedures.
- Facilitate appropriate return-to-work arrangements.
5.3 Heads of Departments/Supervisors
Heads of Departments and supervisors shall:
- Treat employees with dignity, sensitivity, and fairness.
- Facilitate legitimate paternity leave.
- Make reasonable departmental arrangements during the employee’s absence.
- Avoid discriminatory treatment or unnecessary disclosure of personal information.
- Support a smooth return to work.
5.4 Employees
Employees shall:
- Follow the prescribed procedure for applying for paternity leave.
- Provide required documentation in accordance with University rules.
- Communicate relevant information necessary for reasonable administrative arrangements.
- Comply with applicable institutional leave and attendance procedures.
6. Health, Wellness and Support Infrastructure
The University shall utilize and, where necessary, strengthen appropriate institutional infrastructure to support employees and their families, including:
- University Medical Room/health facilities;
- Employee welfare mechanisms;
- Human Resources/Administration;
- Counselling and wellness services;
- Childcare or crèche facilities, where available;
- Workplace support mechanisms;
- Grievance-redressal mechanisms.
The University’s existing policy framework recognizes the importance of medical support, counselling, wellness, referrals, and a safe and supportive institutional environment.
7. Monitoring and Review
- The concerned University authorities shall oversee the implementation of this Policy.
- Periodic review may be undertaken to assess the effectiveness of paternity leave and family-support mechanisms.
- Feedback from employees may be considered for improving parental support.
- Emerging statutory requirements and government regulations shall be incorporated as applicable.
- The University shall periodically review the availability and adequacy of family-friendly workplace facilities.
- The Policy shall be reviewed at least once every three years or earlier, if required.
8. Accountability and Transparency
- The University shall ensure transparent and fair administration of paternity leave.
- Eligible employees shall be informed of applicable paternity leave provisions and procedures.
- Paternity leave-related grievances shall be addressed through appropriate institutional mechanisms.
- The University shall take appropriate action where discrimination, harassment, retaliation, or unfair treatment is established.
- Personal and family information shall be protected while ensuring appropriate administrative transparency.
- University authorities shall ensure adequate institutional support for implementation of this Policy.
9. Policy Compliance
This Policy shall be read together with applicable Central and State Government laws, statutory regulations, University service rules, leave regulations, and other applicable institutional policies. Where any provision of this Policy is inconsistent with a mandatory statutory requirement, the applicable law or statutory requirement shall prevail.
10. Approval and Implementation
This Policy on Paternity Leave and Support shall come into effect from the date of approval by the competent authority of Kalinga University and shall apply to eligible employees of the University in accordance with applicable laws, regulations, and University rules. The University shall communicate the Policy through appropriate institutional channels and shall take reasonable measures to ensure its effective implementation.
