Our Policies

HUMAN RESOURCE POLICY

1. Preamble

1.1 This Policy shall be called the "Human Resource Policy" of Community Homestay Network Pvt. Ltd.

1.2 This Policy shall come into force from the date of its approval by the Chairperson.

1.3 This Policy shall apply to all employees of CHN except for those whose appointment has been made under a contract basis where separate terms and condition for employment is applicable for a specific case and for those whose engagement has been made on a temporary basis under wage basis for any specified work.

2. Definitions

Unless the subject or context otherwise requires, in this Policy:

"CHN" means Community Homestay Network P. Ltd.
"Contract Staff" means any staff who is hired on a contract basis and all rules and regulations will be governed by the contract signed between the CHN and the Contract staff.
"Probation" means service during the probation period, normally of at least six months.
"Regular Service" means continuous service with the CHN, whether confirmed, officiating, or probationary, and the period of sanctioned paid leave shall be counted towards regular service.
"Service" means and includes the period during which an employee is on duty as well as on leave duly sanctioned by the CHN and also includes leave without pay that has been duly approved by Management (such as for study programs etc).
"Supervisor" means an employee who is in charge/line manager of a Division or a Unit.

3. Guiding Principles

3.1 There shall not be any discrimination on the basis of religion, ethnicity, caste, gender, creed, race and the like. CHN shall promote a culture where everyone, regardless of their background, feels heard, respected, and valued. Women and disadvantaged groups would be highly encouraged to pursue their careers in the organization.

3.2 Promote equal opportunities for career advancement, training, and development for all employees. CHN shall provide accommodations and flexibility in programs when necessary to ensure all employees can fully participate. Implement flexible work arrangements to accommodate various personal circumstances.

3.3 Leadership should actively demonstrate and champion GESI-friendly behavior.

3.4 Members of the same family shall not be employed within the same unit without the prior written approval of the CEO, and in no case shall any related person directly supervise the other.

3.5 CHN shall take into consideration employees' skills, knowledge and ability while deploying human resources that are essential to ensure success in discharging their duties and responsibilities.

3.6 CHN encourages effective communication between different levels of management, and among all other employees concerning the CHN's plans, policies and activities.

During the annual strategic meeting, the organization will hold a dedicated session each year to communicate its HR policy. A mid-year "Step Back" session will also be conducted to review achievements over the past six months, assess progress toward the goals set during the strategic meeting, and refine strategies for effective implementation. Leadership will use this opportunity to gather timely feedback from the team and make necessary adjustments as needed.

Following methods or any other suitable methods may be used to achieve this purpose:

Weekly Staff meetings
Regular team-checkins
Dedicated One-on-One Conversations
Retreats, progress reviews and Strategic Meetings
Grievance Box
Informal gatherings such as outings and other recreational activities
Virtual calls, email, slack and Project Management Tool

4. Policy Compliance and Review

The HR policy will undergo an annual review, with revisions made as needed to ensure its relevance and effectiveness.

All employees are responsible for reading and understanding the policy. Lack of awareness will not be considered a valid excuse for non-compliance.

5. Authority

5.1 The final authority to interpret this Policy rests with the Chairperson.

5.2 The CEO may delegate his/her authority and responsibility to implement this Policy to his/her subordinate(s) as deemed necessary and appropriate.

6. Responsibility

6.1 The Chief Executive Officer, Chief Operation Officer, Team Leads and other Employees designated to perform managerial functions shall be responsible for the implementation of the Policy.

6.2 The Finance and Administration Unit shall be responsible for maintaining consistency in the implementation of the Policy across the Trust.

7. Employment Categories and Eligibility

7.1 CHN Hiring and Equal Opportunity Policy

7.1.1 This policy outlines the framework for CHN's hiring process for both staff and consultant positions, emphasizing transparency, efficiency, and merit-based selection that aligns with the organization's goals. We are committed to maintaining a discrimination-free environment, where factors such as religion, ethnicity, caste, gender, creed, race, or any other personal characteristic have no bearing on hiring or promotion decisions. CHN is dedicated to fostering an inclusive culture where every individual, regardless of their gender and background, is heard, respected, and valued. We actively encourage women and disadvantaged groups to apply for career opportunities, and uphold a strong commitment to equal pay for equal work. Our recruitment and promotion processes are designed to be gender-neutral and fair to all.

7.1.2. Vacancy Announcement:

Clearly define the job title, responsibilities, qualifications, and requirements for each position.
Specify the duration of consultancy or employment contract, if applicable.
Include information on application submission deadlines, preferred method of application, and contact details for inquiries.
Ensure compliance with equal opportunity and non-discrimination policies.

7.1.3. LinkedIn Posting:
Utilize the organization's LinkedIn page to announce open vacancies, reaching a wider audience of potential candidates.
Ensure consistency with the information provided in the vacancy announcement.

7.1.4. CV Shortlisting and Selection:
Screen received CVs based on the specified qualifications and requirements outlined in the vacancy announcement.
Shortlist candidates who meet the criteria for further evaluation.
Conduct interviews to assess candidates' suitability, skills, and fit with the organization's culture.
Evaluate candidates objectively.

7.1.5. Onboarding:
Provide selected candidates with a comprehensive orientation program to familiarize them with the organization's policies, procedures, and culture.
Assign mentors or supervisors to new hires to facilitate their integration into the team.
Ensure that all necessary paperwork, including contracts and agreements, are completed accurately and in a timely manner.
Provide necessary resources to support new hires in their roles.
Monitor and evaluate the onboarding process to identify areas for improvement.

7.1.6. Compliance:
Ensure compliance with relevant labor laws, regulations, and organizational policies throughout the hiring process.
Maintain confidentiality and data protection standards when handling candidate information.
Document all stages of the hiring process for transparency and accountability purposes.

7.1.7. Evaluation and Feedback:
Regularly evaluate the effectiveness of the hiring process and make necessary adjustments to improve efficiency and outcomes.
Gather feedback from hiring managers, candidates, and other stakeholders to identify strengths and areas for improvement.
Use feedback to refine recruitment strategies and enhance candidate experience.

7.2 The CHN may recruit various types of employees for its different needs:

On Wage Basis:

Temporary employees shall be recruited purely on a casual/daily basis to carry out or conduct urgent or additional work. The CEO/COO shall appoint any person to be taken on a wage basis.

Interns:

The person who is assigned by the CHN for a special project or task for a definite period shall be taken as an intern. Interns are not the regular staff of the CHN and are not eligible for benefits offered by the CHN to its regular staff other than as agreed upon and stipulated in the assigned letter of the intern. The facility of the internship is generally given to help students gain practical experience in the tourism sector or as a part of their education/degree requirements and when it is suitable for the CHN to recruit them for short-term assignments.

Contract Staff:

The person may be hired on a contract basis as and when required. All the contract staff's rules and regulations will be governed by the contract signed between the CHN and the contract staff. Contract staff shall not be eligible to either Provident Fund or Gratuity.

Staff on Probation:

Where a person is recruited for a permanent position after completing all due selection processes, s/he will be put on a prescribed probation period of at least six months during which her / his performance will be strictly monitored and evaluated by her / his immediate supervisor.

Her / his probation period may be extended further up to six months probation period if her/his performance does not meet satisfactory requirements.

Upon satisfactory completion of the probationary period, the individual may be formally confirmed as a permanent employee in their designated role, as outlined in the terms of their employment contract. Following six months of probation, it is required to submit a work progress report to one's direct supervisor. After reviewing both performance and the submitted report, the immediate supervisor will engage in discussions with the Chief Operating Officer (COO) to explore opportunities for growth within the organization.

In entering into an employment contract with the employee, the employer may so enter into the contract that he or she remains in a probation period for six months, and terminate the employment contract with the employee if his or her work is not satisfactory during the probation period.

Management Trainee:

CHN may recruit prospective candidates with demonstrated capabilities as Management Trainee for taking higher responsibilities. Such consideration is based on academic qualification and interview process in line with the needs of the CHN. The Management Trainee is to be placed in different departments during her/his training period and the management will place her/his in an appropriate department as per the need.

Permanent Staff:

Employee, who has been appointed as a permanent employee on satisfactory completion of probation period shall be taken as permanent staff of the CHN. The Management has the right to recruit an employee directly as permanent staff based on his/her qualification, experience and requirement of the job.

The above classification will serve as an instrument for the determination of salary, perks, allowances, other financial benefits, etc. to the employees of the CHN. Similarly, it will be taken as a guideline while allocating duties, responsibilities and authorities to various levels of employees of the CHN.

8. Service Discontinuation

8.1 Unsatisfactory Probation Period

If the performance of an employee is found unsatisfactory during his/her probation period, then the employee will be terminated by issuing a termination letter.

8.2 Unsatisfactory Performance

If the performance of an employee is found unsatisfactory during his/her service period (before or after the probation period), after repeated oral and written feedback and opportunities to improve then the employee will be terminated by issuing a termination letter.

8.3 Resignation

Prior written notice of one month shall be necessary for voluntary resignation by an employee.

The resignation letter shall be submitted to the supervisor. Acceptance of resignation shall remain at the discretion of CHN. Resignation without prior notice shall be subject to penalty of specified period's salary on a pro-rata basis.

8.4 Infirmity

If a regular employee becomes incapable of carrying out the assigned duties because of infirmity of mind or body, his/her service will be terminated on medical grounds.

9. Performance Evaluation

9.1 Performance evaluation shall be conducted to evaluate the employee's past performance and indicate potential needs for improvement. The evaluation should serve to show the employee where s/he can improve their job performance and assist each employee's supervisor in ascertaining the employee's potential to assume greater and more diverse responsibilities. In case an employee's performance is unsatisfactory, s/he may be given a chance for improvement and/or measures shall be taken, as deemed appropriate.

9.2 Performance Bonus shall be provided based on the performance evaluation of the employees. Performance Bonus scheme shall be as per prior approval of the Chairperson.

9.3 Performance evaluation will primarily assess how the employee has performed while discharging the duties assigned to him/her as detailed out in his/her role descriptions and other works as assigned to him/her from time to time.

9.4 Performance evaluation shall be conducted annually with semi-annual review and revisions

9.5 The Financial and Administration Unit shall maintain a record of all performance evaluations. Such evaluations shall be treated as confidential.

9.6 Performance evaluation is done by his/her immediate supervisor, COO and CEO.

CHN would not be responsible for any failure to perform its obligations under this policy, if it is prevented or delayed in performing those obligations by an event of force majeure.

10. Grievance and Sexual Harassment in Workplace

CHN is committed to providing a work environment that is free from biased treatment, prejudiced behavior, sexual harassment, and non-compliance. This Grievance Procedures section outlines the process through which employees may submit their grievances and the steps the Company will take to address and resolve these concerns. Employees are encouraged to submit their grievances to their direct supervisor, detailing specific instances of biased treatment, prejudiced behavior, sexual harassment, or non-compliance. Copies of the grievances should also be forwarded to the CEO for consideration. The Company guarantees that no employee will face reprisal for submitting a grievance. If deemed necessary, an external Grievance Committee shall be formed to handle and investigate the grievance. The committee will be composed of impartial individuals, and its formation will be at the discretion of the Company.
The external Grievance Committee shall decide the procedures for handling grievances, which may include but are not limited to interviews with involved parties, document reviews, and any other relevant investigation methods. The Committee will make reasonable efforts to complete the investigation promptly. All information related to the grievance, including the identity of the parties involved, will be treated with utmost confidentiality by the Grievance Committee. Disclosure of information will only occur on a need-to-know basis and will be strictly limited to those directly involved in the resolution process.
The Grievance Committee shall make reasonable efforts to resolve the grievance promptly. The resolution may involve corrective actions, policy adjustments, or other measures as deemed appropriate.
Employees dissatisfied with the resolution may have the option to appeal the decision through an established process, as outlined by the Grievance Committee. The Company strictly prohibits any form of retaliation against employees who submit grievances or participate in the grievance resolution process.
These grievance procedures will be periodically reviewed and updated as necessary to ensure their effectiveness and compliance with applicable laws and regulations.
In addition, CHN will adhere to the government of Nepal's Sexual Harassment at Workplace Prevention Act, at the workplace to protect the right of every individual to work in a safe environment. The Sexual Harassment at Workplace Prevention Act, 2015 (2071) ("Sexual Harassment Prevention Act" or "Act") came into effect on February 20, 2015 (Falgun 08, 2071).

11. Salary and Allowances

11.1 Employees shall be entitled to monthly salary, which comprises basic salary and other allowances as per the CHN's rules. Salary and allowances will be as per the terms and conditions mentioned in the employment contract.

11.2 As far as possible, the monthly salary will be paid within the first week of the following month.

CHN would not be responsible for any failure to perform its obligations under this policy, if it is prevented or delayed in performing those obligations by an event of force majeure.

12. Deductions

12.1 In addition to other deductions as may be described in this Policy, deductions from salary can be affected as applicable e.g.:

Unpaid leave
Settlement of advances
Withholding of income tax as per Income Tax Act
Any damage or loss of property of the Trust due to an employee's negligence, recklessness, or illicit intention
Any other amounts which the Trust deems recoverable from the employee

12.2 The Finance and administration department shall make a recommendation for the deduction of the booked receivables from the employees without prior notice.

13. Salary Review

The salary of an employee shall be reviewed and revised once a year based on the financial performance appraisal by the CHN and employees will be notified of any changes in this respect.

CHN would not be responsible for any failure to perform its obligations under this policy, if it is prevented or delayed in performing those obligations by an event of force majeure.

14. Employee Benefits

14.1 The Trust shall provide the following benefits to employees:

Provident Fund
Gratuity
Festival Allowance
Medical and Health Insurance
Accidental Insurance
Compensation on death as a result of an accident on duty (Covered by Accidental Insurance)

However, based on the contractual agreement with the employee, such benefits may vary. Employees are entitled to get only those benefits that are agreed on in the employment contract. However, all employees are entitled to get benefits that are announced/approved by the Chairperson for all employees.

Benefits of the employees may be changed as per the decision on the Board.

CHN would not be responsible for any failure to perform its obligations under this policy, if it is prevented or delayed in performing those obligations by an event of force majeure.

14.1.1 Provident Fund

Each month 10% of the basic salary of core employees shall be deducted as his/her contribution to the Provident Fund, and an equal amount shall be contributed to the Fund by the CHN.
Provident fund contributions shall be deducted from the date of commencement of work as a permanent staff member.
The CHN shall make no contributions to the Provident Fund for periods of approved unpaid leave as well as for periods of unauthorized absence from work.
Contributions to the Provident Fund shall be deposited to the approved provident fund depositors following the prevalent laws, rules and regulations.

14.1.2 Gratuity

The company shall deposit the amount equivalent to 8.33% of the employee's basic remuneration as a gratuity, each month from the date of commencement of work as a permanent staff member.
The CHN shall make no contributions to the gratuity for periods of approved unpaid leave as well as for periods of unauthorized absence from work.
Contributions to the gratuity shall be deposited to the approved gratuity depositors in accordance with the prevalent laws, rules and regulations.
In the event of the death of an employee, Gratuity payment shall be made to the beneficiary designated for receiving the Provident Fund.

14.1.3 Festival Allowance

Each worker shall be provided with a festival bonus (as per his/her religion, culture and tradition) each year of an additional amount equivalent to one month's basic remuneration.

CHN would not be responsible for any failure to perform its obligations under this policy, if it is prevented or delayed in performing those obligations by an event of force majeure.

14.1.4 Insurance Facilities

a) Medical Insurance: Insure employees with the amount equivalent to Rs 30,000 for each employee group (i.e. Employee, Spouse and 2 children only)

b) Health Insurance: Insure employees with the amount equivalent to Rs 10,00,000 for each employee group (i.e. Employee, Spouse and 2 children only) per hospitalization benefit only.

c) Accidental Insurance: Insure employees with the amount equivalent to Rs 15,00,000 for each employee.

Notes:

The premium amount for the above mentioned insurance shall be contributed by Employer (50%) and the Employee (50%) which would be deducted from the monthly salary of each employee annually.
Only the permanent employee shall be eligible for insurance facilities.
Report of any injuries sustained by an employee, no matter how trivial, should be reported immediately to the Finance and Administration Unit. The department shall follow up when necessary with claims on the CHN's insurance policy.

15. Working Days, Hours and Holidays/Leave

15.1 Working Days

At CHN, we value work-life balance and understand the importance of providing our employees with adequate time for personal and cultural observances, as well as for rest and recuperation. Therefore, our organization observes the following holidays and leave entitlements:

Dashain: 3 days
Tihar: 2 days
Nepali New Year: 1 day
Holi: 1 day
Labour Day (1-May): 1 day
Christmas: 1 day
English New Year: 1 day
Casual Leave: 10 days
Sick Leave: 7 days
Saturdays: 48 days
Sundays (Off Season): 24 days
Total Leave Count: 99 days
Total Days in a Year: 365 days
Working Days in a Year: 266 days
Working Days in a Month: 23 days

Please note that the above working days exclude Maternity, Paternity, and Kirya leave entitlements. Our organization has implemented policies to foster a supportive and equitable work environment. We offer flexible hours, work-from-home options, and emergency leave to help employees balance work and family responsibilities.

Maternity Leave: Female employees are entitled to up to four months of maternity leave (three months paid and one month unpaid), with the option to extend to six months or more as unpaid leave. Temporary staff may be hired as needed to ensure smooth operations.
Paternity Leave: Male employees receive 15 days of paid paternity leave, followed by flexible work arrangements to support their families.
Kriya Leave: Employees are granted 15 days of paid leave for bereavement rituals.

This policy is designed to support our employees in maintaining a healthy work-life balance, allowing ample time for personal and cultural activities, while ensuring continued productivity and operational efficiency. We offer flexibility in working hours to help achieve this balance.

15.2 Working Hours

Since CHN is in the service industry, the duty hours and timing are largely driven by the nature of jobs. CHN believes that its staff should be "performance-oriented" rather than "time-oriented".

Sunday to Friday: 10 am – 6 pm (High Season)
Saturday: Holiday
Monday to Friday: 10 am-5pm (Low Season)
Saturday and Sunday: Holiday

The management may change the standard working hours and holidays from time to time as per the need of the business.

15.1.2 Lunch periods shall be scheduled in accordance with the nature of employees' responsibilities and in agreement with their supervisor. If necessary, employees' lunch breaks may be staggered.

15.1.3 The working hours of each employee shall depend upon the nature of his/her job responsibilities. Certain employees may be required to work outside of these hours when necessary to fulfill their responsibilities.

15.3 Attendance and Absenteeism

It is expected for employees to be at work on time and full hours.
Planned absences should be approved by the reporting line manager as far in advance as possible but at least 3 days in advance so that line managers can manage his / her absence properly. If an employee is unable to give advance notice but finds that he/she must be absent from work for any reason, he/she should call the reporting line manager as soon as possible.

15.3 Holidays/Leave

A. Every Sunday will be a holiday during the Low Season only i.e., Dec Jan and Feb & Jun Jul and Aug.

B. Following are declared official holidays during major Festival and other national holidays as follows:

Dashain: 3 days
Tihar: 2 days
Nepali New Year: 1 day
Holi: 1 day
Labour Day (1-May): 1 day
Christmas: 1 day
English New Year: 1 day

As Dashain and Tihar fall during the peak season, the team should be prepared to handle any urgent tasks that may arise during the holidays.

C. Following two types of Holidays will be granted based on a recommendation from the concerned Unit head or approval from Supervisor only:

Casual leave: 10 days
Sick leave: 07 days

D. Any additional leave besides the above leave/ holidays (excluding: maternity, paternity, and Kriya leave) will be on 'leave without payment basis".

E. Maternity leave: 3 months paid leave and 1 month extended unpaid leave for permanent women granted

F. Paternity leave: up to 15 days paid leave granted

G. Kriya Leave: 15 days paid leave granted

H. Leave without pay must be approved by the CEO.

Leave without pay should be considered when all casual and sick leaves have been exhausted and the employee needs leave that is justifiable, duly recommended by the line manager.

Alternatively, If all casual leave has been exhausted and further casual leave is required, the same can be adjusted with leave on Sunday.

Due to the nature of our service-oriented work, casual leaves will not be granted during March, April, May, September, October and November.

While calculating the leave, the period from the 1st day of Shrawn to the last day of Asad shall be taken as one year. For the employee who has not completed his/her one-year service tenure, the Casual, and Sick leave shall be calculated on a pro-rata basis.

Where there are public holidays in between the leave availed, the same will be counted for the approved leave enjoyed by the employee.

A leave request of a subordinate cannot be kept undecided by the Supervisor.

Unpaid Leave

(a) In general, Unpaid Leave will be discouraged but may be granted in a special case subject to the approval of the CEO after all accumulated Leave has been exhausted.

(b) During the period of unpaid leave, only medical insurance and group personal insurance facilities shall be provided where applicable.

15.4 Absence

If an employee stays absent without prior information, appropriate disciplinary action will be taken against him/her. During the period of uninformed absence, s/he shall not be provided salary allowances and other benefits.

16. Code of Conduct

16.1 Standards of Employees' Conduct

Employees shall respect and abide by the vision, mission and values, prevailing Policies, Rules, Regulations and Guidelines of CHN and also respect Instructions of their supervisor and/or concerned Manager
Employees must perform their duties honestly, efficiently and diligently to preserve and promote the good reputation of CHN
Employees must respect and cooperate and must be accountable and disciplined to accomplish the company's objectives
Employees shall not ask for any favor or accept any gift as an inducement for extracting a due advantage
Employees shall respect and provide cooperation to the stakeholders and clients of CHN
Employees shall not work for any business, organization, firm, or any other institution, which competes, supplies goods to or subscribes services from the CHN
Employees shall not act as a media person for any newspaper, press association or any other media house unless specified
Unless otherwise authorized by the CEO, no employee should communicate to any media house or press on behalf of CHN
Employees shall not get involved in politics
An employee shall not share the policies, guidelines, plans, budget, and other official documents any outside individuals or organizations

16.2 Misconduct:

Without prejudice to the generality of the term, misconduct will include the following:

Insubordination or disobedience whether alone or in combination with others to any appropriate order/ superior.
It is prohibited to accept any employment or acceptance of fees, emoluments, commissions, or honorarium, whatsoever from any customer/guests having dealings with the CHN. However, small value souvenirs or packets of sweets or food items may be accepted during festivals like Dashain, Laxmi Puja or during the commencement of New Year with a copy of the acknowledgement to the Supervisor.
Theft, fraud, or dishonesty in connection with CHN's business or property or attempt thereof.
Causing damages to any property of the CHN or attempt thereof.
Taking bribes or any illegal gratification.
Persistent late attendance or absence without permission.
Breach of any law, bylaws, or instruction application of the CHN.
To resort to strike either singly or with others in contravention of any statute, law, rule or enactment framed from time to time and being enforced or while within the premises of the CHN to strike or to slow down his/her work and creating delays.
Drunkenness, fighting, riotous, disorderly, or indecent behavior.
Refusal to work on any assignment in and outside Kathmandu or Nepal.
Giving false information regarding name, age, parent's name, qualification, nationality or previous service or anything relating to the previous service at the time of employment.
Sabotage or attempt of sabotage, wastage of CHN's property while engaged on such work which calls for use of CHN materials, improper use of CHN's equipment, tools and any other articles entrusted to an employee.
Conviction by any court of law for any criminal offense.
Any breach of the CHN's rules, bylaws, guidelines, standing orders or instructions.
Making slanderous remarks about the CHN or the management
Offenses under the existing law of the country.
To make unauthorized access to confidential documents, files, or papers.
To furnish incorrect/false information or suppress material fact.
Publishing any statement, article, communiqué letter, advertisement, etc. regarding the CHN or otherwise in newspapers, magazines, Journals, Bulletin, and Pamphlets, etc. without prior approval of the Chairperson.
Misuse of facilities provided by the CHN.
Submission of a false statement for allowance.
Any other act that is treated as misconduct under existing Nepalese laws.

16.3 Maintenance of Confidentiality:

The confidentiality of relations and dealings between the CHN and its guest, customers and vendors is paramount in maintaining the CHNs' reputation. Thus, employees shall take every precaution to protect the confidentiality of customer information and transaction.
Employees, even after discontinuation of their employment, shall not (unless written permission is obtained) divulge or make use of any secrets, copyright material, or other correspondence, accounts and dealings of the CHN, RMG and its customers for personal financial or any other interest.
Business and financial information of any customer may be made available to any other third person or organization only with the written consent of the customer. However, providing any information relating to CHN transactions to the third party as required by law shall not be construed as a breach of confidentiality.
Non Disclosure Agreement shall be signed if your spouse/siblings or immediate family is involved in the same/similar nature of work to manage the conflict of interest.

16.4 Fair and Equal Treatment:

Employees shall conduct business transactions fairly and equitably without being influenced by the friendship and associations with the customers and/or their colleagues in the CHN.

Setting the Stage for Disciplinary Action

The employee who has committed misconduct shall be asked for written clarification within two weeks from the date of misconduct noticed.
The employee who has committed any misconduct shall be given seven days to submit his/her written clarification against the allegation of his/her misconduct.
The concerned employee shall be sought an explanation stating the allegation and the proposed punishment allowing submitting a written explanation and clarification on such allegation before sentencing for punishment.
The Management shall not impose any punishment to any employee committing misconduct after one month from the date when clarification was submitted upon the expiry of the clarification submission date.

17. Training

17.1 Employee Capacity Building Training

CHN considers job-related training a vital activity for enhancing the CHN's strength and reputation as well as the employee's own professional career potential. CHN, as able, will arrange suitable formal or informal job-related in-country training and occasionally training in other countries.

Any training shall be provided as determined by CHN. Employees cannot claim training as a matter of their right.
CHN will also seek to arrange training for employees with overseas agencies through scholarship or sponsorship, provided the proposed training will mutually benefit the CHN and employee.
Training needs shall be assessed by the concerned Manager in consultation with immediate supervisors. S/he will identify the employees requiring training, the type of training required, the cost of the training, funding requirement, availability of such training, and the effect on the CHN's work schedule.
The Finance and Administration Unit shall coordinate the training process and be responsible for acquiring necessary approvals from the CEO.

17.2 Community Training and Consultations

CHN considers providing high-quality services to its guests to be the most important aspect of operating a homestay. For this, CHN focuses on capacity building and training programs for the communities in its network. Hence, CHN, as able, will arrange suitable formal or informal homestay operation and management related training and capacity building programs.

Training Responsibilities:

Product Development Team: The Product Development Team will assess the training needs, formalize training modules and programs, and oversee the delivery of training to the communities. They will work closely with the Chief Operations Officer (COO) to ensure effective execution.
COO Leadership: The COO will provide leadership in assessing and executing the training programs. They will be responsible for overseeing the training process, coordinating with the Product Development Team, and ensuring that the training objectives are met.
Compensation for Trainers: The trainers identified from within the team will be compensated for their time and effort during the training and capacity building program. The remuneration provided will be as follows:
- Team Lead: A gross amount of NPRs. 25,000.
- Assistant Trainer: A gross amount of NPRs. 18,750.
- Consultancy Services: NPRs. 10,000
The remuneration provided to the trainers during the training period will be exclusive of any meals, travel, and accommodation expenses. These additional expenses will be covered separately as per the company's policies.
External Expertise: If the training requires specialized knowledge or expertise not available within the team, the COO will be responsible for identifying, negotiating, and onboarding external individuals or organizations to conduct the training. The selection process will prioritize expertise and experience in tourism, hospitality, and business management.
Training Reporting: The training team will be required to submit a comprehensive report within 15 days upon successful completion of the training. The report will outline the training activities, participant feedback, and any recommendations for further improvement. This report will be submitted to the Chief Executive Officer (CEO) for review and assessment.

The scope of our partnerships and the impact of our work may influence the remuneration structure over time.

By implementing this Homestay Management Training Program, CHN aims to enhance the skills and knowledge of our community members, thereby improving the overall guest experience. We recognize that well-trained hosts are integral to the success of our homestay network and are committed to supporting their growth and development.

Community Homestay Network (CHN) Responsible Tourism Policy

At CHN, we are committed to fostering responsible and sustainable tourism that empowers local communities, preserves cultural heritage, and protects the environment. Our responsible tourism policy is rooted in ethical practices, inclusivity, and long-term sustainability, ensuring that tourism remains a force for positive impact. Below are our core commitments:

1. Environmental Responsibility at CHN

As a sister concern of Royal Mountain Travel, CHN is deeply committed to environmental stewardship, embedding sustainability into both policy and practice. We recognize the vital role tourism plays in environmental conservation and proactively work to minimize its negative impacts. Our approach emphasizes collaboration, innovation, and grassroots action to protect nature and strengthen climate resilience through tourism.

Our Key Commitments:

a. Support for Sustainable Tourism Practices

CHN is committed to promoting homestays and tourism experiences that prioritize sustainability. We support the empowerment of our partner communities by ensuring that tourism development aligns with the protection of natural ecosystems and the preservation of cultural and local heritage.

b. Waste Reduction and Adoption of Eco-Friendly Practices

CHN encourages all partner communities to implement waste minimization strategies, responsible waste disposal, and the use of environmentally friendly alternatives. This includes the segregation of waste, reduction of single-use plastics, and promotion of sustainable consumption and production practices.

2. Low-Impact Travel & Resource Efficiency

i. Carbon Management and Green Mobility

CHN is committed to reducing carbon emissions through the promotion of low-impact transportation solutions. In collaboration with Royal Mountain Group, we prioritize the integration of electric vehicles into our operational fleet and actively encourage our partner communities and service providers to adopt similar low-emission mobility options wherever feasible.

ii. Energy Efficiency

CHN supports the transition to renewable energy sources within community homestays and associated tourism infrastructure. This includes the adoption of solar water heating systems and other energy-efficient technologies to reduce environmental impact and promote sustainable energy use across our network.

3. Cultural Sensitivity and Heritage Preservation

CHN is committed to ensuring that tourism activities respect, celebrate, and strengthen local cultures while fostering meaningful and authentic experiences for travelers. Our cultural preservation approach includes the following measures:

Partnering exclusively with community-based homestay groups rather than individual providers to ensure collective community ownership and equitable benefit-sharing.
Engaging local artisans and multi-generational craft communities in tourism value chains to safeguard traditional craftsmanship and prevent the dilution of cultural heritage by mass-produced alternatives.
Prioritizing locally owned boutique hotels and accommodations for traveler stays and events to support the local economy and maintain cultural integrity.
Promoting respectful traveler engagement with local customs, traditions, and social norms by encouraging cultural sensitivity and appropriate behavior.
Providing clear communication and social media guidelines, particularly during familiarization (FAM) trips to raise awareness among journalists, content creators, and travel agents about ethical storytelling and responsible representation of host communities.
Supporting the continuity of local storytelling, oral histories, and traditional practices through community-led tourism initiatives that center cultural pride and intergenerational knowledge-sharing.

4. Child Protection Policy

The safety and well-being of children in our partner communities are of utmost importance. CHN enforces strict child protection guidelines, including:

Child Protection and Ethical Engagement

CHN maintains a zero-tolerance policy toward the exploitation of children in any form of tourism-related activity. We are committed to safeguarding children's rights, well-being, and access to education by ensuring they are not involved in commercial tourism experiences that could harm their development.

To uphold this commitment, CHN integrates child protection principles into its community training programs, providing guidance on appropriate and ethical engagement with children in homestay and tourism settings. Additionally, we educate both travelers and hosts on responsible behavior, emphasizing respectful, non-exploitative interactions that prioritize the safety and dignity of children.

5. Gender Equity and Inclusion Participation

As an organization that works with 900 women entrepreneurs across Nepal (as of 2024), CHN is dedicated to fostering gender equality and social inclusion. CHN is committed to promoting gender equality and inclusive participation in community tourism. Our approach ensures that women, youth, minorities, and other underrepresented groups have equitable opportunities to benefit from tourism. Key measures include:

Ensuring that women-led tourism initiatives have fair access to capacity-building programs, financial resources, and meaningful participation in decision-making processes.
Supporting the creation of flexible, home-based tourism work opportunities that allow women to engage in income-generating activities without needing to leave their households.
Designing and delivering training programs in close consultation with local communities to ensure they are contextually relevant, accessible, and inclusive.
Promoting tourism as a pathway for economic empowerment and leadership development for youth, minority communities, and marginalized groups.

6. Animal Welfare and Wildlife Protection

CHN maintains a strict policy against the exploitation of animals in tourism and is committed to promoting ethical and responsible wildlife experiences. Our policy framework includes the following provisions:

Prohibiting any tourism activity that involves animal cruelty or exploitation, including but not limited to elephant rides and performances involving wild animals.
Promoting awareness among community homestay hosts and travelers on the importance of ethical wildlife encounters that prioritize animal welfare and respect for natural behavior.
Encouraging tourism practices that support the conservation of wildlife and protection of natural habitats.
Providing training to local communities that includes guidance on animal welfare, wildlife protection, and the ethical integration of nature into tourism experiences.

7. Ethical Business and Sustainable Partnerships

We work with stakeholders who share our vision for responsible tourism. Our approach includes:

CHN prioritizes strategic partnerships with locally owned businesses, community-led enterprises, and ethical tourism providers that demonstrate a strong commitment to social and environmental responsibility. This includes strict adherence to a zero-tolerance policy on child labor and the use of animals for entertainment.
In alignment with our values, we also engage with global travel companies that prioritize people and purpose alongside profit, particularly those recognized as thought leaders in responsible tourism.
Furthermore, CHN collaborates with impact-driven partners to enhance community resilience through tourism, fostering inclusive growth and long-term sustainability across the destinations we support.
CHN has developed a comprehensive set of standards to ensure quality, accountability, and mutual respect within its network. All member homestays are required to comply with the Visitor Code of Conduct, Membership Criteria, Community Homestay Operational Guidelines, Membership Agreement, and Behavior Guidelines. These frameworks are integral to promoting professionalism, fostering positive interactions between travelers and host communities, and upholding the values of responsible and community-based tourism.

8. Crisis Response and Community Resilience

CHN is dedicated to strengthening the resilience of tourism-dependent communities by implementing proactive measures that support their long-term sustainability. Our commitment includes:

Providing emergency context aware, learners' centric capacity-building training to help communities recover and adapt during times of crisis.
Developing innovative tourism experiences and alternative income-generating opportunities to ensure continued community viability during periods of tourism decline.
Maintaining flexible and adaptive policies that respond effectively to evolving socio-economic and environmental challenges, ensuring the continued growth and stability of our partner communities.

Conclusion

At CHN, responsible tourism is not just a principle, it is the foundation of our work. We strive to ensure that tourism benefits local people, safeguards cultural heritage, the environment, and strengthens inclusivity. Through ethical partnerships, strong community engagement, and sustainable practices, we are committed to shaping a tourism industry that is just, responsible, and impactful for generations to come.

Gender Policy of Community Homestay Network

1. Introduction

Community Homestay Network (CHN) is committed to fostering an equitable and inclusive work environment while promoting gender equality in the communities we serve. As an organization working with over 900 women entrepreneurs across Nepal, we recognize that gender roles and stereotypes are deeply rooted in patriarchal structures. This policy aims to challenge and transform these norms by ensuring equal opportunities, dismantling biases, and holding all stakeholders accountable for upholding gender inclusivity.

2. Objectives

To create a just, inclusive, and equitable workplace where all individuals, regardless of gender, feel valued, respected, and empowered.
To ensure all employees and community partners are aware of and actively challenge gender stereotypes and systemic discrimination.
To provide an enabling environment that allows women, marginalized groups, and individuals from all backgrounds to thrive professionally and personally.
To integrate gender equality and social inclusion (GESI) principles into CHN's policies, programs, and decision-making.
To hold leadership and team members accountable in fostering a workplace culture that prioritizes gender justice and equality.

3. Guiding Principles

Zero Discrimination: CHN prohibits discrimination based on gender, caste, ethnicity, religion, disability, or socio-economic background.
Gender-Responsive Leadership: Leaders at CHN must actively challenge gender biases and set an example of gender-equitable behavior.
Equal Opportunities for Career Growth: CHN provides equitable opportunities for career advancement, training, and leadership roles. Women and marginalized groups are encouraged to pursue careers at CHN.
Flexible Work Arrangements: Recognizing diverse personal responsibilities, CHN supports flexible work options, parental leave, and family-friendly policies.
Pay Equity: Equal pay for equal work is a fundamental right and shall be maintained at all levels.

4. Workplace Practices

4.1 Recruitment, Promotion, and Career Development

CHN ensures a transparent, merit-based recruitment process free from gender bias.
Women and individuals from disadvantaged groups are actively encouraged to apply for leadership roles.
CHN will encourage mentorship programs, skill-building training, and leadership opportunities for women team members and community entrepreneurs.

4.2 Safe and Inclusive Work Environment

CHN is committed to a workplace free from discrimination, harassment, and violence.
All employees and community members must adhere to a zero-tolerance policy for sexual harassment, as outlined in the Sexual Harassment at Workplace Prevention Act, 2015.
A confidential grievance mechanism is in place to ensure that all complaints are heard, investigated, and resolved without fear of retaliation.
CHN will establish an external Grievance Committee to handle cases impartially when needed.

4.3 Work-Life Balance and Family-Friendly Policies

Maternity Leave: Female employees are entitled to up to four months of maternity leave (three months paid, one month unpaid), with an option to extend up to six months unpaid. Temporary staff may be hired as needed to ensure smooth operations.
Paternity Leave: Male employees receive 15 days of paid paternity leave, with additional flexible work arrangements to support their families.
Kriya Leave: Employees are granted 15 days of paid leave for bereavement rituals.
Flexible Working Hours & Remote Work: Employees can request flexible schedules and remote work arrangements as needed.

4.4 Gender Accountability and Awareness

All CHN employees will be encouraged to take on gender sensitivity and unconscious bias training, if available.
Every training provided to communities will incorporate a Gender Equality and Social Inclusion (GESI) component.
CHN will regularly review power dynamics in the workplace to address potential gender-based disparities.
An annual strategic meeting will include discussions on gender-related challenges and opportunities, with periodic policy reviews to ensure continued progress.

4.5 Communication and Engagement

CHN will promote gender equality through open dialogue and collaboration by:

Discussion on gender and inclusion concerns will be discussed at every strategic meeting.
Organizing regular team check-ins and one-on-one conversations to support team members.
Conducting annual retreats and strategy sessions to review progress on gender goals.
Encouraging informal gatherings, networking, and mentorship opportunities for women entrepreneurs.
Providing multiple grievance reporting mechanisms such as suggestion boxes, email, and confidential reporting channels.

5. Accountability and Enforcement

CHN leadership is responsible for ensuring compliance with this policy.
Employees and stakeholders are encouraged to report violations, and strict action will be taken against any form of discrimination or harassment.
The policy will be reviewed annually to incorporate evolving gender dynamics and best practices.

6. Commitment to Gender Equality Beyond the Workplace

CHN will continue advocating for women-led entrepreneurship and breaking barriers that hinder women's economic participation.
As part of our responsible tourism initiatives, CHN will actively challenge gender stereotypes in the communities we work with.
We will collaborate with organizations, policymakers, and stakeholders to influence systemic change in gender norms across Nepal.

Conclusion

This policy is a living document that reflects CHN's deep commitment to gender equality, inclusion, and social justice. It is not just a workplace mandate but a call to action; ensuring that everyone within CHN, from the internal team members to community entrepreneurs, actively challenges and transforms gender norms in Nepal. We believe that gender equality is not just about empowering women but about reshaping our collective future for a more just and inclusive society.