Hrm Revised Manual 2011 12

VOLUME-I

CONTENTS

SI. NO. DESCRIPTION PAGE

SECTION-I EMPLOYMENT & SERVICE CONDITIONS

1 Policy Statement on Manpower Recruitment 1

2 Direct Recruitment Procedure Manual 17

3 Awarding Job Contracts to Retired Govt. /CPSEs Employees 43

4 Service Rules 49

5 Transfer Policy 67

6 CDA Rules 75

7 Grievance Procedure 115

8 Policy Regarding Promotion of Executives 127

9 Policy Regarding Promotion of Supervisors 145

10 Policy Regarding Promotion of Workmen 161

11 Channels of Promotion in Workmen Category 175

SECTION-II PAY AND ALLOWANCES

12 Pay Fixation Rules 205

13 Pay & Allowances 223

14 Cafeteria of Perks and Allowances 231

15 Location Based Allowances 243

16 House Rent Allowance Rules 247

17 Dress Code Allowance 253

18 Incentive Scheme for Serving at Non-family Stations 259

19 Nightshift Allowance 266

20 Non-Practicing Allowance 267

21 Cash Handling Allowance 267

22 Free Electricity 267

23 Perks and Benefits to Executive/Engineer Trainees 269

26 Reimbursement of Expenditure on Local Travel 271

27 Performance Related Pay 283

28 Rules for Posting in Nepal/Bhutan 293


29 TA/DA Rules 307

Volume-II

SECTION-III EMPLOYEE BENEFITS/FACILITIES

30 Leave Travel Concession Rules 357

31 Medical Attendance Rules 385

32 Leave Rules 439

33 Company Leased Residential Accommodation Rules 485

34 Allotment of Residential Accommodation Rules 511

35 Incentive Scheme for promoting Small Family Norms 527

36 Company Vehicle Rules 539

37 Amenities to Sr. Executive 555

38 Scheme for providing Laptop to Executives 567

SECTION-IV TERMINAL/INSURANCE BENEFITS

39 Employees Provident Fund Rules 577

40 Gratuity Rules 647

41 Voluntary Retirement Scheme 681

42 Group Insurance Scheme 691

43 Group Personal Accident Insurance Scheme 695

44 SJVN Employees (self contributory) Superannuation Scheme 709

45 Group Saving Linked Insurance Scheme 725

46 Financial Relief in the event of Death/Permanent Disablement 735

47 Group Insurance (HBA) Scheme 745

Volume-III

SECTION-V ADVANCES

48 House Building Advance Rules 753

49 Conveyance Advance Rules 861

50 Multi-Purpose Advance Rules 895

51 Furniture Advance Rules 903

52 Computer Advance Rules 915

53 Children Higher Education Loan Rules 937


SECTION-VI HRD

54 Scheme for Sponsoring Executives for Higher Study 951

55 Apprenticeship Scheme 961

56 Foreign Visit Scheme 971

57 Scheme for Providing Vocational Education 985

58 Scheme for Appointing of Mentor for Trainees 991

59 Scheme for Payment of Honorarium 997

60 Scheme for Exit interview for employees 1009

SECTION-VII INDUSTRIAL RELATION

62 Scheme for Participative Management 1023

63 Scheme for Meeting With Union/Associations 1029

64 Suggestion Scheme 1035

SECTION-VIII ADMINISTRATIVE POLICIES

65 Functions of Full-time Directors 1045

66 Working Hours & Attendance system at Corporate Centre 1049

67 Policy regarding Closed & Restricted Holidays 1051

68 Procedure regarding movement of files 1052

69 Procedure Regarding Maintenance of Files and Official Records 1053

70 Guidelines for providing Guest House/Transit Camp 1055

71 Guidelines for providing Transit Camp, New Delhi 1058

72 Norms for Office Space, Furniture and Stationary Items 1060

73 Policy Regarding Telephone at Residence and Mobile Phone 1064

74 Perks & Benefits on Promotion 1070

75 Procedure of Handing over the Charge While an 1071Executive is on Leave

76 Furnishing of Material /Correspondence with outside Agency 1072

77 Farewell Party and Gift to Retiring Employees 1073

78 Briefcase Policy 1074

79 Matching Contribution to Group of Employees 1075

1POLICY STATEMENT ONMANPOWER

RECRUITMENT

3CONTENTS

RULE TITLE PAGE

Preamble 5

1.0 Preliminary 5

2.0 Human Resources Planning 5

3.0 Creation of posts 6

4.0 Job title, job specifications, role outline and pay scales 6

5.0 Induction Levels 7

6.0 Agencies for recruitment 7

7.0 Recruitment Sources 7

8.0 Selection from within 8

9.0 SC/ST/Ex-Servicemen, displaced persons etc. 9

10.0 Application formalities 9

11.0 Forwarding the applications of candidates from 9Government Public Undertakings

12.0 Requisition for manpower 10

13.0 Processing of applications 10

14.0 Selection procedure and constitution of Selection Board 11

15.0 Selection Board 12

16.0 Operation of Select Panel 13

17.0 Appointment Letter 13

18.0 Health Standards 14

19.0 Formalities at the time of joining 14

20.0 Interpretation and Amendments 14

21.0 Annexure-I Guidelines for Recruitment of Non- 15Executives

POLICY STATEMENT ON MANPOWER RECRUITMENT

5POLICY STATEMENT ON MANPOWER RECRUITMENT

Preamble:

SJVNs precious Assets would be its Human Resources. SJVN would, therefore,pick-up best talented manpower, nurture and develop this resource upto itsmaximum potential to ensure efficiency, effectiveness and success of theOrganization. SJVN also resolves to ensure manpower availability at the righttime, in right number and with the objective of ensuring their optimum and effectiveutilization. SJVN has also resolved to create conducive environment where eachindividual develops to its maximum potential and contributes to the organizationaldevelopment.

Keeping the above objective in view, SJVN hereby makes the following policystatements to be called SJVN Recruitment Policy and Procedure to govern,regulate and facilitate recruitment of Personnel in the Corporation.

1.0 Preliminary:

1.1 This policy statement and the rules and procedure made hereunder will be applicableto recruitment and selection of employees of all classes and categories irrespectiveof whether they are against regular, temporary or trainee posts, unless specificallystated otherwise. While making recruitment, the Corporation will keep in view theprovisions related to absorption as per agreement with State Governments.

2.0 Human Resources Planning:

2.1 With reference to the tasks and targets laid down for the Company and with referenceto specific individual targets for different divisions and projects of the Company,each division and department will review the manpower requirement for thefollowing financial year to determine the requirement of manpower both inqualitative and quantitative terms.

2.2 Based on the requirement of the additional manpower of the individual department,the detailed manpower plan for the financial year will be prepared by the HumanResource Development Group, in the Corporate Personnel Department for theCompany as a whole giving specific details of each new post other than the casualposts with justification thereof and its manpower plan will form a part of the overallHuman Resource Budget of the Company. While drawing up the Human ResourceBudget, each department will indicate the cost of additional manpower required.

2.3 Annual Human Resource Budget including the additional manpower requirementalong with all relevant details and estimated cost involved for all the divisions/projects will form a part of the Annual Human Resource Budget to be submittedfor approval of the Board of Directors.

2.4 On approval by the Board, the Human Resource Plan will constitute sanction for


6creation for posts including post of trainees and form the general basis of manpowerrecruitment during the financial period.

3.0 Creation of posts:

3.1 Specific sanction for each new post from the competent authority will be necessaryfor initiation of action for filling the post and the competent authority will issuethe necessary sanction depending on the requirement from time to time during theyear within the approved budget sanction and manpower plans subject, however,to policies and directives that will be issued by the Board of Directors.

3.2 The competent authority for creation of posts and approving appointments withinthe approved budget to such post will be as follows. The competent authority willbe referred to hereinafter as the appointing authority.

Posts Appointing Authority

a) Top post of General Manager and above Board of Directorsexcluding the posts to which theappointments are made by the President.

b) All posts other than those included in CMD(a) above Director (personnel)

c) Executive trainee/Supervisory trainee CMDand Artisan trainees Director (personnel)

3.3 The appointing authority will have the flexibility to re-appropriate posts as betweenvarious functions under his control subject to overall provisions in the budget.

4.0 Job title, job specifications, role outline and pay scales:

4.1 Job specifications indicating the eligibility requirement in terms of minimumeducational and/or professional qualifications, length, nature, quality of experience,upper age limit etc. and a general outline of the role and responsibility will be laiddown in respect of each job title along with pay scales. These will be issued by theCorporate Personnel Department from time to time with the approval of the Director(Personnel)/Chairman.

4.2 No appointment shall be made to any post in the Company unless the person fulfillsthe minimum eligibility requirement and conforms to the specifications prescribedfor the post except where general relaxations are made in the cases of reservedvacancies for the candidates belonging to SC, ST, Ex-servicemen and other specialcategories. CMD/Director (Personnel) will be authorized in special andexceptional cases, to grant relaxation in the prescribed specification where theappointing authority is satisfied that such relaxation is relaxation in the interest ofthe Company.


75.0 Induction Levels:

5.1 During the formative stage of company, recruitment in the initial years may take

place at all levels of organizational hierarchy.

5.2 At the appropriate stage of the growth of the Organization, recruitment will berestricted, by and large, to the induction levels as specified below so as to ensurethat career growth prospects of the existing employees are in no way impaired.

Category Level

Artisan Trainees W3

Diploma/Supervisory Trainees S1

Engineer/Officer Trainees E2

5.3 Infusion of new blood to the executive, supervisory and artisan cadres will bethrough the respective training schemes under which training based on specificrequirement of the Company will be imparted to the fresh Engineering graduates,diploma holders and ITIs. In non-technical disciplines also, trainees will be trainedfor Executive, Supervisory cadres.

6.0 Agencies for recruitment:

6.1 All recruitment to the executive cadre inclusive of executive trainees will becentralized in the Corporate Personnel Department.

6.2 In respect of non-executive trainees, recruitment will be made by the PersonnelDepartment of the project concerned by associating Corporate Personnel Division.

6.3 Arrangement for executive trainees will be made by Corporate PersonnelDepartment. Arrangement for non-executive trainees will be responsibility of theProject Personnel Department after the training module is approved by the CorporatePersonnel Division.

7.0 Recruitment Sources:

7.1 For executive cadre including executive trainees, selection will be made on AllIndia Basis and for that purpose, the posts will be notified through pressadvertisements, company notice boards and/or circulars issued to Governmentdepartments and Public Sector Undertakings where suitable candidates of therequired expertise are expected to be available.

7.2 In respect of recruitment to non-executive posts in the Workmen category up to thelevel of W6, all vacancies will be notified to the Employment Exchanges of thestate in which the Project is located as per the terms of Employment Exchange(Compulsory Notification of vacancies) Act, 1959. Keeping in view administrative/budgetary conveniences the vacancy may be published in the Employment Newsas per DPE OM no. DPE24(11)/96(GL-010)GM dated 2nd Nov 1998.Only personswhose names are registered on live register of any Employment Exchange locatedin the State in which project is located, may apply against the advertisement so


8that recruitment takes place from amongst the candidates whose names are registeredin Employment Exchange in the state in which project is located. In respect ofrecruitment to reserved vacancies, incase suitable candidates are not available fromthe lists sponsored by the Employment Exchanges of the State, notification willalso be issued to concerned associations with simultaneous notification to CentralEmployment Exchange, Government and Semi-Government Organizations and/or the positions may be advertised to the local press.

7.3 In respect of recruitment to non-executive posts above W6 level, recruitment willbe made from the region comprising the State in which the division/project/establishment concerned is located and the neighbouring States and for this purposenotification for filling up the vacancies will be issued in the newspapers and alsoto the Employment Exchanges of the region though the Central EmploymentExchange in addition to the notice board of the company. Provided that recruitmentmay be made to such posts from outside the region where the appointing authorityis satisfied that suitable candidates in adequate number will not be available withinthe region. Provided further that to facilitate recruitment to the reserved vacancies,copies of such notifications will also be issued to the various agencies andassociations, as stated above.

7.3.1 Recruitment of non-executives shall be further subject to the guidelines

circulated vide Office Order No. CC/Pers/12(47) dated 10th August, 1993, as

at Annexure-I.

7.4 In addition to the above, induction of executives and specialist non-executivesmay be made as deemed necessary and appropriate by the appointing authorityfrom one or more of the following sources: -

a) Deputation from Central/State Governments/Electricity Boards and PublicSector Organizations where suitable personnel on terms offered by thecompany may be available.

b) Campus interview and recruitment to the posts at the induction level ofexecutive trainees from reputed Engineering/Management Institutions vizIIMs, IITs.

c) Candidates located through personal contacts and talent survey only in respectof posts requiring specialist knowledge and expertise and/or exceptionalqualification and merit subject to the approval by the CMD/Director(personnel).

8.0 Selection from within:

8.1 Internal candidates fulfilling all eligibility requirement may be considered alongwith outside candidates subject to the conditions that earlier they should not havebeen considered by recruitment committee in any of the departments/units of thecompany and found unsuitable in the course of one year preceding the time of thecurrent interview date.


9Provided further that internal candidate employees in the next lower grade onlywill be eligible for consideration to the next higher grade subject to fulfillment ofminimum eligibility requirement and other criteria prescribed from time to timeand subject further to the condition that no vigilance and/or disciplinary case ispending against him.

8.2 Applications of all internal candidates will be forwarded to the PersonnelDepartment by the Head of the Department indicating whether or not candidatecan be released in case he is selected without detriment to the job currently beingheld by him.

9.0 SC/ST/Ex-Servicemen, displaced persons etc.:

9.1 Directive of the Government concerning reservation of vacancies and specialconcessions to be given to such candidates will be strictly and conscientiouslyadhered to.

9.2 The concerned P&A Department will implement the reservations for otherBackward Classes as per Office Memorandum No. 36012/22/93-Estt(SCT) dated15.11.1993 of the Ministry of Personnel, Public Grievances & Pensions, includingamendments, that may be made later on. A roster of 200 points need to be maintainedand no deviation is to be made which will be the personal responsibility of theHead of the Recruitment Department.

10.0 Application formalities:

10.1 No appointment will be made in the company except on the basis of an applicationgiving details and particulars as may be prescribed from time to time.

10.2 For all recruitment, application should be in the prescribed form. However,applications on plain paper may also be resorted to whenever necessary, keepingin view the urgency for manning the post and the lead time involved. In such cases,the candidate will be required to submit an application on the prescribed form atthe time of interview.

10.3 All applications for positions in the company will be accompanied by postal order/bank draft of the value of Rs.100/- for executive posts including trainees andRs.50/- for non-executive posts including trainees. Candidates whose names havebeen sponsored by the Employment Exchange will not be required to pay anymoney. Similarly, candidates belonging to SC/ST/Ex-servicemen and Handicappedcategories will be exempted from payment of application fee. However, appointingauthority will have power to exempt payment of money in any case of directrecruitment.

11.0 Forwarding the applications of candidates from Government PublicUndertakings:

11.1 Consistent with the guidelines issued by Bureau of Public Enterprises vide BPEsMemo No.2(172)/71-BPE (GM) dated August 18, 1971, SJVN will acceptapplication only if they are forwarded through proper channel in respect of personsemployed in Central and State Governments and in those Public Undertaking whose


10

rules provide for carry-forward of gratuity, PF, Leave and other benefits of transferon movement to another organization/Public Sector with the consent of both theOrganizations concerned.

Provided, however, that application from candidates hailing from PublicUndertakings referred to above may be accepted without being forwarded throughproper channel if the candidate submits a declaration along with an applicationstating that if he/she is selected for appointment in SJVN on terms acceptable tohim:

a) He will be agreeable to forego the benefits of carry-forward of leave, PF,Gratuity etc.

b) He will be able to secure due release from his present organization within thestipulated notice period and produce an evidence at the time of joining servicesof SJVN.

11.2 In respect of candidates from Public Undertaking, who despite the afore-mentionedguidelines from Bureau of Public Enterprises, do not provide for carry-forward ofleave, gratuity, PF and other benefits even in respect of persons whose applicationsare forwarded through proper channel, applications may be entertained directly asin the case of candidates from Private Sector Undertakings and requirement ofproper channel will not apply.

12.0 Requisition for manpower:

12.1 Head of the department will forward their manpower requirement in prescribedRequisition Form to the concerned Personnel Department through the respectivecompetent authority (competent to sanction creation of posts) indicating thereinthe last date by which placement of personnel is desired for different posts keepingin view the normal lead time for recruitment.

12.2 The requirement will be examined with reference to the sanctioned manpower.Personnel Department will decide whether the post(s) can be filled:

a) Out of personnel from other Departments/Units/Approved Selection Panelsalready available.

b) Inter-functional adjustment of posts.

c) Redeployment of surplus staff.

d) Trainees recruited through various training schemes.

13.0 Processing of applications:13.1 All applications received against a specific notification/advertisement will be

subject to a preliminary scrutiny by the Personnel Department, who will ensurethat :

a) all applications are duly completed and accompanied by the prescribedapplication fee.

b) age of the applicant is within the prescribed limit.

c) in case of applications from reserved categories, application is accompaniedby certificate to that effect from the Competent Authority.


11

13.2 Personnel Department will list applications and forward them to the concerneddepartment for scrutiny with a view to selecting for test/interview. Only thosecandidates who are considered suitable in terms of qualification, experience, natureand quality of technical knowledge, professional expertise required for eachspecific post.

13.3 On completion of the screening by the concerned department, the Head of theDepartment will forward to the Personnel Department a list of candidates consideredeligible for test/interview, spelling out clearly the criteria adopted for screeningand the basis of rejection of application in each case.

13.4 The applications will be screened by a duly authorized Officer nominated by theHead of the Department.

13.5 After the applications are finally screened, Personnel Department will prepare afinal list of eligible candidates indicating levels for which the candidate should becalled for interview, keeping in view the reserved vacancies and special relaxationfor candidates belonging to SC/ST etc. and this shortlist after approval by thecompetent authority or the officer to whom powers are delegated will form thebasis for candidates to be called for selection test and/or interview.

14.0 Selection procedure and constitution of Selection Board:

14.1 Personnel Department will decide applying various selection techniques like tradetest, written test, group discussions etc.

14.2 Selection will be made only on recommendation by a duly constituted SelectionBoard/Committee.

14.3 Selection to executive cadre including executive trainees will be made on therecommendations of the SJVN Central Selection Board, which will be constitutedas follows:-

a) One member from amongst persons to eminence and integrity with a suitablebackground in selection of personnel. He could be appointed on part timebasis like consultant or on a fee-and-expense basis.

b) CMD of SJVN or any of his nominee from amongst officers in the seniormost managerial cadre in the Corporate Office.

c) Head of Division concerned.

d) One of the Specialist(s) Advisor in the concerned specialization whether fromwithin or out of the Corporation.

e) Director (Personnel) or his representative.

f) Secretary (MPP & Power) or his nominee.

Chairman of the Selection Board will be the member from (a) above or in hisabsence in special cases, Chairman of the Corporation or any of his nominees not

below the rank of General Manager.


12

14.4 All appointment to posts in various non-executive categories including supervisorytrainees and other trainees will be made on the basis of recommendations ofSelection Committees constituted for the purpose, which must includerepresentatives from the following sources at the appropriate executive leveldepending on the post.

a) Concerned department/function.

b) Personnel Department

c) Expert (s) from other Public Enterprises/Professional Institute/GovernmentDepartment.

d) SC/ST representatives, wherever required.

e) Secretary (MPP & Power) or his nominee.

14.5 The Selection Board/Committees will be constituted by the Personnel Departmentin each case with the approval of the appointing authority.

14.6 Honorarium and reimbursement for board and lodging expenses may be made tomembers of Selection Board/Committee from outside the organization, as per rulesframed by the Corporate Personnel Department from time to time.

15.0 Selection Board:

15.1 The short listed candidates will be called upon to undergo selection process whichmay consist of:

a) an interview by the Selection Board or

b) a test and/or group discussion followed by an interview by the Selection Board.

c) an elimination test and/or group discussion followed by interview of onlythose candidates, who qualify in test/group discussion.

15.2 Candidates appearing for interview will be given journey expenses as per clause15 of TA/DA Rules.

15.3 The call letters to the candidates for appearing for the interview will be mailed atleast 10 clear days before the date of interview through certificate of posting.

15.4 In case of recruitment for vacancies reserved exclusively for SC/ST, separateinterviews will be held and in the Selection Board, a member belonging to thesecommunities will be included as a member of the Selection Board.

15.5 Personnel Department will make following documents available to the SelectionBoard:

a) a copy of the advertisement/notification.

b) a copy of the Bio-data of each candidate.

c) applications in original.

d) wherever available, appraisal reports of the candidates.


13

e) results of test/group discussion held prior to interview.

15.6 The personnel department apart from participating in the Selection Board, willhave the following specific responsibilities: -

a) briefing the members of the Selection Board on the specific requirements,responsibilities and remuneration for each post, approximate number of suitablecandidates to be selected and empanelled for immediate and futurerequirements and any other matter connected with the selection.

b) while the technical members will judge the suitability of the candidates interms of knowledge, skill, expertise and professional competence, thePersonnel representative will be responsible to call the attention of the Boardto the attitudinal, motivational and personality aspects relating to the jobrequirement.

15.7 The Selection Board, after taking into account qualification, experience, result oftest/group discussion, if any, and performance at the interview relating to skill,professional competence and overall personality factors, will assign the final rankingbased on consensus to each candidate considered suitable and recommend a panelof names of candidates in order of merit on the basis of ranking so assigned. Forreserved categories, separate panels will be drawn.

15.8 The Selection Board while making its recommendations, may also indicate remarksregarding accelerated promotion to the next higher grade in exceptional candidates,who are too senior to start afresh, in the grade selected and not senior enough forselection to the higher grade for reasons of internal company policy, area/areas ofspecialization where the candidate would be best suited and any otherrecommendations/remarks considered relevant in respect of any candidate.

16.0 Operation of Select Panel:

16.1 The panel of candidates as recommended by the Selection Board will be approvedby the appointing authority whereafter it will remain valid for initial period of oneyear. This can be extended by the appointing authority at his discretion for a furtherperiod of six months.

16.2 Based on the approved panel, the Personnel Department will issue offer ofappointment in the order given in the panel depending on the number of postssanctioned by the appointing authority from time to time. However, the candidatesbelonging to SC/ST etc. and other reserved categories will be given priority inappointment, as per the instructions of the Government from time to time.

17.0 Appointment Letter:

17.1 Personnel Department will issue appointment letters in the prescribed format induplicate alongwith requisite proforma such as Attestation Form, Declaration,Character Certificate, SC/ST certificate etc. and the candidate will be expected toreturn one copy of the contract of appointment duly accepted and signed by him.The appointment letter will indicate the last date by which the candidate must join


14

the company failing which the offer of appointment will deem to have beenwithdrawn, unless extension of the last date has been granted by the appointingauthority.

18.0 Health Standards:All appointment will be subject to the medical examination by the Companysauthorized Medical Officer, as per medical fitness standard prescribed by theCompany from time to time. However, candidates joining from other Public SectorUndertakings and Government Department who have been examined and declaredfit at the time of appointment will be exempted from Companys medicalexamination.

19.0 Formalities at the time of joining:

19.1 At the time of joining, the candidate will be required to give following documentsto the Personnel Department:-

a) Joining Report.b) A written undertaking regarding his marital status, immovable property,

hometown and employment of spouse in an Embassy or foreign mission.c) Medical fitness certificate.d) Bio-data on the prescribed application form.e) Attested copies of certificates and testimonials.f) A character certificate from a gazetted officer.g) Release and pay certificate in case of employees from Government/Public

Sector Undertakings.h) Attestation form for verification of antecedent.i) Declaration of relationships etc.

Those appointed as trainees will be required to execute and furnish bond/undertaking tocomplete the training course and thereafter to serve the Company for minimum period, aslaid down in the bond.

19.2 On appointment of a person, the District authorities concerned will be requestedto verify and report on the antecedent of the person in the prescribed attestationform, as per directives issued by the Government form time to time, provided,however, that such verification may not be insisted in the case of persons comingfrom Govt./Semi -Govt./Public Sector Undertakings immediately after prior toappointment in SJVN subject to production of evidence in support of the fact thatdue verification of the antecedent was made at the time of their appointment.

20.0 Interpretation and Amendments:

In case of any doubt arising with regard to any of the above provisions and in thecases uncovered by these rules, the final authority of interpretation will vest in theCMD/Director (personnel) whose decision will be final.

*****


15

ANNEXURE-I

GUIDELINES FOR RECRUITMENT OF NON-EXECUTIVES

The recruitment of non-executives, in critical categories, will be handled at Project Site.The appointment of daily rated is totally banned. Before recruitment action is taken, thevacancies of non-executive categories every time have to be got cleared from the Director(personnel) by giving reference of the Manpower Budget and by giving full justificationof the need to induct fresh hand.

Recruitment to the vacancies of non-executive categories in critical areas will be strictlyin accordance with approved Recruitment Policy and the SJVN job specifications. Norelaxation in the job specification will be made without the prior approval of the Director(Personnel).

Keeping in view the Agreement signed between GOHP and SJVN, following guidelinesare to be adhered to-

a) All posts requiring notification to the Employment Exchange in non-executivecategory should be notified to the concerned Employment Exchange,Director(Rehabilitation and Resettlement), Notice Board of SJVN, HODs andHPSEB duly indicating reservation for Physically Handicapped, SC/ST. Underno circumstances posts reserved for SC/ST are to be de-reserved. This applies toall categories of staff. The notifications should also be sent to recognised SC/STAssociations with an advise to Association that candidates may be advised toforward their application through concerned Employment Exchange and in suchcases, name forwarded by Employment Exchange should be considered.Notification to HPSEB should clearly indicate that they can forward names ofregular employees fulfilling job specification directly to SJVN, whereas in caseof daily rated fulfilling job specification, they may advise them to apply throughconcerned Employment Exchange. Similarly, notifications displayed on NoticeBoards should indicate that regular employees on deputation can forward theirapplication through proper channel directly to SJVN Personnel Departmentand daily rated should approach the concerned Employment Exchange.

b) In case of non-executive vacancies, not notifiable to the Employment Exchange,this should be advertised in the newspaper(s) at regional level, as per RecruitmentPolicy with copies to HPSEB with similar advice. The draft advertisement maybe got approved from HRM Department.

All copies of notification and advertisements should be sent to Corporate HRM Division.

The selection should be made by duly constituted Selection Committee as per guidelinesindicated in the approved Recruitment Policy and before issuing offer, the same be gotapproved by the Director (Personnel).

*****


17

DIRECT RECRUITMENTPROCEDURE

MANUAL

19

RECRUITMENT PROCEDURES MANUAL

CONTENTS

RULE TITLE PAGE

Section-I

1.0 Objectives 21

2.0 Scope of Coverage 21

3.0 Definitions 21

4.0 Sources of Recruitment 21

5.0 Reservation & Rosters for SC/ST & OBC 22

6.0 Relaxations & Concessions to SC/ST/OBC 23

7.0 Relaxations & Concessions to Physically Handicapped 24

8.0 Reservations to Ex-Servicemen 25

Section-II

9.0 Planning for Advertisement 26

10.0 Window Advertisement 26

11.0 Publication of Advertisement 27

12.0 Notification to the Employment Exchanges 27

13.0 Receiving/Registration of Applications 27

14.0 Screening of Applications 28

15.0 Proposal for Holding of Test/Interview 29

16.0 Written Examination 29

16.2.1 Syllabus for Written Test 29

16.2.2 Question Paper Setting 30

16.2.3 Question paper Printing 30

16.2.4 Data Processing & Issuance of Call Letters 30

16.2.5 Conduct of Examination 31

16.2.6 Evaluation of Answer Sheet 31

16.2.7 Declaration of Results 31

17.0 Constitution of Selection Board/Committee 32

18.0 Despatch of Call-Letters 32

19.0 Intimation to Selection Board Members 33

20

RULE TITLE PAGE

20.0 Preparation for Interview 33

20.2 Synopsis of Candidates 33

Section-III

21.1 Selection of Executive Trainees 33

21.2 Selection of Other Trainees 34

21.3 Verification of Documents 34

22.0 Criteria for Assessment Group Discussion & Interview 34

23.0 Principles of Empanelment for Trainees & Selection for 35the post other than Trainees

24.0 General Instructions for Interview 35

25.0 Separate Panel for SC/ST/OBC 36

26.0 Operation of Selection Panel 36

27.0 Issuance of Offer of Appointment 36

28.0 Fixation of Pay on Initial Appointment 37

Section-IV

29.1 Joining 37

30.0 Induction & Placement 38

31.0 Transfer of Records 38

32.0 Secrecy & Custody of Records 38

33.0 Statistics 39

34.0 Reports & Returns 39

35.0 Schedule for Recruitment 39

Section-V

36.0 Job Specifications for Recruitment of Executives 39including ETs

37.0 Interpretation & Amendments 42


21

SECTION I : GENERAL

1.0 OBJECTIVES :

Recruitment activities are centralised at Corporate Centre and are undertaken byCorporate Recruitment Group. However, with the prior approval of the AppointingAuthority, recruitment to non-executive posts may be carried out by ProjectPersonnel Department also. Objective of this Manual is to provide step by stepprocesses and procedures for the guidance of the officials making recruitment.The user of this Manual should be well familiar with the provisions of SJVNRecruitment Rules for its effective use.

2.0 SCOPE OF COVERAGE :

2.1 Various processes and procedures laid down in the manual shall apply to theappointments by Direct Recruitment either through open advertisement and/or fromwithin the organisation and/or Employment Exchanges as required underEmployment Exchanges (Compulsory Notification of Vacancies) Act, 1959.

2.2 These provisions will not apply to recruitment on casual or contract basis for specificassignment and period. Recruitment of Consultants and appointment on absorptionbasis shall also be outside the purview of these provisions and shall be guided bythe relevant rules applicable from time to time.

3.0 DEFINITIONS :(i) Organisation means SJVN, includes Corporate/Co-ordination Offices/

Projects/Units under its administrative control.

(ii) Recruitment Rules means SJVN Recruitment Rules titled PolicyStatement on Manpower Recruitment to govern, regulate and facilitaterecruitment in the Organisation.

(iii) Appointing Authority means authorities competent to make and approveappointments to the posts within the approved manpower budget as referredto at Clause 3.2 of the Recruitment Rules and also in delegation of Powers.

(iv) Posts means a position duly created and approved by the AppointingAuthority for making appointment.

(v) Job Specifications means the eligibility requirements in terms ofeducational / professional qualifications, length and nature of experienceand age criteria in respect of each post as indicated in Job SpecificationsManual for Executives, Supervisors and Workmen.

(vi) Standard Designations means the designations as given in JobSpecification to which recruitment will be made.

(vii) Pay means Basic Pay plus Dearness Allowance.

4.0 SOURCES OF RECRUITMENT:

4.1 Recruitment shall be in adherence to the overall manpower budget and will bemade only against the sanctioned posts. Once the manpower requirement is finalised,recruitment process starts with advertisement/notification of posts depending upon


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the source of recruitment i.e. from Open Market and/or through EmploymentExchanges.

4.2 Following will be the sources of recruitment:-

Posts Source

(i) Post in the Executive By advertisement on All India Basis.Cadre including ExecutiveTrainees (E2 to E9)

(ii) Posts in Non-Executive By Notification to all the EmploymentCadre in the Workmen Exchanges of the State in which theCategories upto W-6 Project is located.Level including Trainees. By publication in the Employment News.

In such case, only persons whose names areregistered with any of the EmploymentExchanges located in the State in whichProject is located, shall be considered

By notification to Central EmploymentExchanges/Local Press if it is felt thatsufficient number of reserved categorycandidates may not be available in theState where the Project is located.

(iii)Posts in Non-Executive By notification to the RegionalCadre other than those Employment Exchanges.at (ii) above. By advertisement in the Newspapers.

From outside the Region if it is felt thatsuitable candidates in adequate numberwill not be available within the Region.

5.0 RESERVATION & ROSTERS FOR SC/ST & OBC :

5.1 As per the Reservation Policy of the Govt. of India, certain percentage of postsunder its control are reserved for SC/ST & OBC. In order to determine the numberof vacancies for SCs, STs & OBCs, in a particular recruitment, Reservation Rostershave been prescribed. The following are the percentage of reservations andcorresponding model rosters in various methods of Direct Recruitment:

Type of Recruitment SC ST OBC ModelRoster

(i) By open competition on 15% 7.5% 27% 200All India Basis. Points

(ii) Otherwise than by open competition 16.66% 7.5% 25.84% 120on All India Basis. Points

(iii) Local / Regional Recruitment 25% 5% 20% 100(Himachal Pradesh) Points


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OBC Reservation is effective from 08.09.1993.

Note: By Open Competition would mean recruitment where the element of writtenexamination is involved as part of selection process. Any recruitment not madethrough written examination would mean recruitment otherwise than by opencompetition.

5.2 In SJVN, recruitment is generally made by Interview. Of late, Written Tests werealso resorted to as elimination tool to shortlist candidates to be called for Interview.As such, recruitments in SJVN fall under otherwise than by Open Competitionon All India basis with reservation for SC 16.66%, ST 7.5% & OBC 25.84%,as per 120 points roster. Following rosters for direct recruitment are presently inoperation in the organisation:-

Group Category Model Roster

i) Group A All Executive posts including Trainees. 120 Points Roster

ii) Group B All posts at S2,S3 & S4.a) Technical - 1 Roster.b) Non Technical 1 Roster. 120 Points Roster

iii) Group C All posts in Workmen categoryfrom W3 to W6 & S1.a) W3 to W6 Secretarial / 100 PointsMinisterial 1 Roster. Roster for HP.b) W3 to W6 Technical /Paramedical 1 Roster.c) S1 All - 1 Roster.

iv) Group D All posts in Workmen Category 100 Points (HP)at W1 & W2 levels.

Note: (i) In case the Written Test constitute the weightage in overall selection, in suchcases the Roster of 200 points will be applicable, i.e. 15% for SC, 75% for STand 25.84% for OBC.

(ii) The recruitment is centralised at Corporate Office, all Rosters will bemaintained/centralised by Corporate Recruitment Group. However, with theprior approval of Appointing Authority, if the recruitment of non-executivecategory is undertaken at project level, the reservation applicable in such caseswill be obtained from Corporate Recruitment Group by the respective P&ADepartment.

6.0 RELAXATIONS & CONCESSIONS TO SC/ST/OBC:

Age : Upper age limit is relaxable by 05 years for SC/ST and by 03 year for OBCcandidates. Physically Handicapped persons belonging to SC/ST will be eligiblefor relaxation of 10 years over and above the above age relaxation.


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Fee: SC/ST candidates will be exempted from payment of application fee.

Reservation:

(i) Posts to be filled on All India Basis (SC-16.66%, ST- 7.5% & OBC-25.84%).

(ii) Post to be filled by Open Competition on All India Basis ( SC- 15%, ST7.5% &OBC-27%)

(iii) Posts to be filled on Regional Basis for the State of HP (SC-20%, ST-5% &OBC- 25%).

Educational/Professional Qualification: No relaxation to SC/ST/OBC in the prescribedqualification criteria. However, 5% relaxation in minimum prescribed percentage of marks/grade in the educational qualification will be allowed.

Broadcast on AIR: Vacancies reserved for SC/ST may be notified to appropriate stationsof AIR for announcement.

Selection: If adequate number of SC/ST candidates are not available to fill the reservedposts, the minimum standard set for selection in Written Examination/Interview may berelaxed for selection of SC/ST candidates provided they are not considered unfit to holdthe post. The extent of relaxation in the minimum standard is not prescribed. However,this may be from 5% to 10% depending upon the requirement.

Experience: Relaxation in the length of experience prescribed will be given to SC/STcandidates by one year where the requirement is more than three years.

Separate Interview: The Interview of SC/ST and OBC candidates shall be held on aseparate day or sitting of the Selection Board so that the SCs/STs and OBCs are not judgedin comparison with General candidates.

7.0 RESERVATION & CONCESSIONS TO PHYSICALLY HANDICAPPED:

7.1 In addition to the reservation of posts for SC/ST/OBC in direct recruitment, 3%posts have been reserved for persons with physical disabilities (PhysicallyHandicapped) of which 1% each for persons with following disabilities:-

i) Blindness or Low Vision (Visually Handicapped).

ii) Hearing Impairment (Hearing Handicapped).

iii) Locomotor Disability or Cerebral Palsy (Orthopaedically Handicapped).

7.2 Reservation may start with any category of disability. It will, however, be ensuredthat there is proper rotation of reservation among the categories of disabilities.

7.3 Reservation for Physically Handicapped to various groups of posts will be as under:-


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Group C & D Posts - With reference to total strength.

Group A & B Posts - With reference to the identified posts as suitable for PH.

Note : Posts in Workmen category from W3 to W6 and S1 have been grouped in GroupC, W1 and W2 in Group D, Supervisory posts from S2 to S4 in Group B andall Executive posts from E0 to E9 in Group A. At present, the following postshave been identified as suitable for Physically Handicapped in Group A and B.

Group A- AE (Design Engineering)/Asstt. Officers (P&A / F&A /Training / IT&C / Hindi / PR).

Group B- Supervisor Grade I/II/III (P&A / F&A / Training / IT & CHindi / PR).

7.4 The Physically Handicapped persons appointed will be placed in the SC/ST/OBCReservation Roster in the appropriate category, i.e., SC/ST/OBC or Generaldepending upon the category to which they belong. This 3% reservation will bewithin the prescribed percentage of reservation for SC/ST/OBC and will not resultin increase in overall reservation for SC/ST/OBC.

7.5 The upper age limit will be relaxable by 10 years for appointment to Group C &D posts and by 05 years for Group A & B posts.

7.6 The candidates with Physical disability will be exempted from payment ofapplication fee.

8.0 RESERVATION TO EX-SERVICEMEN:

8.1 Reservation of posts in Group C and D to be filled by direct recruitment for Ex-Servicemen to the following extent has been prescribed :-

Group C Posts - 10%

Group D Posts - 20%

8.2 As in the case of Physically Handicapped the percentage of reservation for Ex-Servicemen is within the overall percentage of reservation for SC/ST/OBC andwill be shown against relevant categories, viz., SC/ST/OBC or General.

8.3 Ex-Servicemen who have put in not less than six months continuous service inarmed forces shall be allowed to deduct the period of such service from his actualage and if the resultant age does not exceed the prescribed maximum age by morethan three years, he shall be deemed to satisfy the condition regarding age limit.

Note: Any change notified by Govt. of India in the Reservation Policy will be madeapplicable.


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SECTION II : RECRUITMENT

9.0 PLANNING FOR ADVERTISEMENT:

9.1 Posts to be filled from Open Market will be advertised giving full informationregarding the nature and duties of the post, qualifications, experience and agelimit, prospects of promotion and other relevant information in the EmploymentNews and SJVN Website. If the selection process comprises Written Test, thesame may be clearly indicated in the advertisement. While planning theadvertisement following points may be kept in mind:-

Each advertisement will have a distinct identification number, like 35/2004. First two digits denote the serial number of advertisement releasedso far followed by the year in which advertisement is being released.

Brief introduction of the organisation. Details of post, discipline, level, number of posts (including reservation

for SC/ST/OBC, etc.), age requirement, scale of pay and reservation status.

Educational/Professional qualification requirement. Experience criteria - length and nature. Compensation package. Application fee details. Clear-cut mention of relaxation and number of vacancies reserved for

SC/ST/OBC.

General/Special conditions of recruitment, if any. Format of application. Mode of Transport for reimbursement of TA. Last date for receipt of applications. The applications received after the

closing date will not be entertained.

Address for receiving applications. The closing date to be clearly specified.

An advertisement to be drafted on the above lines is got to be approved fromdirector (Personnel)/Appointing Authority from time to time.

9.2 The cut-off date for qualification, experience and age will be the closing date forreceipt of applications. In such cases where candidates expecting their final resultsare to be allowed should be clearly indicated in the advertisement, subject to theobtaining of prescribed percentage of marks. Full advertisement alongwith Formatof the application will be hosted on the official Website of the organisation to bedownloaded by the candidates for use.

10.0 WINDOW ADVERTISEMENT:

As the advertisement of posts involves huge expenditure, it is desirable to resort toWindow Advertisement in order to curtail the expenditure. While the fulladvertisement will be published in a scheduled newspaper, say, in the EmploymentNews, a Window Advertisement may be carried out in the leading National/Regional


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dailies giving brief description of the posts proposed to be filled up advising thereaders to refer to the full advertisement in the scheduled newspapers and theofficial Website of the Organisation. The Window Advertisement is also got to beapproved from Director (Personnel)/Appointing Authority from time to time.

11.0 PUBLICATION OF ADVERTISEMENT :

11.1 Draft advertisement will be approved by the Appointing Authority alongwithestimated budget before publication in the media. The clause of sending theapplications through ordinary post accompanied with application fee may invariablybe mentioned in the advertisement. Depending upon the targeted candidates, theadvertisement will be published in the national /regional newspapers. Forrecruitment on All India Basis, the advertisement will be published in two leadingnewspapers and in the Employment News (Hindi, English and Urdu) throughCorporate Communications Department within the approved budget.Artwork of theadvertisement should be checked to ensure conformity with the approved draftadvertisement. On publication of the advertisement, copies of the same be obtainedand kept for record. On receipt of bills from the advertising agency, the bills willbe certified for payment.

11.2 One copy of the advertisement should be circulated to the Central PSUs/StateElectricity Boards. A copy should also be put up on the Organisations Notice Boardsin its offices under Corporate Centre and Project Offices. A copy should also be sentto the recognised associations of SC/ST/OBC and agencies for PhysicallyHandicapped/Ex-Servicemen as the case may be. The entire notification alongwithapplication format should also be hosted on the official website of the organisation.

12.0 NOTIFICATION TO THE EMPLOYMENT EXCHANGES :

12.1 Posts meant to be filled through Employment Exchanges under EmploymentExchange (Compulsory Notification of Vacancies) Act, 1959, will be sent to allthe Employment Exchanges in Himachal Pradesh or to the Regional/CentralEmployment Exchanges, as the case may be, giving full details as required in theprescribed requisition form given as Format I. Employment Exchanges will beallowed 21 clear days for sponsoring the names of the applicants registered withthem. It should be clearly indicated in the requisition form that in case, no namesare sponsored within stipulated 21 days, the Corporation will be free to resort torecruitment from open market. In such a case, Non-Availability Certificate (NAC)should invariably be obtained before initiating recruitment from the open market/any other sources than Employment Exchanges.

13.0 RECEIVING/REGISTRATION OF APPLICATIONS :

13.1 Once the posts are advertised in the press or requisition sent to EmploymentExchanges, proper arrangement for receiving applications will be made. For thispurpose, a big box may be conveniently placed at the Security Post where thePostman/Candidates may drop the applications. At the end of the day, applicationswill be collected and segregated post-wise, discipline-wise and be arranged inseparate folders for each post. Each application will be given a distinct registrationnumber alongwith date of receipt.


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13.2 Registration of applications will involve the following steps:-

Opening of applications and segregating on the basis of posts and categoryof candidates.

Giving registration number with date. Segregation of postal orders / demand drafts and sending them to Finance

for necessary action.

Data entry of applications.13.3 Registration of applications should be completed within fortnight from the closing

date.Depending upon the quantum of applications, the work of registration maybe assigned to outside agencies.

14.0 SCREENING OF APPLICATIONS :

14.1 Once the data entry of applications is over, screening of applications will be doneon the prescribed registration sheet itself strictly as per the advertised jobspecifications with no deviations. Preliminary screening will be done by a personin the Recruitment Department not below the rank of Jr. Officer, which will alsobe seen by the concerned executive in the department for the final scrutiny. It willbe ensured that the candidate meets the following criteria:-

He is within the prescribed age limit. He has the prescribed educational/professional qualification for the post. He has total and next below level experience for the post. He has enclosed prescribed application fee.

14.2 Candidates found meeting the prescribed job specification should be shortlisted aseligible in the relevant column. Similarly, those not meeting the specificationsshould be shown accordingly. In such a situation, reasons in brief for disqualificationbe recorded. Reserved category candidates who may have applied against Generalposts may also be considered subject to their meeting prescribed criteria againstGeneral posts without relaxation admissible to them.

14.3 For the posts other than Trainees, Personnel Department after preliminary scrutinywill forward the applications to concerned Department for scrutiny with a view toscreen for interview. List of only those candidates who are considered suitable interms of qualification, experience, nature and quality of technical knowledge,professional expertise required for each specific post shall be compiled.

14.4 On completion of the screening by the concerned department, the Head of theDepartment will forward to the Personnel Department a list of candidates eligiblefor interview, spelling out clearly the criteria adopted for screening and the basisof rejection of application in each case. The applications will be screened by aduly authorised Officer nominated by the Head of the Department. After theapplications are finally screened, Personnel Department will prepare a final list ofeligible candidates indicating levels for which the candidate should be called forinterview, keeping in view the reserved vacancies and special relaxation for


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candidates belonging to SC/ST etc. and this shortlist after approval by the competentauthority or the officer to whom powers are delegated will form the basis forcandidates to be called for selection interview.

14.5 Qualification requirement will not be relaxed in any case. However, the criteria ofage and length of experience in deserving cases may be relaxed with the approvalof Appointing Authority.

15.0 PROPOSAL FOR HOLDING OF WRITTEN TEST / INTERVIEW :

15.1 Screening of applications being completed, a proposal will be made seekingapproval of the Appointing Authority for holding of Written Test, if any, andInterview of the candidates found eligible for the post in the final screening. Theproposal will be accompanied by a list of eligible candidates to be called for Test/Interview clearly indicating the post for which they are to be considered alongwithscreening sheet and applications of such candidates. Date, venue and time of Test/Interview will be proposed.

16.0 WRITTEN EXAMINATION :

The induction at Trainee level in different cadre will be through Written Testconsisting of General Ability and the respective Subject. The minimum requiredpercentage in the prescribed qualification will be 50% for SC/ST/InternalCandidates and 55% for Others for recruitment of all types of Trainees in Executiveand Jr. Officer. For Workmen level the percentage may be fixed as per requirementwith the approval of Director (Personnel).

Note: If the number of applications received is less than 50 in any discipline, the holdingof Written Test will not be economical and the selection in such discipline will becarried out through Group Discussion carrying weightage of 30% and Interviewcarry weightage of 70% with the approval of Director (Personnel). If the SelectionInterview Committee feels, they may conduct a short Written Test of 50 markswhich will be part of Interview process.

16.1 Generally, subject to the prescribed qualifying marks in the Test, 05 candidateswill be called against one post from the Merit List. The number of candidates maybe extended not beyond 07 with the prior approval of the appointing authority.

16.2 The procedure to be followed for holding Written Test is given below:-

16.2.1 Syllabus for Written Test:

The Syllabus to be followed for various subjects/disciplines will be as under:-

(i) Engineering Discipline: The syllabus of Indian Engineering Services(UPSC) will be followed for setting the questionpaper for the test. However, comments of HODsof respective subject will be obtained for anyaddition/deletion in the syllabus.

(ii) Other Discipline: The syllabus for other discipline is to be devisedby Recruitment in association with the respectiveDepartment from time to time.


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Note: The disciplines in which Recruitment is to be made, the syllabus of the same shouldbe hosted on SJVN official Website along with advertisement and format for thereference of the candidates.

16.2.2 Question Paper Setting:

The question paper as per the details in Para 16.2.1 will be made only throughNational Level Institutes, i.e. for Engineering discipline Indian Institute ofTechnology and for other disciplines (HR, F&A, PR, etc.) IIMS, XLRI, Jamshedpur,TISS, Bombay, FMS, D.U., MDI, HP University or Sr. Faculty Members of theseInstitutes or similar level Institutes. The question paper for Supervisory andWorkmen category will be made through the Institutes/Sr. Faculty Members ofrepute with the approval of Director (Personnel) from time to time.

16.2.3 Question Paper Printing:

Normally the responsibility of printing of Question Paper will be entrusted to theagency for setting of question papers and in case the same is not possible due toshortage of time or any other reason, a team of two officer, one from Recruitmentand one from other department will be constituted by name with the approval ofDirector (Personnel) who will be responsible for printing of required number ofquestion papers and also maintaining the secrecy. In such a situation, the agencysetting the questions will be directed to handover the questions in the form ofproper question paper in a sealed cover containing one set of hard copy and oneCD which will be collected from them by authorised representative of SJVN. Thesame sealed cover will be opened in Printing press in the presence of all the membersnominated who will sign on the sealed cover and record that the seal found intactand opened in their presence. The signature of the Director/Owner of the presswill be obtained. All the codel formalities of printing of confidential matter willbe followed without any lapse.

In order to maintain the confidentiality, the job can be done on Single Tender basisby maintaining proper account or/alternatively through the agency shortlisted bySJVN, for its printing work on the rates quoted by them. The printing of questionpapers in appropriate quantity should be ready atleast four days before the date ofthe Written Test. The name of Printing Press will be kept secret and same presswill not be used more than two times in a block of five years.

16.2.4 Data Processing and Issuance of Roll Number & Call Letters:

The Head of Recruitment Section will be responsible for initiating the proposalfor engagement of external agency for data processing as and when required. Thedue care should be taken to allocate Roll Number, Date and Centre of Exam, Time,etc., besides issuing of Call Letters to eligible candidates to the address ofcommunication indicated by them in application format giving 15-20 clear daysbefore the date of the Written Test.


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16.2.5 Conduct of Exam:

The conduct of Written Test at any Venue will be joint responsibility of theSuperintendent of the Venue and SJVN Observers. The Recruitment Section willinitiate the proposal of nominating SJVN Observers to each Venue atleast oneweek prior to the date of Written Test and also arrange briefing session of Observerwith Director (Personnel). The manual indicating Important Telephone Numbers,Venue Address, Role & Responsibility of Observer, Instructions to the Invigilators,Regulation at the Venue, etc. will be handed over to SJVN Observer one day priorto the briefing session with Director (Personnel).

Each centre will have atleast one Observer. One officer will be made overallIncharge of the examination. Flying Squads will be constituted as per requirement.Observers will initial and stamp each Answer Sheet. Only candidates with validAdmission Cards with photographs will be allowed In case a candidates reacheswrong centre, he may be sent to his centre if time permits. In genuine casesObservers may allow the candidate to appear in examination in the same centre ifthere is no time. No outsider will be allowed in the centre and full strictness willbe observed. Scientific calculator may be allowed. No mobile phones will beallowed in the Examination Hall.

After examination, the Answer Sheet will be sealed in envelopes in the examinationhall with signatures of Observers and Invigilators on the envelope. Thereafter, theenvelopes will be sealed in a locker/steel alamirah in SJVN Office in the presenceof five SJVN Executives.

16.2.6 Evaluation of Answer Sheet:

Evaluation of Answer Sheet will be done within one week of the test. This will bedone by a team consisting of SJVN Executives approved by Director (Personnel)in a closed hall/room. Entry of no other persons or exit would be allowed while themarking is being done. An independent person preferably retired Session Judge orJudicial Officer of above rank will preside over the evaluation work and will signthe final result sheet. Full security will be provided for this purpose. The answersheets will be subject to 5% sample rechecking by SJVN Senior Officers of DGMand above rank.

16.2.7 Declaration of Result:

Subject to the minimum percentage and number of posts (1:5), the successfulcandidates will be called for Interview within three weeks from the date of theWritten Test.


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17.0 CONSTITUTION OF SELECTION BOARD / COMMITTEE:

17.1 Constitution of Selection Board/Committee for the Interviews will be as under:-

i) Board for selection in Executive cadre including Trainees:-

Chairman An eminent person of the level of Ex-Chairman of PSU/SEB/Addl.Secy. (GOI)

Member CMD of SJVN or his nominee.

Director (Personnel), SJVN or his nominee.

Head of Division/Department concerned.

01 Expert Member of appropriate level from the concerned areafrom within or outside the organisation.

SC/ST/OBC & Minorities representative of the level ofDy. Secretary.

HP Govt. Nominee.

ii) For Selection in Non-Executive Cadre including Trainees.

Chairman Head of Department/Function concerned.

Member Representative of Personnel Department to be nominated byDirector (Pers.).

01 Expert Member of appropriate level from within or outside theorganisation.

Secretary (MPP&P), HP Govt. or his nominee as HP Govt.Representative.

SC/ST/OBC & Minorities Representative of the appropriate level.

17.2 Selection Board/Committee for interviewing candidates constituted as providedabove will be proposed for approval of the Appointing Authority. Any change incomposition of the Selection Committee at a later stage may invariably be approvedby the Appointing Authority. The names of the members will be kept confidential.

18.0 DESPATCH OF CALL LETTERS :

18.1 On approval of the proposal for holding the Interview on a scheduled date, Call-Letters advising eligible candidates for appearing in the Personal Interview withSJVN Selection Committee may be sent well in time so as to ensure that candidatesget sufficient time for planning journeys and making other relevant arrangements/preparations. Generally, it should be/ is to 20 clear days before the date of Interview.In exceptional cases, the time gap may be reduced but in no case it should be lessthan 15 days.

18.2 Call Letter should be accompanied by Personal Resume form specifically indicatingthe following :-

Post to which a candidate is being considered for Interview with area andlevel, such as, General Manager (HRD)/E8, Assistant Personnel Officer/E2, Jr. Officer (IT&C)/S1, Jr. Steno Typist (English)/W3, etc.


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Scale of Pay of that post.

Venue of Interview.

Date and Time of Interview.

Documents/certificates in support of qualification, experience, age, caste,etc. for verification during Interview.

Mode of class for travel for the purpose of reimbursement of travellingallowances (TA Form be attached).

Note: A special mention that the candidates are being considered for the post provisionallyshould invariably be there in the Interview Call-Letters so as to have a room forelimination of candidates who do not possess the required job requirements.

19.0 INTIMATION TO THE INTERVIEW/SELECTION COMMITTEEMEMBERS :

19.1 After confirming the availability of the members of the Selection Committee, theyshould be informed in writing about the Interview with date, venue and time. Theyshould clearly be informed about the rate of honorarium for their association inthe selection proceedings, their travel and staying arrangements.

20.0 PREPARATION FOR INTERVIEW :20.1 Between the time of despatch of Call-Letters and date of Interview, there are certain

preparations to be made.

20.2 Synopsis of Candidates :

This is meant for Interview Board members to have relevant information about thecandidates being interviewed with the name, age, qualification and work experienceof the candidates in brief. The Synopsis of a particular candidate will be placed ina folder, which will also contain a copy of advertisement and a rating sheet formarking performance of the candidates during the Interview.

20.3 A particular room should also be identified and booked for the date of Interviewbefore hand. Finance department be supplied with a list of candidates appearingin Interview with their addresses to which Call-Letters had been sent for the purposeof making TA reimbursement. Travel and staying arrangements in respect ofparticipating outstation Board Members need also be made in advance.

SECTION III : SELECTION

21.0 Once the pre-recruitment activities as mentioned in Section-II are over, the processof selection, most important of the recruitment processes, starts. The followingmethod are used for selection of the candidates:-

21.1 Selection of Executive Trainees:

The candidates who are declared successful in Written Test which carry weightageof 75% are further required to appear in Group Discussion carrying weightage of10% followed by Interview carrying weightage of 15%. However, the overallmarks of Written Test will be 150 (80% questions from subject and 20% questionsof General Ability, i.e. Logical Reasoning, Intelligence Test, etc) and Selectionboard will award marks for Group Discussion and Interview out of 20 marks and


34

30 marks respectively. The number of questions may be increased after the approvalof Appointment Authority.

21.2 Selection for Other Trainees:

Other than Executive Trainees, the selection will be on the basis of Written Testcarrying weightage of 70% and Interview carrying weightage of 30%. However,the overall marks of Written Test will be 70 (80% questions from subject and 20%questions of General Ability, i.e. Logical Reasoning, Intelligence Test, etc) andSelection board will award marks for Interview, out of 30 marks. The number ofquestions may be increased after the approval of Appointment Authority.

21.3 Receiving of Candidates and Verification of Documents:

It is during interview when a candidate first comes into real contact with theorganisation. They should be properly received on their arrival and seated at thepre-appointed place/room. A welcome notice may preferably be placed at the maingate with a staff of Recruitment Cell having relevant information about the interviewto guide the candidates. Arrangement for drinking water and tea will also be made.Representative of Recruitment Cell will address them welcoming to the interview.

21.4 After the preliminaries being over, the verification of documents for ensuring theircandidature for interview will start. As this is the last opportunity to ascertain theireligibility, verification should be done with utmost care with respect to advertisededucational/professional qualifications, experience, age and caste as the case may.Those found meeting the prescribed conditions based on the verification will beallowed to appear in Group Discussion / Interview. The official doing verificationshould invariably sign the Personal Resume form of the candidate while clearinghim for Interview or otherwise.

21.5 Those not in a position to produce documentary evidence for their claim to thepost, but where the personnel representative is satisfied about his candidature,may be allowed for Interview against an undertaking to furnish required documentswithin a fortnight.

21.6 Those not meeting the criteria should be denied interview forthwith and no claimfor reimbursement of TA of such candidates be entertained.

21.7 TA claims of the candidates will simultaneously be verified and forwarded toFinance department, duly signed by an official of Personnel Department.

21.8 At any point of time, at least three candidates will be kept ready for interview.

21.9 After the interview of a candidate is over, he/she should be advised to collect TAfrom Finance and leave. He will not be allowed to mingle with the candidateswaiting for Interview.

22.0 CRITERIA FOR ASSESSMENT:

22.1 Group Discussion:

The Selection Committee will judge the candidates in Group Discussion and awardmarks for the skills of communications, originality in thoughts, initiative and teamspirit exhibited in the Group Discussions.


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22.2 Personal Interview:

The Selection Committee will judge the candidates in Personal Interview on depthof knowledge in respective discipline, leadership qualities, adaptability, physicalagility, experience, aptitude for project, value and communication skills.

23.0 PRINCIPLE OF EMPANELMENT:

23.1 The final merit list will be drawn on the basis of the following principles:

a) For Executive Trainees:

i. Marks obtained in Written Test will carry 75% weightage(Total marks 150).

ii. Marks obtained in Group Discussion will carry 10% weightage(Total marks 20).

iii. Marks obtained in Personal Interview will carry 15% weightage(Total marks 30).

b) For Other Trainees:

i. Marks obtained in Written Test will carry the weightage of 70%.

ii. Marks obtained in Personal Interview will carry the weightage of 30%.

Based on the above criteria, final merit list will be drawn for empanelling thecandidates for selection.

23.2 Selection for the Posts other than Trainees:

The marks obtained in Personal Interview will be taken as a basis for drawing finalmerit and empanelling the candidates for selection.

23.3 General Conditions of Empanelment :

(i) No candidate securing overall less than 50% marks will be empanelled.SC/ST candidates will be required to secure at least 40% marks for theirempanelment.

(ii) Empanelment will be made in order of merit.

(iii)In case of a tie in the overall marks, the order will be decided on the basisof dates of birth, followed by Govt. guidelines in case of further references.

24.0 GENERAL INSTRUCTIONS FOR INTERVIEW:

24.1 The Selection Board Members will be provided a folder containing Synopsis ofthe candidates, a copy of advertisement, personal resume of the candidate,applications in original, etc.

24.2 The representative of Recruitment Cell will brief the Chairman and Members ofthe Selection Board about number of posts, job requirements, reservation status,parameters for selection and principles of empanelment before the start of interview.

24.3 After the interview based on the assessment of the candidates by individualmembers, the Selection Committee will arrive at a consensus and draw a panel ofsuitable candidates in order of merit recommending them for appointment. If on


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consensus, they feel that a particular candidate deservers weightage in terms ofhigher salary, they may indicate the same as recommendations. Suchrecommendations, however, shall not be binding on the Appointing Authority.

24.4 The panel of candidates will be signed by each member of the Selection Board andhanded over to the concerned executive in the Personnel Department. After theinterview is over, Board members will be paid their honorarium.

25.0 SEPARATE PANEL FOR SC/ST/OBC (COMMON FOR ALL POSTS):

25.1 As provided in the Reservation Policy of Government of India, candidates belongingto SC/ST will be judged in Group Discussion/Interview separately on a particulardate or sitting and a separate panel for each of such categories will be drawn.If sufficient number of reserved category candidates are not available for interview,their interview will precede the interview of General candidate so as to avoid thetendency of comparison of such candidates against General candidates. Selectioncommittee may also consider their selection on relaxed standard as compared totheir counter-parts belonging to General category.

25.2 The SC/ST candidates selected on merit (without any concession/ relaxation) willnot be considered against reserved category.

26.0 OPERATION OF SELECTION PANEL :

26.1 Panel once drawn is valid for an initial period of one year which can be extendedwith prior approval of Appointing Authority for another period of six months forreasons to be recorded in writing. Relevant panel will be operated in order ofmerit as per the number of posts notified in the advertisement. Each time arecruitment is proposed, this will need approval of the Appointing Authority.

27.0 ISSUANCE OF OFFER OF APPOINTMENT:

27.1 Offer of appointment from the panel will be released in order of merit with theapproval of Appointing Authority. For this purpose, Corporate RecruitmentDepartment will make a proposal giving reference of the advertisement number,name & category of the candidate, post, scale of pay and place of posting of hisposting. The proposal will be accompanied by personal resume of the candidateand a copy of relevant select panel. The letter of appointment will have Annexuresgiving detailed terms and conditions of appointment of the candidate.

27.2 Once the offer of appointment is issued to a candidate, a Personal File will becreated for him. All relevant papers pertaining to his appointment will be kept in it.

27.3 Offer of appointment will be issued to the candidate at his mailing address furnishedby him in his personal resume. The candidate will be allowed joining time of 15days with an advice to convey his acceptance or otherwise to the offer ofappointment within 07 days. If no intimation is received within this time frame, areminder may be sent both at his correspondence as well as permanent addressadvising him to join within a fortnight, failing which Management may considerto withdraw and cancel the appointment made to him.


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27.4 On the request of the candidate, Management may consider to allow suitableextension to the candidates in joining time.

27.5 If the candidate does not respond, his offer of appointment will formally be closedwith the approval of the Appointing Authority and the decision of withdrawal andcancellation of offer be invariably sent to the concerned candidate. Thereafter, areplacement offer to the next candidate in the respective panel may be offeredwith the approval of the Appointing Authority.

28.0 FIXATION OF PAY ON INITIAL APPOINTMENT :

The initial basic pay of a new entrant shall be fixed at the minimum of the scale ofthe post to which he is appointed, except the cases of pay protection at intermediate/higher level recruitment which will be dealt as per Pay Fixation rules of the Nigam.

SECTION IV : JOINING

29.1 Once the candidate has confirmed his joining, he will report for joining to theconcerned authority within the scheduled/extended period of joining at the pre-determined location. Normally, all joining will be accepted at Corporate RecruitmentDepartment. His joining may be accepted subject to the following conditions: -

He has to produce a relieving certificate from his previous employer,if in employment.

Medical fitness certificate from the prescribed authorities. As providedin Recruitment Rules, if he was in employment with GovernmentDepartment/PSUs, no such requirement will be insisted upon. However,he will have to produce a statement from his previous employer that duringhis appointment there, he had been declared medically fit.

Certificate in the prescribed proforma in support of his claim to belong toSC/ST/OBC category. However, even if there is a doubt about his caste,he may be allowed to join provisionally and at a later date the office willwrite to the concerned authorities for certification of his caste. Thecandidate will not be denied joining on this account.

Attestation Form duly filled. The specific attention be paid whether hehas ever been convicted under the Court of Law, if so, he will not beallowed joining.

29.2 If the candidate fulfils the above conditions, he will be given a set of papers requiredto be filled by him on joining. A set of such papers called Joining Set is availablein the Recruitment Cell.

29.3 On completion of joining formalities, his joining report will be accepted byallocating him an identification numbers which will be his identity for CPFMembership and will be attached to him for the tenure of his employment in theorganisation. His joining report will be signed by an executive so authorised in theRecruitment Section.


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30.0 INDUCTION AND PLACEMENT:

30.1 The newly joined employee will be inducted to the concerned department. Arepresentative of the Recruitment Section alongwith his papers will escort him tothe concerned Head of the Department.

30.2 Recruitment Department in consultation with Corporate Training Department willchalk out an orientation programme for a suitable duration during which the newentrant will be introduced to the functioning of various departments before hisplacement in the department for which he has been recruited.

31.0 TRANSFER OF RECORDS:

31.1 Once the placement of the new entrant is done, the Recruitment Department willforward relevant documents to the Establishment Section for maintaining andregulating his appointment with the organisation. Following papers may beforwarded to Establishment Section: -

Copy of offer of appointment.

Personal Resume.

Copies of Educational/Professional Certificates.

Medical Certificate.

Attestation Forms.

Caste Certificate.

Dependency Certificate for the purpose of Medical and LTC Claims.

Home Town Declaration.

CPF Enrolment and Nomination Form.

Any other documents which may be required in the Establishment Section.

31.2 The proposals/approvals pertaining to his appointment, review in his terms ofappointment, etc. will not be parted with. These will remain with the RecruitmentDepartment itself.

32.0 SECRECY & CUSTODY OF RECORDS:

32.1 Recruitment is a very sensitive issue and should be carried out with abundant care/ precaution and utmost secrecy. Constitution of Selection Board, preparation ofMerit List, Issuance of Offers, etc. are highly confidential and no informationshould be given on these issues. However, once the approval for issue of offer isreceived, information about a candidate getting an offer or not can be given.

32.2 All relevant papers will be kept under lock and key in the Recruitment Section inthe charge of the sectional head. Incidental records, such as, applications, testpapers, etc. will be maintained for a period of two years after the selection is madeand thereafter destroyed with the approval of the Appointing Authority. ScreeningSheets and various proposals pertaining to recruitment and selection panels willbe maintained without time bar.


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33.0 STATISTICS :

33.1 Proper statistics as regards post notified, number of applications received, numberof SC/ST/OBC, PH, Ex-Servicemen, Minorities & Women among them and thoseselected may be compiled and kept handy for furnishing various reports/returns.

33.2 Similarly, details of expenditure incurred on a particular recruitment, such as,expenditure on account of advertisement, holding of test (if any), TA, honorarium,hospitality, etc., should be compiled and record maintained.

34.0 REPORTS & RETURNS:

34.1 After the recruitment and selection is over, following periodic reports and returnsare required to be furnished to the concerned authorities:-

Quarterly return to the Employment Exchanges.

Quarterly return regarding recruitment of Minorities.

Half Yearly return regarding recruitment of Physically Handicapped.

Half Yearly return regarding recruitment of Ex-Servicemen.

Annual return regarding recruitment of SC/ST/OBC.

35.0 SCHEDULE FOR RECRUITMENT :

35.1 Schedule of various activities starting from advertisement of posts till issuance ofoffers and joining of candidates will be worked out in advance and adhered to.Normally, the entire process should be completed within a period of three monthsas per the following schedule:-

Preparation and approval of draft advertisement Within 5 days

Release of Advertisement Within 15 days

Receipt of Applications Within 25 days

Processing of Applications/Despatch of Call Letters Within 15 days

Interview Within 20 days

Release of Offers Within 5 days

35.2 All out effort will be made to complete the recruitment processes as per the aboveschedule within the scheduled period of three months.

SECTION V

JOB SPECIFICATIONS FOR RECRUITMENT OF EXECUTIVES

36.0 In SJVN there are ten levels in Executive Category from E2 to E9, i.e. from thelevel of Executive to Executive Director. During the formative stage of SJVN, therecruitment in the initial years was done at all levels. After the commissioning ofNJHEP and undertaking the new projects, the career growth prospects of existingemployees can be ensured only by restricting the recruitment at induction level,i.e. Executive Trainee-E2 level. The induction at intermediate level during the


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construction phases of new projects may be made with the approval of AppointingAuthority. The job specifications for the recruitment of executives will be as under:-

36.1 The job specifications i.e. Level, Total Post Qualification Experience, Upper AgeLimit will be as per the details shown in the following Table:-

LEV DESIGNATION MINIMUM POST- UPPERELS QUALIFICATION AGE

RELEVANT EXECUTIVE LIMITEXPERIENCE

E-9 Executive 25 yrs. out of which at least 02 yrs in theDirector immediate lower grade/scale (IDA/CDA) 55

E-8 General 23 yrs out of which at least 2 yrs in theManager immediate lower grade/scale (IDA/CDA) 55

E-7A Addl. General 21 yrs out of which at least 2 yrs in theManager immediate lower grade/scale (IDA/CDA) 50

E-7 Dy. General 18 yrs out of which at least 3 yrs in theManager immediate lower grade/scale (IDA/CDA) 50

E-6 Sr. Manager 15 yrs out of which at least 3 yrs in theimmediate lower grade/scale (IDA/CDA) 45

E-5 Manager 12 yrs out of which at least 3 yrs in theimmediate lower grade/scale (IDA/CDA) 45

E-4 Dy. Manager 9 yrs out of which at least 3 yrs in theimmediate lower grade/scale (IDA/CDA) 35

E-3 Sr. Officer/ 6 yrs out of which at least 3 yrs in theEngineer immediate lower grade/scale (IDA/CDA) 35

E-2 A Officer/ 3 yrs after acquiring requisite professionalEngineer qualification. 30

E-2 Asstt. Officer/A.E. 1 yr after acquiring requisite professionalqualification 30

E-2 Executive Trainee No experience. 30

Note: Pay Scales as approved by MOP (GOI) from time to time corresponding to thelevels shown above will be mentioned in the advertisement, as well as in the offersof appointment. In case final Scales are not approved, Adhoc Scales will be indicated.

36.2 The qualification requirements are shown in the following Table for induction ofETs and Executives at intermediate level in different disciplines:-

SN Discipline Qualification

1. Personnel & Graduate with two years full time MBA/ MSW/ PostAdministration Graduate Diploma with specialisation in Personnel/HR

will be the main qualification.

2. Publication Graduate with Two years full time Post GraduateRelations Diploma in Journalism or Public Relations or Mass

Communications from recognised University/Institute.


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3. Law Graduate with three years full time Graduate Degreein Law from a recognised University/Institute.

4. Vigilance Graduate with Post Graduate Degree in Law fromrecognised University/Institute.

5, Official Graduate with Two years full time Post-GraduateLanguage Degree in Hindi with English as a subject in the Degree

Examination from a recognised University / Institute.

6. Medical MBBS / MD recognised by MCI.

7. Company Graduate and qualified Company Secretary withSecretary membership of the Institute of the Company Secretary

of India. Graduate Degree in Law or MBA will bepreferred.

8. Finance & CA/ICWA/Two years full time MBA with specialisationAccounts in Finance will be the main qualification. However, on

specific requirement we may induct two years fulltime Master Degree in Financial Control / ICFA from arecognised University / Institute. One or more out of theabove mentioned qualifications may be indicatedin the advertisement as per requirement.

9. Information B.E. / B. Tech. (Computer Science / Computer Engg.) /Technolo

Hrm Revised Manual 2011 12

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