Recruitment Assessment of Vacancies 1. – Vacancy in any cadre occur due to: Promotion Death...

1

Recruitment

Assessment of Vacancies

2


– Vacancy in any cadre occur due to:• Promotion• Death• Retirement• Voluntary retirement• Punishment (Compulsory Retirement, Removal from Service,

Dismissal from service)• Transfer to other recruiting unit• Resignation• Invalidation• Creation of post

3


• The occurrence of the vacancy is recorded in the “Vacancy Register” maintained year-wise for each cadre separately.

• The columns of the Register are:

Post - Year of Vacancy-

Particulars of Vacancy Filling up of Vacancy

Sl No

Name of the official

Community Cause of vacancy

Date of Vacancy

Method of filling up

Name of the candidate

Community

Date of filling up

Initials of SPOs

4

Assessment of Vacancies• (a) At the end of the calendar year, total the number of vacancies that

occurred during that year.• (b) Find the number of vacancies that remained unfilled for any reason

during the last year.• (c) Total the number of vacancies (a + b)• (d) Calculate the number of vacancies for which recruitment has been

made but the candidates are yet to join.• (e) Calculate the number of approved inward Rule 38 transferees yet to

join the Division.• (f) Total (d + e)• (g) Net Vacancy ( c – f)

5


• Check the Net Vacancy in the following manner:• Call for the number of working strength in each cadre as per Pay Bill• Call for the sanctioned strength as per Establishment Register.• Total the Sanctioned strength and working strength of all the HOs

separately.• Compare the sanctioned strength with the total of the Establishment

register maintained at Divisional Office.• Compare the total number of working strength with the total number of

employees shown in the Roster and in the Gradation list. (The number of employees in the Roster and Gradation list should tally with each other)

• If the compared figures tally, the figure arrived at by deducting the working strength from the sanctioned strength is the number of vacancy available in the cadre.

• The number of vacancy thus arrived at should tally with the number of vacancy arrived at in the vacancy register.

6


• The vacancy, thus arrived at should be divided as follows:– In respect of PA cadre, 50% for direct recruit and 50% for

promotion.• Odd figure, if any, goes to promotional quota.• As communal Roster is maintained separately for direct

recruitment and promotion, the number of vacancies, arrived at for direct and for promotion, should be further divided as 50% for Other communities and 50% for reservation.

• The total number of posts for reservation should not exceed 50% in each category i.e. direct and promotion.

• Therefore, Odd figure, if any, goes to other communities.

7


– In allotment of vacancies in respect of Postman cadre, the

Recruitment Rules should be followed, i.e.

• 50% for direct Recruitment and 50% for promotion.– Direct Recruitment is made from GDS cadre of the

Division failing which the neighbouring division failing which from open market

– Promotion is made from MTS cadre of the Division failing which the neighbouring division failing which from open market

– In the process, the reservation rule viz. reservation should not exceed 50% has to be followed

– Odd figure, if any, goes to Other community.

8

Assessment of Vacancies– In allotment of vacancies in respect of Multi Tasking

Staff, the Recruitment Rules for the cadre should be followed

• There is no promotional category of recruitment for this cadre.

• So, there is only direct recruitment.• Reservation Rule of 50% has to be followed in reserving the

vacancies to various communities for each mode of recruitment

The crucial date for calculation of vacancies is 31st March from 2014-2015

9

• Exercise 1

Reservation & concession - Post based roster

10

Reservations & Concessions

• Introduction: The words you should familiar with.

Word DenotesPost As per establish register the sanctioned strength of

a cadreVacancy Difference between the sanctioned strength and

working strengthPost based roster A register maintained for watching the

appointment of prescribed number of persons of a particular community.

11

• Effective from 02.07.1997• Reservation to the extent of percentage prescribed• Number of points shall be equal to number of posts• At the end of roster ‘squeezing’ is done• Separate roster for each mode of recruitment• Points in roster are expanded or contracted

Post-based roster -principles

12

• Reservation in a year not to exceed 50% except for SC/ST/OBC backlog• Backlog will lapse if combined representation by DR/DP achieved• Roster to run on the principle of replacement (in an ideal situation)• Excess/short adjusted in subsequent appointments


13

• Persons belonging to reserved category recruited on merit adjusted against UR points• De-reservation allowed only in promotion• Exchange between SC/ST not allowed• Officials transferred under R 37 or 38 to be adjusted against roster points• No roster for ad-hoc appointment• Roster is not confidential


14

Percentage in reservation

Direct Recruitment – All India basis• By open competition SC - 15%

ST – 7.5%OBC – 27%

• Otherwise than open competition

SC – 16.66%ST – 7.5%OBC – 25.84%

15

Regional Recruitment

SC ST OBCAndra

Pradesh16 7 27

Karnataka 16 7 27Kerala 10 1 27

Tamilnadu 19 1 27Pondichery 16 NIL 27

16

Reservation in Promotion

SC 15%ST 7.5%

17

• Reservation to Ex-servicemen− Group ‘C’ category – 10%− MTS category -20%− Reservation in Direct recruitment only− Reservation to vacancy & not to the post− Ex-servicemen selected under reservation Should

be adjusted against respective communities in the roster

− Unfilled vacancies are carried over

Percentage in reservation..

18

• Meritorious Sports persons Appointment can be made for Gr’C’ & MTS Age relaxation 5 years & 10 years(SC/ST) 5% of the vacancies in a year Persons selected under reservation should be

adjusted against respective communities in the roster

Unfilled vacancies are not carried over


19

• Compassionate Appointment− 5% of vacancies in a year− Persons selected under reservation should be

adjusted against respective communities in the roster

− Appointment to Gr’C’ & MTS− Relative merit points & procedure for selection− Selected persons to give undertaking that he will

take care of the family− Check list to be referred


20

• Persons with Disabilities− Reservation to the extent of 1% of each of blindness, hearing

impairment and locomotors disability− Persons selected under reservation Should be adjusted

against respective communities in the roster− Their services can be utilized for the jobs suitable to their

disability− Inter se exchange of vacancies permitted− Separate 100 point register to be maintained

− I Block – point 1 – 33− II Block – point 34 -67− III Block – point 68 -100


21

22

• Exercise 2

23

Types of Transfer

24

TYPES OF TRANSFER

• There are two types of transfer.1. Transfer at request2. Transfer in the interest of service.

25

Transfer at request

• This type can further be classified in to,1. Transfer within the Unit (Unit means Division and sub appointing Units)2. Transfer outside the Unit (Rule 38 transfer)

• Transfer orders issued on the request of the official would invariably contain the order that the official would not be eligible for the grant of TA/DA/TP etc.

• No joining time is permissible in such cases.

26

Rule 38 transfers

• The transfer at request outside the unit is regulated under Rule 38 of Volume IV.

• The transfer at request outside the Unit is again classified in to two.– 1. One way Transfer. – 2. Mutual Transfer

27

Rule 38 Transfer

• This is transfer at ones own request• Such transfer should not be discouraged if

these can be made without harming interest of others

• As a general rule official should not be transferred from one unit to another either within the same circle or to another circle unless he is permanent

28

Rule 38 Transfer

• A declaration to the effect that he accepts the seniority on transfer in accordance with the prevalent rule and that he will not have any claim to go back to old unit should be obtained before an official is transferred under this rule

29

One way Transfer

• The request of the official is processed in the Divisional office in following order– If the official belongs to Postman or MTS cadre

and is a permanent official, the SSP may issue orders for transfer to the transferee unit in the division provided if there is a vacancy in that unit.

30

One way Transfer

• In the case of PA cadre, the application of the official is forwarded to the Regional PMG with required particulars and Recommendation or otherwise of the Divisional Head for disposal.

• If the transfer sought for is to a Division in another Region, then the case has to be submitted to the Head of the Circle with the concurrence of both the Regional PMsG.

31

Registers maintained for Rule 38 transfers

• Inward Rule 38 Register (particulars of the officials who seek transfer to his unit)

• Outward Rule 38 Register. (particulars of the officials who seek transfer to other units )

• Both these Registers have to be maintained separately for the officials of Direct Recruitment and Promotion

32

One way Transfer• The inward transfer of directly Recruited

and promoted officials are adjusted in the respective vacancy of the year.

• The outward transfer is calculated as a vacancy.

33

Mutual Transfer

34

Mutual Transfer

• Sought for by two officials of different Divisions as an exchange of their position.

• Before forwarding the case to the Regional Office, the reasons furnished by the officials concerned have to be verified through the field officers. The report of the field officer also has to be furnished with the applications of the officials concerned.

• As no vacancy is created or adjusted in this case, the mutual transfer does not involve the question of vacancy in the Division.

35

Transfer in the interest of Service-

Rule 37 transfer

36

Transfer in the interest of Service- Rule 37 transfer

– This type of transfer is ordered in two circumstances.• Transfer on complaints and/or alleged misconduct.• On completion of requisite tenure in the post also

called Rotational Transfer.

37

Transfer on complaints and/or alleged misconduct.

– This transfer is resorted when the official has caused serious complaints and his functioning in the same office would be detrimental to the documents and witnesses who stand against him on his misconduct.

– Rule 37 empowers the authority superior to the appointing authority to consider such cases and to order such transfer from one unit to another unit.

38

On completion of requisite tenure in the post

• This transfer is ordered en-masse to all the officials who complete the tenure.

• It is normally referred to as Rotational Transfer.

• Order is generally issued in the month of March- April.

39

Authority Competent to Order Transfer

Sl No

Cadre Authority competent to order transfer

1 GDS Head of Circle

2 Group D/Postman/Mail Overseer Divisional Head to allot Subdivision and Sub Divisional head to post in Post Office

3 Postal/Sorting Assistant Divisional head

4 Postmaster/ LSG/HSG/PA SBCO/Postmaster Grade I and II

Director Postal Services

5 Inspector Post Director Postal Services

40

Authority Competent to Order TransferSl No

Cadre Authority competent to order transfer

6 Asst. Supdt. Post Head of Region in the region/ Head of Circle for allotment of Region and in his own region

7 Group B/Group A (JTS/STS) Directorate [DDG (P)]allots the circle

8 Group B/Group A (JTS/STS) Head of Region in the region/ Head of Circle for allotment of Region and in his own region

9 JAG and JAG(NFSG) Minister of State (C&IT)

5 Above JAG (SAG/HAG) Minister of Communications & IT

41

Transfer Policy

• Guide lines are issued by the competent authority from time to time on transfers.

• These are codified in the form of Transfer Policy guidelines.

• They are issued separately for Group A officers of IPoS and other cadres.

• They are reiterated from time to time as per the requirement.

42

Compendium on Rotational Transfer Policy Guidelines

43

Cut off date for calculating tenure• The crucial date for calculation of tenure is

30th September• Persons joining after 30th September will

complete tenure in April in 5th year of posting• Continuous leave of any kind exceeding six

months will be excluded from the tenure period

• Periods of training/deputation exceeding six months at a time will be excluded from the computation of a tenure period.

44

Special instruction regarding posting as Treasurer

• There is no objection if an official, who has completed a full tenure in another post in an office is posted as cashier/Treasurer subject to the administrative convenience. The official may be allowed to complete full tenure as Treasurer/cashier even though he has done a full tenure in the same office in another post.

45

Extension of tenure

• Extension of tenure should not be encouraged and only in exceptional cases (i.e) on health grounds and officials retiring within one year, this may be considered

46

Extension of tenure• Extension of tenure may be allowed in

deserving cases for a period of one year by the regional PMGs and to Gazetted officers up to the STS level by the Head of the Circle.

• Extension of tenure by one year in the case of single handed Sub Postmasters may be considered only by the Head of Circle

47

Extension of tenure• Extension of tenure beyond one year may be

decided by the Heads of Circles. • Heads of Circles may extend tenure up to a

maximum of 2 years in case if it is not possible to replace the existing incumbents working in SB branch with qualified officials

48

Officers retiring in 6 months not to issue transfer orders

• Divisional Superintendents retiring within six months are required to obtain prior approval of DPS/PMG before issuing transfer orders

49

Special instruction regarding PAs working in SB Branch

• The maximum tenure of SB branch is 5 years. The Head of the Circle may extend the tenure up to the maximum of 2 years in case it is not possible to replace the existing incumbents with the qualified officials.

• The Savings Bank allowance is admissible to those PAs who were selected to be posted in SB branch having 5 years service an who have passed the Aptitude Test.

50

Reduced tenure in certain stations

– In the station which are considered arduous where the conditions of life are comparatively harsh for want of educational, medical, and transport facilities etc., the Head of the Circle may fix shorter tenure for 2 or 3 years instead of 4 years.

51

Vigilance Instructions regarding Rotational Transfer

• SPM/PA who have worked in ‘C’ and ‘B’ class SO irrespective period of posting/completion of tenure should not be posted back to the same office after a break.

• Officials can have only one posting in the concerned ‘C’ and ‘B’ class SO in their entire service period.

52

Vigilance Instructions regarding Rotational Transfer

• However the CPMsG and PMsG have powers to relax this provisions in respect of ‘C’ and ‘B’ class SO if warranted by exceptional administrative exigencies.

• Compulsory verification of past record in the posting/ transfer of officials as SPM in Single Handed Post Offices- Preventive Vigilance Measure:

(DG’s letter dated 06.11.2006)

53

Verification of records while transfer

• Thorough checking/verification of the past record of service

• If any official having unsatisfactory record of service is working in a SO, he should be shifted.

• Such verification should be compulsorily done in cases of posting and transfer of officials for the post of SPM in single handed Post Office or for the offices working as single handed SPMs.

54

Group C Officials in RMS• Sorting Assistant and Mail Guard are rotated

Annually between section and Mail Office• This rotation is ordered every year in

December and is applicable for one calendar year starting from 1st January

55

Group C Officials in RMS• Tenure of SAs in divisional office/HRO/SRO is 4

years• These SAs are rotated between Mail office and

DO/HRO/SRO every 4 years• All other conditions of rotational transfer

apply as in case of Post Office

56

Postman/Mail Guard and MTS• Postman, Mail Guards and MTS staff is

generally not transferred without any administrative reason and if transferred these are not transferred out of the district

• Transfer of these cadres is also possible on request of the official

• Beat rotation of Postmen and mail guards is done as per the existing instructions

57

Mail Overseer

• They may be transferred to one line to another line with the head quarters at the same station once in two or three years, however there is no fixed tenure for Mail Overseers.

• If necessary, they may be transferred to another station with in the same postal division once in five years.

58

Rotational Transfer for IPs/ASPs

• Inspector of Posts and ASPOs in charge of Sub Divisions including their counterparts in the RMS shall be treated at par with Single Handed Sub Postmasters

• Those IP/ASP Sub Division completing tenure by 30th September should be considered for transfer.

• Officers falling in other categories should be transferred on completion of their post-tenure within the same station to the extent possible.

• If it is not possible to transfer within the same station, they may be posted outside their stations.

59

Exercise 3

End of session

Recruitment Assessment of Vacancies 1. – Vacancy in any cadre occur due to: Promotion Death...

Documents

Transcript of Recruitment Assessment of Vacancies 1. – Vacancy in any cadre occur due to: Promotion Death...