Recruitment

1. Recruitment Assessment of Vacancies

2. Assessment of Vacancies • 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. Assessment of Vacancies • 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-

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. Assessment of Vacancies • 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. Assessment of Vacancies • 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. Assessment of Vacancies • 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

10. Reservation & concession - Post based roster

11. Reservations & Concessions • Introduction: The words you should familiar with.

12. Post-based roster -principles 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

13. Post-based roster -principles 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

14. Post-based roster -principles 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

15. Percentage in reservation

16. Regional Recruitment

17. Reservation in Promotion

18. Percentage in reservation.. • 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

19. Percentage in reservation.. • 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

20. Percentage in reservation.. • 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

21. Percentage in reservation.. • 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

22. Exercise 2

23. Types of Transfer

24. TYPES OF TRANSFER • There are two types of transfer. 1. Transfer at request 2. Transfer in the interest of service.

25. Transferat 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

40. Authority Competent to Order Transfer

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.