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POSTAL MANUAL VOLUME IV

Part -I
CHAPTER-III

CASUAL LEAVE

99. As reproduced in Appendix No. III to Fundamental and Supplementary Part III
(Leave rules) casual leave is not a recognized form of leave and is not subject to any
rules made by the Government of India. A Government servant on casual leave is
not treated as absent from duty and his pay is not intermitted. For administrative
reason and in order to ensure, as far as possible, uniformity of treatment in this
respect, the following instructions have been laid down by the Director-General of
Posts to regulate the grant of casual leave to the officers and staff of the Department
of Posts which must be strictly observed:-

(a) Casual leave is limited to a maximum of 8 days in a calendar year in


respect of all the staff except the Postal Dispensary Staff for whom it is 10 days as
prescribed by the Department of Personnel and Training.

(b) The number of days specified is a maximum only and no one can claim the
maximum number of days of casual leave as a matter of right.

(c) Casual Leave is intended essentially for short periods of absence due to
unexpected contingencies. Such leave should ordinarily be granted for short periods
of 1, 2 or 3 days but not exceeding 5 days at any one time. The head of the office
may however waive this condition in any individual case if he considers that there are
exceptional circumstances justifying a relaxation in this regard. The practice of
prefixing or suffixing casual leave to gazetted holidays or Sundays should be
discouraged. Sundays, Public Holidays and weekly offs falling within the period of
casual leave, or preceding or following it, should not be counted as part of the casual
leave.

(d) Except in the cases specified in Rule 100 below, the grant of casual leave is,
in each case, subject to the clear condition that no extra expenditure should be
incurred in consequence of the absence of an official on casual leave. Casual leave
can be granted only when this can be done without inconvenience to public,
administration and the work of the absentee can be distributed and performed by the
remaining staff or can be held up without inconvenience pending his return to duty.

(e) The authority competent to grant casual leave is the head of the office, and
where the applicant is himself the head of the office, the authority immediately
superior to him. The Head of the office under the control of a Gazetted officer may
delegate the power to grant casual leave to any authority subordinate to the latter.
The decision of this authority to grant or not to grant casual leave is final in all cases.
Note 1.-- A branch postmaster or Gramin Dak Sewak Sub Postmaster is not Head
of an office for the purposes of this instruction.

Note 2.-- In the case of postmen, village postmen, mail-guards and Class IV
servants, the power to grant casual leave will be exercised by the Head of offices
subject to the condition that if a substitute is required in place of an absentee, the
authority competent to arrange for the substitute will be the authority competent to
sanction the casual leave.

Note 3.-- In regard to persons who join Government service in the middle of a
calendar year, the authority competent to grant such leave will have the discretion to
grant either the full period of 8 or 10 days as the case may be or only a proportion
thereof, after taking into account the circumstances of the case.

Note 4.-- If an official is transferred during the middle of the year from an office
or post where the limit of 10 days casual leave applies to an office or post where the
limit of 8 days casual leave applies or vice versa the amount of casual leave
admissible may be determined by the head of the office after taking into account all
circumstances of the case.

100. Expenditure by payment of overtime allowance or by employment of


substitutes or by payment of traveling allowance may be incurred on account of the
absence of officials on casual leave only in the following cases :-

(a) By payment of overtime allowance to a Sorting Assistant substitute/Mail-


guards/Mailman and other Class IV substitutes; : In a case where a Sorting
Assistant/Mail-guard/Mailman/other Class IV in the R.M.S. proceeds on casual leave
and no leave reserve Sorter/Mail-guard/ Mailman/other Class IV, is available to
perform the work of the absentee and the work of the absentee Sorting
Assistant/Mailguard/Mailman/other Class IV, cannot be held up or distributed among
the staff on duty, a substitute from officials on off-duty i.e. at rest, may be placed on
overtime duty to carry on the work of the absentee, on payment of overtime
allowance.

(The authority ordering overtime allowance should certify that no leave


reserve was available at the station and duties could not be combined and that the
work could not be managed without a substitute).

(b) In post offices by engaging substitutes in the place of postman and class IV
servants.
Note: The rules regulating the employment of substitutes in casual leave vacancies
are given in Appendix 6 of this volume.

(c) By payment of traveling allowance to substitutes : In the case of single-


handed or two handed post offices, telegraph branches of combined post Railway
Mail Service record offices, mail offices, traveling sections or such offices where
although the sanctioned establishment exceeds two, it is not possible to make local
arrangements to fill up a casual leave vacancy.

(Government of India’s decisions below S.R.-114 and Director General’s


Instructions below S.R.-114, Posts and Telegraphs Compilation of the F.& S. Rules,
and Memo No. ESA.-10/41/7 dated the 22nd December, 1942.)

101. Deleted.

102. Casual leave need not be reported nor recorded in absentee statements, in
service books or service rolls. It should be noted in loose sheets in form Est.-50.
The forms should be kept with the authority empowered to sanction casual leave or
with his head clerk, if any. Inspecting Officers should scrutinize a proportion of these
casual leave sheets. When an official is transferred, the officer maintaining his
casual leave sheets will forward them enclosed in a service registered cover direct to
the officer by whom they are to be maintained.
CHAPTER IV

PENSION AND GRATUITIES

PENSION RULES

103. The grant of pension, family pension and Death cum Retirement Gratuity
are governed by the CCS(Pension) Rules, 1972.

104. Classes of Pension

Pension is admissible to permanent employees who retire or are retired


with a qualifying service of not less than ten years. Temporary employees
who retire on superannuation or invalidation after rendering not less than
ten years of service or retire voluntarily after 20 years’ continuous service
are also eligible for pension. The different classes of pension are –

1. Superannuation pension on retirement after superannuation.


2. Retiring Pension on voluntary or premature retirement before
superannuation
3. Pension on absorption in or under a Corporation, Company or
Body, owned or controlled or financed by the Government, if
the absorption is permitted by the Government.
4. Pension on absorption consequent upon conversion of a
Government department into a Central Autonomous Body of a Public
Sector Undertaking.
5. Invalid Pension on retirement after being declared by the competent
medical authority to be permanently incapacitated for further service.
6. Compensation Pension on selection for discharge owing to the
abolition of his permanent post and provision of alternate employment
of equal status is not possible, or offer of a lower post is not accepted.
7. Compulsory retirement Pension on compulsory retirement as a
measure of penalty. Such pension or gratuity or both will not be less
than two-thirds nor more than full compensation pension or gratuity or
both admissible on the date of compulsory retirement.
8. Compassionate allowance on dismissal or removal, sanctioned by
the Competent Authority in a case deserving of special consideration.
This is also pension but the amount should not exceed two-thirds of
pension or gratuity or both, which would have been admissible to him,
if he had retired on compensation pension.
9. Minimum amount of any class of pension will be Rs.1,913 p.m. and
maximum will be 50% of the highest pay plus Dearness Pay in the
Government.
105. Premature Retirement

At any time after a Government servant has completed thirty years’


qualifying service-

(a) he may retire from service, or


(b) he may be required by the Appointing Authority to retire in
the public interest and in the case of such retirement the
Government servant shall be entitled to a retiring pension:
Provided that-

(a) a Government servant shall give a notice in writing to the


Appointing Authority at least three months before the date on which
he wishes to retire; and
(b) the Appointing Authority may also give a notice in writing to a
Government servant at least three months before the date on which he
is required to retire in public interest or three months’ pay and
allowances in lieu of such notice.

Instructions for the prompt disposal of pension cases.

106. Pension cases are often considerably delayed and the pension papers have
to be returned very often for the correction of mistakes and the supply of
omissions. Many months elapse before an application for pension is ready
for sanction. All officers must deal promptly with pension applications and
submit all the information duly complete at one time. They should bear in
mind that delay in the payment of pension may involve particular hardship
and everything should be done to prevent or shorten to the utmost such
delays. Head of Circles are required in cases of delay to submit a full
explanation to fix responsibility for delay and furnish the names of the
officers who are held to be in fault. Very severe notice will be taken of any
neglect or delay on the part of officers dealing with pension cases.

107. A Superintendent of post offices or R.M.S., a first class Postmaster should


submit to the Head of Circle on the first of each month, a return in Form
Est-52 of the applications for pension or gratuity which were pending in
his Division or Office at the close of the preceding month. On receipt of
such returns by the Circle Offices, this information should be included
alongwith information relating to cases pending in their offices in a
consolidated return in Form Est.53. This consolidated return should then
be placed before Head of Circle for review.
Note: In the returns, the length of time a case has been pending should be
reckoned from the date on which the applicant for pension or gratuity, in each
case, ceased to be borne on the establishment.

Provisional Pension

108. When the preparation of a pension case presents difficulties which are
likely to involve prolonged enquiries or when an officer has been
unexpectedly retired and it is clear that his pension can not be sanctioned
within a month, the officer concerned should at once ask the authority
competent to sanction the pension to address the Audit Office to arrange
for a provisional pension under the provisions of Rule 64 of CCS(Pension)
Rules, 1972. The settlement of such provisional payments should be made
so as to admit of their disbursement not later than one month after the
officer has ceased to hold his post, and with effect from the date on which
he retired. The under mentioned documents should invariably be sent to
the Audit office:

(i) A declaration as prescribed in Rule 64(1)(ii) and Rule 64(2) of


CCS(Pension) Rules, 1972.
(ii) The service book or the service roll, as the case may be.
(iii) A statement showing the details of the services of the applicant as
recorded in the service book or the service roll, and the pay drawn
by him during the last three years of his service.
(iv) Requisite medical certificate of incapacity for further service in case
of invalid pension.
Note : Pension cases of voluntary retirement, invalid retirement and
compulsory retirement are not covered by the above rules.
109. In order to facilitate the prompt disposal of pension cases the succeeding
guidelines and instructions should be carefully studied by all officers
concerned.

110. Every Head of Office shall undertake the work of preparation of pension
papers in Form 7 two years before the date on which a Government
servant is due to retire on superannuation.

111. All officers concerned must keep a constant watch over the pension work of
their offices. They must personally scrutinize the return of pending pension
and gratuity cases (of those of their subordinates whose pensions and
gratuity cases they are competent to sanction as well as of those whose
pensions or gratuities their subordinate non gazetted officers are competent
to sanction) prepared each months in their offices, and they should take
immediate steps to accelerate the completion of cases which the return
shows to be pension for three months or more. They should also, from time
to time test the completeness and accuracy of the return by reference to the
cases themselves when these come up before them. They should take
special precaution that these pensions or gratuities are sanctioned by them
personally if they are empowered to do so or sent to the officers concerned
for sanction if they are not the competent authority, as soon as they are
complete in all respects, and that the papers on which their signature is
necessary are also signed by them.

112. In dealing with applications for pension or gratuity the officers concerned
must satisfy themselves that all the instructions in this chapter are fully
complied with, so far as the requirements of the case in question are
concerned.

ENQUIRIES TO BE MADE IN MARCH AND SEPTEMBER TO ASCERTAIN WHO


ARE LIKELY TO RETIRE.
113. The Superintendent or first class Postmaster must make a point of knowing
the names of his subordinates who are likely to retire within the period of six
months from April to September and from October to March. For this
purpose, enquiries are to be made once in six months, in March and
September, and the names of all those persons who are likely to retire
within the half year, ascertained and noted in a special register. The entries
in the special register should be verified by a Gazetted Officer in Circle
Offices and Supervising Officers or Heads of offices in other offices.

114. Having thus ascertained the names of the persons who are to retire, the
officer concerned must proceed to take action as described under:

(1) The Head of Office shall divide the period of preparatory work of two years
in the following three stages:

(a) First Stage: Verification of service:

(i) The Head of Office shall go through the Service Book of the
Government and satisfy himself as to whether the certificates of
verification for the entire service are recorded therein.
(ii) In respect of the unverified portion or portions of service, he shall
arrange to verify the portion or portions of such service, as the case
may be, with reference to pay bills, or other relevant records and
record necessary certificates in the Service Book.
(iii) If the service for any period is not capable of being verified in the
manner specified in sub-clause(i) and sub clause (ii), that period of
service having been rendered by the Government servant in another
office or Department, a reference shall be made to the Head of Office
in which the Government servant is shown to have served during that
period for the purpose of verification
(iv)If any portion of service rendered by a Government servant is not
capable of being verified in the manner specified in sub-clause (i), or
sub-clause (ii), or sub-clause (iii), the government servant shall be
asked to file a written statement on plain paper stating that he had in
fact rendered that period of service, and shall, at the foot of the
statement, make a declaration as to the truth of that statement, and
shall in support of such declaration produce all documentary in support
of such declaration produce all documentary evidence and furnish all
information which is in his power to produce or furnish.
(v)The Head of office shall, after taking into consideration the facts in
the written statement and the evidence produced and the information
furnished by that Government servant in support of the said period of
service, admit that portion of service as having been rendered for the
purpose of calculating the pension of that Government servant.

(b) Second Stage: - Making good omission in the Service Book –

(i) The Head of Office while scrutinising the certificates of verification of


service, shall also identify if there are any other omissions,
imperfections or deficiencies which have a direct bearing on the
determination of emoluments and the service qualifying for pension.

(ii) Every effort shall be made to complete the verification of service, as in


Clause (a) and to make good omissions, imperfections or deficiencies
referred to in sub-clause (i) of this clause. Any omissions,
imperfections or deficiencies including the portion of service shown as
unverified in the Service Book which it has not been possible to verify
in accordance with the procedure laid down in Clause (a) shall be
ignored and service qualifying for pension shall be determined on the
basis of the entries in the Service Book.
(iii) Calculation of average emoluments. – For the purpose of calculation of
average emoluments, the Head of Office shall verify from the Service
Book the correctness of the emoluments drawn or to be drawn during
the last ten months of service. In order to ensure that the emoluments
during the last ten months of service have been correctly shown in the
Service Book, the Head of Office may verify the correctness of
emoluments for the period of twenty-four months only preceding the
date of retirement of a Government servant, and not for any period
prior to that date.
(c) Third Stage : As soon as the second stage is completed and in any case not
later than ten months prior to the date of retirement of the Government servant, the
Head of Office shall take the following action:-

(i) He shall furnish to the retiring Government servant a certificate


regarding the length of qualifying service proposed to be admitted for
purpose of pension and gratuity as also the emoluments and the
average emoluments proposed to be reckoned with for retirement
gratuity and pension. In case the certified service and emoluments as
indicated by the Head of Office are not acceptable to him, he shall
furnish to the Head of Office the reasons for non-acceptance, inter alia,
supported by the relevant documents in support of his claim.
(ii) In case of any difficulty in determining the length of qualifying service
on account of non-availability of service records, the retiring
Government servant shall be asked to file a written statement of
service as provided in Clause (ii) of sub-rule (1) and sub-Rule (2) of
Rule 64.
(iii) Forward to the retiring Government servant Form 4 and Form 5
advising him to submit the same duly completed in all respects so as to
reach the Head of Office not later than eight months prior to his date of
retirement.

(2) Action under clauses (a), (b) and (c) of sub-rule (1) shall be completed eight
months prior to the date of retirement of the Government servant.

115. Completion of pension papers: The Head of Office shall complete Part-I
of Form 7 [not later than six months of the date of retirement] of the
Government servant.
116. Forwarding of pension papers to Accounts Officer : After complying
with the requirement of the above Rules, the Head of Office shall
forward to the Accounts Officer Form 5 and Form 7 duly completed
with a covering letter in Form 8 along with the Service Book of the
Government servant duly completed, up-to-date and any other
documents relied upon for the verification of service.
117. He shall retain a copy of each of the Forms referred to above for his
records.
118. Where the payment is desired in another circle of accounting unit,, the
Head of Office shall send Form 7 in duplicate to the Accounts Officer.
119. The above papers shall be forwarded to the Accounts Officer not alter
than six months before the date of retirement of Government servant.
120. Intimation to the Accounts Officer regarding any event having bearing
on pension : The Head of Office, after ascertaining and assessing the
Government dues, shall furnish the particulars thereof to the Accounts
Officer at least two months before the date of retirement of a
Government servant so that the dues are recovered out of the gratuity
before its payment is authorized.
121. If, after the particulars of Government dues have been intimated to the
Accounts Officer a above, any additional Government dues come to the
notice of the Head of Office, such dues shall be promptly reported to
the Accounts Officer.
122. On receipt of the pension papers referred to in Rule 119, the Accounts
Officer shall apply the requisite checks, record the Account Enfacement
in Part-II of Form 7 and assess the amount of pension and gratuity and
issue the pension payment order not later than one month in advance
of the date of retirement of the Government servant, if the pension is
payable in his circle of accounting unit.
123. If the pension is payable in another circle of accounting unit, the
Accounts Officer shall send the pension payment order along with a
copy of Form 7 and the accounts enfacement to the Accounts Officer of
that unit for arranging payment.
124. Payment of Pension : Pension Payment Order- The accounts Officer
responsible for issuing Pension Payment Order will issue authority, i.e.
Pension Payment Order to the pension disbursing authority, i.e. the
Post Office, from where the pension/family pension is desired to be
drawn monthly. He will also send an intimation to the pensioner along
with a certified copy of `Pension Calculation sheet’ duly counter signed.
The PPO will consist of two halves, i.e. Disburser’s half and Pensioner’s
half. On the first appearance of the pensioner, the concerned Post
Master or the pension disbursing authority, will, after necessary check,
hand over the pensioner’s half to the pensioner and start payment of
the monthly pension/family pension.
125. Pensions fixed at monthly rates are payable on the last working day of
the month to which they relate except in the case of pension for the
month of March which shall be paid on or after the first working day of
April.
126. All pensions and gratuities shall be payable in rupees in India only.
127. Gratuity
1. Service Gratuity. A lumpsum payment known as Service Gratuity
at the rate of half month’s emoluments for every completed six-
monthly period of qualifying service is admissible for a permanent
employee who retires before completion of 10 years qualifying
service. `Emoluments’ means basic pay, stagnation increment,
dearness pay, non-practising allowance, if any and includes
dearness allowance admissible on the date of retirement.
2. This Gratuity is in addition to retirement gratuity admissible to those
who have completed 5 years qualifying service.
3. Retirement Gratuity is admissible to all employees who retire after
completion of 5 years of qualifying service at the rate of `one-
fourth’ of emoluments for each completed six-monthly period of
qualifying service subject to a maximum of 16 1/2 times `the
emoluments’ or Rs.3.50 lakhs, whichever is less. Emoluments
include DA on the date of cessation of service.
4. Death Gratuity is admissible in the case of death in service of an
employee at the following rates:-
Length of service Death Gratuity
payable to family
(i) Less than one year 2 times of
`emoluments’
(ii) One year or more, but less than 5 6 times of
years `emoluments’
(iii) 5 years or more but less than 20 12 times of
years `emoluments’
(iv) 20 years or more Half of `emoluments’
for every completed
six monthly period of
qualifying service
subject to a
maximum of 33
times `emoluments’
or Rs.3.50 lakhs,
whichever is less.
`Emoluments’ include DA on the date of death.

Note – The amount of gratuity should be rounded off to the next higher
rupee.
5. Residuary Gratuity – When an employee dies within five years
after retirement, and the total amount actually received by him on
account of pension (or service gratuity) dearness relief on pension,
retirement gratuity, commutation amount, is less than 12 times the
`emoluments’ drawn at the time of retirement, the deficiency is
granted to his nominee/family. This is `residuary gratuity’.
6. Death Gratuity is payable to the nominee(s)/eligible member(s) of
the family of the deceased employee.

7. Minor’s whole share of the gratuity is to be paid to the natural


guardian of the minor and in the absence of a natural guardian, to
the person who furnishes a guardianship certificate.

8. Minor’s share of gratuity upto Rs.10,000 or first Rs.10,000 (if it


exceeds Rs.10,000) may be paid to the guardian, other than natural
guardian, without production of guardianship certificate. The
claimant should, however, produce an Indemnity Bond with
Sureties.

128. Family Pension


1. The grant of Family Pension is regulated by the provisions of Rule
54 of CCS(Pension) Rules, 1964.

2. The provisions of this rule apply to a Government servant entering


service in a pensionable establishment on or after the 1st January,
1964

3. When a Government servant dies

(a) after completion of one year of continuous service or


(b) before completion of one year of continuous service,
provided the deceased Government servant concerned
immediately prior to his appointment to the service or post
was examined by the appropriate Medical Authority and
declared fit by that authority for Government service; or
(c) after retirement from service and was on the date of death
in receipt of a pension, or Compassionate Allowance,
referred to in Chapter V, other than the pension referred to
in Rule 37 of CCS(Pension) Rules,
the family of the deceased shall be entitled to Family Pension.

4. The monthly rate of family pension is expressed in whole rupees,


fraction of a rupee being rounded off to the next higher rupee. Where
family pension is payable to more than one person, each share
containing a fraction of a rupee should be rounded off to the next
higher rupee.

5. Family for the purposes of this rule means the deceased person’s –
(i) Spouse
(ii) Son(s), unmarried daughter(s) (including legally
adopted son/daughter), all below the age of 25 years or
up to the date of his/her marriage, whichever is earlier.
(iii) Widowed/Divorced daughter(s) up to the date of re-
marriage/death irrespective of age.
(iv) parents who were wholly dependent on the Government
servant when he/she was alive, provided the deceased
employee had left behind neither a widow nor a child.
(v) The income criteria for dependency will be that their
earning is not more than Rs.2550 per month.
6. Normal rate of family pension – The monthly family pension is
based on the `pay’ drawn on the date of death or on the date of
retirement, as the case may be, and is admissible at a uniform rate
of 30% of pay last draw, subject to a minimum of Rs.1,913 per
month.
7. In some cases the family pension will be based on the average of
pay drawn during the last ten months.
8. `Pay’ includes Basic Pay, SI, Dearness Pay and NPA.
9. Higher rate of family pension – A higher rate of family pension is
admissible, if the deceased had rendered not less than seven years’
continuous service. It is payable from the date following the date of
death, for a period of seven years or up to the date on which he
would have attained 67 years had he survived, whichever is less.
The higher rate of Family Pension is not admissible to dependent
parents and they are eligible only for the normal rate. The rates
are-
(a) In the case of death in service:
One and a half-times the normal rate of family
pension, if compensation under WC Act is also paid;
and
Fifty percent of the `pay’ plus dearness pay last drawn
in other cases
(b) In the case of death after retirement:
Fifty per cent of `pay’ plus dearness pay drawn at the
time of retirement; or
The amount of pension authorized on retirement,
whichever is less.
10. To whom payable – Except in cases where the deceased in survived
by (i) more than one widow; or (ii) one widow and children through
another wife already expired; or (iii) twin children, the family
pension is payable to only one member of the family at a time. It is
first payable to the surviving widow/widower till her/his death or
remarriage, whichever is earlier, and thereafter to eligible children
one by one in the order of their birth, irrespective of their sex.
11. In the case of dependent parents, if both parents are alive, it will be
paid first to mother and after her death to father.
12. If a family pensioner dies, the right to receive any arrears of family
pension shall automatically pass on to the next eligible member of
the family.
13. Payment to more than one widow – When there are more than one
widow, the family pension will be allowed in equal shares. On the
death of a widow, her share becomes payable to her eligible
child/children. If such widow leaves no eligible child, her share of
pension will be payable to the other widow in full.
When a widow survives the deceased and also an eligible child from
the deceased/divorced wife, the child will be paid the share of the
famly pension, which its mother would have received had she been
alive/not divorced. On the share ceasing to be payable to the child,
it will be paid to the surviving widow.
14. In the case of twins the family pension will be paid in equal shares.
If one child ceases to be eligible, his/her share will be paid to the
other child. When both of them cease to be eligible, it will be paid
to the next eligible child.

15. Period for which payable to:-

(a) Widow or widower Till date of remarriage or


death, whichever is earlier.
Pension is payable for the
date of death also.
(b) Unmarried Till date of
son/daughter/widowed/divorced marriage/remarriage or date
daughter of attaining the age of 25
years or starts earning more
than Rs.2550 per month.
(c) Son(s) suffering from disorder For life or till he starts
or disability of mind or earning more than Rs.2550
physically crippled. per month.
(d) Daughter(s) (including For life or till she gets
widowed/divorced daughter(s)) married or till she starts
suffering from disorder or earning more than Rs.2550
disability of mind or physically per month.
crippled
(e) Dependent parent(s) Till death or starts earning
more than Rs.2550 per
month.

In cases covered by (b) to (d) above, the family pension will be paid
through guardian till he/she attains the age of 18 years and thereafter
to him/her directly. However in the case of son/daughter suffering
from disorder/disability of mind, it will be paid through guardian
throughout.

129. Family Pension is payable to the eligible member of the family if the
Government servant dies while under suspension. The period of suspension will be
treated as duty for all purposes including payment of pay and allowances.
130. Family pension in the case of military pensioner re-employed in civil
post before attaining the age of superannuation is regulated as under-
(a) If he dies while on re-employed service, his family will be allowed Family Pension,
1964, or the Military Family Pension already authorized, whichever is more
advantageous.
(b) If on re-employment he had opted to surrender military pension and dies after
retirement, his family will be allowed Family Pension, 1964.
(c) If on re-employment he opts to retain military pension, and
(i) retires from re-employed service without earning civil pension, his family
will be allowed Military Family Pension already authorized;
(ii) retires from re-employed service after earning civil pension, he should at
the time of retirement from re-employed service exercise an option electing
either Family Pension,. 1964 or Military Family Pension already authorized.

131. Family pension can be paid when the whereabouts of the


employee/pensioner are not known. When an employee/pensioner
disappears and his whereabouts are not known, his family can be paid
family pension after one year from the date of filing complaint with
Police about missing. Family pension is granted from the date the FIR
is lodged with the Police.
132. Cases in which officials disappear after committing frauds, etc., the
family pension is to be sanctioned only on the Government servant’s
being acquitted by the Court or after the conclusion of the disciplinary
proceedings.
133. Family Pension is admissible to post retrial spouse/children born or
adopted legally after retirement.
134. Commutation of Pension
Eligibility – Every pensioner is eligible to commute a portion of his
monthly pension for a lumpsum payment which is the commuted value
of that portion of the pension. Commutation of a portion of
compassionate allowance is also admissible. An employee or pensioner
against whom departmental or judicial proceedings are pending is not
eligible to commute a portion of his pension till completion of such
proceeding.
135. Amount admissible – Not exceeding 40% of monthly pension. Any
fraction in the amount offered for commutation will be ignored.
136. Persons in receipt of the following kinds of pension (including
provisional pension) can comute upto 40% of their pension without
undergoing medical examination, if they apply for commutation before
the expiry of one year reckoned from –
(a) the date of retirement in the case of superannuation
pension, retiring pension, compensation pension.
(b) The date of issue of retirement orders in the case of
Pension on absorption in a Corporation, Company or Body,
etc.
(c) The date of issue of final orders in the case of pension
granted on finalization of departmental/judicial proceedings
and issue of final orders thereon.

137. The following categories of pensioners can commute a portion of their


pension only after they have been medically examined and declared fit
by the appropriate medical authority:-
(i) retired on invalidation;
(ii) retired compulsorily as a measure of penalty
(iii) in receipt of compassionate allowance; and
(iv) all pensioners applying for commutation after one year
from the date of retirement.

138. Competent Medical Authority is:-


(a) Medical Officer not lower in status than that of a Civil
Surgeon or a District Medical Officer
(b) Medical board
(i) commutation of invalid pension
(ii) in all cases of a second medical examination of
commutation of pension

139. Withdrawal of application for commutation on Medical examination is


permissible before Medical examination and permissible after medical
examination, if pensioner declines to accept addition to actual age
directed in the medical report, within 14 days of its receipt; and treated
as withdrawn if the pensioner fails to take the medical examination.

140. A pensioner who has declined to accept commutation on the basis of


addition of years to his actual age as recommended by the Medical
Authority or has been refused commutation on medical ground is
eligible to take medical examination for commutation after one year
from the date of first medical examination. However, the second
medical examination may be held even before the expiry of one year, if
the pensioner appeals to his last Head of Office against the medical
verdict and seeks review thereof by a second Medical Authority. The
appeal should be preferred within a month of receipt of certificate by
the pensioner.

141. The commutation becomes absolute and the commuted value of


pension becomes payable on the date:-
(i) following the date of retirement in the case where the
application for commutation of superannuatin pension
is received by the Head of Office on or before the date
of superannuation;
(ii) of receipt by the Head of Office or the application for
commutation of pension without medical examination
before the expiry of one year as mentioned in Para 3
above.
(iii) On which the Medical authority signs the medical
report for commutation;
(iv) On which the first medical authority recorded its
opinion when its decision is set aside or modified on
appeal.
142. Calculation of Commutation Amount –
Lumpsum Payable = Commutation factor x 12 x amount of pension
offered for commutation
The product should be rounded off to the next higher rupee. The
commutation factor is taken from the Commutation Table as relevant to
the age next birthday. The age next birthday will be determined with
respect to (i) the date of superannuation in cases where commutation
is required along with PPO, (ii) the date of receipt of application in
other cases where medical examination is not necessary, and (iii) the
date of medical examination when it is necessary.

143. Payment will be made by Head of Office who disbursed the last pay, if
the official retiring after superannuation applies for commutation on or
before date of retirement and by the pension disbursing authority on
the order issued by the Accounts Officer, in other cases.
144. Reduction in the amount of pension on commutation will become
operative from the date of receipt of the commuted value by the
pensioner or at the end of three months after issue of authority for
payment, whichever is earlier.
145. When pension is revised upward retrospectively, payment of commuted
vale of the quantum of increase in pension may be authorized without
further application from the pensioner. Further reduction in pension
will become operative from the date of receipt of difference amount by
the pensioner or at the end of three months after issue of authority for
payment, whichever is earlier.
146. Nomination in the prescribed form should accompany application for
commutation conferring on one or more persons the right to receive
the commuted value in the event of applicant’s death before receiving
it.
147. Commuted portion of pension will be restored on the expiry of 15 years
from the date of retirement, if the commutation amount is received in
the first month of retirement; in other cases, the commuted portion of
pension will be restored after fifteen years from the date of receipt of
commutation amount. For this purpose, pensioner should apply to the
Pension Disbursing Authority.
148. Every employee who is due to retire should submit nomination for
payment of arrears of pension in triplicate to the Head of Office in the
prescribed form. Any notice of modification of nomination (including
cases where the nominee predeceases the pensioner) should be
submitted by the pensioner in the prescribed form in triplicate to the
Pension Disbursing Authority who will return one copy to the pensioner
duly attested.
149. New Pension Scheme

(a) This scheme is applicable to all Central Government servants who


are appointed on or after 1-1-2004. It is not applicable to the Armed
Forces, at present.

(b) Government servants have to contribute 10% of their Pay (i.e.


Basic Pay + Dearness Pay + DA) through recovery from their salary
bills. Recovery will commence from the month following the month of
joining the Government service. Government will make equal matching
contribution.

(c) A unique 16-digit Permanent Pension Account Number (PPAN) will


be allotted by the PAOs.

(d) No withdrawal is admissible.

(e) Exit from the Scheme will be on attaining 60 years of age. It is


mandatory to invest forty percentage of pension wealth in an annuity (
from an IRDA regulated Life Insurance Company) to provide pension
for lifetime of the employee and his dependent parents/spouse. In
cases where the employees leave the scheme before 60 years of age,
80% of pension wealth is mandatory for investment.

(f) Individuals will get an Annual statement containing the details of


OB, monthly contribution, Government’s matching contribution and
interest earned. Interest for the accumulations will be at the rate
prescribed by the Government from time to time.
150. Compensation to officials under the Workmen’s Compensation Act
(a) The principal classes of employees in the Department of Posts
who are included within the definition of “Workman” in clause (n) of sub-section (1)
of Section 2 of the Workmen’s Compensation Act, 1923, read with Schedule II
thereto are the following
Class of employee Relevant clauses in Schedule II
Lorry driver Clause (i)
Packing foreman, packing supervisory, Clause (iii)
packer, carpenter, label writer
Lascar, Sardar, lister driver Clause (iii) or (vii)
Despatch assistant(loader), boy lascar, Clause (vii)
crane driver with assistant, manjee and
dandee, marker, weighman.
Electrical mechanic, electric mazdoors, Clause (ix)
oiler, cleaner
Engine driver Clause (ix) or (xix)
Engineering supervisor Clause (ix) or (xii) or (xv) or (xix)
Electrical supervisor Clause (ix) or (xix)
Line Inspector, Trolleyman Clause (xii)
Town Inspector (Postal), Inspector of Clause(xiii)
RMS, Inspector of Peons, Orderly
peons to the Inspector of Railway Mail
Service, Head Postman, Potman,
Village Postman, letter officials working
Moble Post Offices, Box Peon, Mail
Peon, line overseer, runner, ghat
porter, mail guard, RMS sorter, RMS
porter, van peon, mail overseer
boatman, taskwork messenger,
delivery peon, bicycle peon, extra
departmental mail carrier, extra
departmental messenger, mazdoor on
daily wages, line rider, bhistis, cable
guard, motor driver, all clerks whose
duty is to escort mails in mail lorries,
and dispatch riders.
Carrier attendant, wire mazdoor, Clause (xv)
mazdoor
Inspector and sub-inspector of lines, Clause (xv) or (xvi)
line mazdoor
Mechanic, wireman and assistant Clause (xv) or (xix)
mistry
Cable supervisor Clause (xvi)
Engine driver, electrical plant Clause (xix)
attendant, battery, engine mazdoor,
battery mazdoor, mazdoor oiler

Note : The above list of employees is merely intended for the guidance of
departmental officers and does not have any statutory force.

(b) Compensation is payable in case of temporary/permanent disablement or death


as a result of an employment injury. The contracting of any disease listed in
Schedule III to the Workmen’s Compensation Act is deemed to be an injury by
accident.

(c) The amount of compensation payable in different contingencies is as given


below:-
(i) Where death results from the injury An amount equal to
fifty per cent of the
monthly wages of the
deceased workman
multiplied by the
relevant
factor/specified in
Schedule IV of the WC
Act or an amount of
eighty thousand rupees
whichever is more.
(ii) Where permanent total disablement results An amount equal to
from the injury sixty percent of the
monthly wages of the
injured workman
multiplied by the
relevant factor in
Schedule Iv of the WC
Act or an amount of
ninety thousand
rupees, whichever is
more.

(iii) Where permanent partial disablement (i) in the case of an


results from the injury
injury specified in
part-II of Schedule –I
of the ACT such
percentage of the
compensation which
would have been
payabe in the case of
permanent total
disablement as is
specified therein as
being the percentage
of the loss of the
earning capacity
caused by that injury,
and
(ii) in the case of
aninjury not specified
in Schedule-I of the
Act, such percentage
of the compensation
payable in the case of
permanent total
disablement as is
proportionate to the
loss of earning capacity
(as assessed by the
qualified medical
practitioner)
permanently caused by
the injury,
(iv) Where the temporary disablement, whether A half-monthly
total or partial, results from the injury
payment of the sum
equivalent to twenty-
five percent of monthly
wages of the
workman. The half-
monthly payment is
payable on the
sixteenth day:-
(i) From the date of
disablement where
such disablement lasts
for a period of twenty-
eight days or more, or
(ii) after the expiry of
waiting period of three
days from the date of
disablement where
such disablement lasts
for a period of less
than twenty-eight
days; and thereafter
half-monthly during
the disablement or
during a period of five
years, whichever
period is shorter.
Note : (1) Where the monthly wages of a workman exceed four thousand rupees, his
monthly wages for the purposes of (a) and (b) above shall be deemed to be four
thousand rupees only.
(2) The minimum rates of compensation for permanent disablement and
death specified in the Act is Rupees ninety thousand and eighty thousand
respectively. The maximum amount of compensation works out to about
Rs.5,48,496.00 for permanent disablement and Rs.4,57,080.00 for death.

(d) Settlement of claims under the Act

The claims for compensation broadly fall in three categories, as below:-

(i) Uncontested cases:

(a) After a workman has given notice of the accident, the


employer is expected to arrange for medical examination of
the workman. It must be free of charge. The medical
examination will indicate the nature of the disablement.
(b) If the disablement is of temporary nature the employer will
pay compensation as half monthly payments, direct to the
workmen.
(c) If the disablement is of permanent nature compensation
will be paid in lumpsum by the employer t the workman if
he is a male over 18 years if age. In the case of woman
and minors, the employer will deposit the amount of
compensation with the Commissioner, for disbursement.
(d) Where a workman has agreed to accept and has taken a
smaller sum than the amount fixed by the Act, his right to
bring proceedings for the balance are protected.
(e) Any agreement with the workman for a lumpsum payment
must be registered with the Commissioner y the employer.

(ii) Disputed Cases

(a) The application has to be made in Form `F’ prescribed under


the Workman’s Compensation Rules. An illiterate person can
have the application prepared under the direction of the
Commissioner.
(b) A claim for compensation must be preferred before the
Commissioner within 2 years of the occurrence of the accident
or in the case of death within 2 years of the date of death. In
the case of contracting of a disease, the accident is deemed to
have occurred on the first of the day during which the
workman was continuously absent in consequence of the
disablement caused by the disease.
(iii) Fatal cases:

(a) The amount of compensation due has to be deposited by the


employer with the Commissioner for Workman’s Compensation.
The Act specifically provides that no payment made directly by
the employer shall be deemed to be a payment of
compensation.
(b) The Commissioner shall distribute the lumpsum amount of
compensation to the dependents in such proportion as he may
decide.
(c) If the employer does not deposit the compensation the
dependent or dependents have to make an application to the
Commissioner in Form G’ prescribed under the Workmen’s
Compensation Rules for the issue of an order to deposit
compensation.

POWERS OF SANCTION

151. The officers mentioned in the Schedule below are authorized to sanction
expenditure on the grant of compensation payable under the Workmen’s
Compensation Act (1923) (VIII of 1923) and to the extent indicated therein.

Authorities Extent of Sanction


(i) Director General Full Powers
(ii) All Chief Post Masters General, Power to sanction compensation for
Directors, Postal Training Colleges, temporary disablement upto a period
Directors, Postal Staff College, of two years and to sanction
Ghaziabad, Director, Foreign Post, commutation and other lumpsum
Mumbai payment subject to a maximum of
Rs.1,000 in each case, and to the
condition that the amount involved can
be met from the budget provision
made for the purpose or by
reappropriation with the sanction of the
competent authority.

NOTE : On receipt of the above sanction, the payment of the compensation will be
arranged for by the Audit Officer concerned.

SETTLEMENT OF CLAIMS DISPOSED OF UNDER THE WORKMEN’S COMPENSATION


ACT, 1923
152. The authorities mentioned against item (ii) in rule 151 should submit a
consolidated return in the prescribed form to the Director General on or before the
1st June following the calendar year to which it relates.
CHAPTER XVI REVISION OF ESTABLISHMENT—GENERAL RULES
POWERS
Rule 523.

The powers of officer of the Department in respect of creation, revision or abolition


of establishments are defined in the Schedule of Financial Powers of Officers of the
Indian Postal Department.

SUBMISSION OF PROPOSALS FOR FIXED ESTABLISHMENTS TO THE


DIRECTORATE GENERAL.

SUBMISSION OF PROPOSALS FOR FIXED ESTABLISHMENTS TO THE


DIRECTORATE GENERAL.

524.

All proposals made by Divisional Heads of Postal/Railway Mail Service, Chief


Postmasters, Executive Engineer/ Superintendent Engineer will be submitted by
Heads of Circles to the Director General directly. In such cases, the papers
containing the proposals will be forwarded to the sanctioning authority, in
consultation with the Circle IFA, by the Head of the Circle who will personally add
the following sentence in his forwarding letter :-

“The figures shown as representing the present cost of the establishment affected
by this proposal has been verified by the Circle IFA in its verification certificate No.
.,dated the ……(enclosed).”
The proposals relating to BD and Marketing, PLI, Postal Directorate, Civil Wing
should be sent through the respective CGMs/DDsG/Chief Engineer (C)
Note- Every proposal must be submitted to the Director General at least three
months in advance (in case of fixed establishment) and two months (in case of
temporary establishment) of the date from which sanction is desired. In the case of
Postal and Railway Mail Service, where necessary, it must be supported by a
statistical memorandum and a copy of the value return.

CHAPTER XVII
REVISION OF ESTABLISHMENT POST OFFICE AND RAILWAY MAIL
SERVICE

PERSONAL RESPONSIBILITY FOR INCREASES IN ESTABLISHMENTS


CHARGES
525.
Before sanctioning proposals for the creation or revision of fixed establishments or
for the employment of experimental and temporary establishments, the authority
empowered to sanction or revise the establishment must personally scrutinize them
and satisfy herself/himself that they are fully justified with reference to the standards
and rules on the subject.

PREPARATION OFPROPOSALS REGARDING FIXED ESTABLISHMENTS

526.
Every letter containing a proposal for the creation, revision or abolition of fixed
establishments should explain fully the grounds on which it is based, along with the
financial effect clearly. In other words, the letter should show the
present cost of the establishment or portion of establishment affected, details
of the number and pay of the appointments which it is proposed to add or modify,
and the cost after revision of the establishment or portion of establishment
concerned, the particulars being exhibited in tabular form. (For further instructions
see Posts & Telegraphs Initial,
Account Code, Vol-I). For this purpose the establishment charges should be taken to
be divided into four portions,
as shown below :-

(a) In the case of a Head Office or a very large Sub Office


(1) clerical establishment;
(2) delivery establishment;
(3) class IV establishment
(4) other items such as contingent allowance of the office, house rent, etc.

(b) In the case of a Railway Mail Service Division


(i) Sorting Assistant establishment
(2)Mail Guards establishments
(3) Class IV establishment;
(4) Other items such as contingent allowance, allowance to attendants at rest house,
etc.

Exception—When it is proposed to revise or abolish an existing house-rent charge, or


to incur a new one, details should be given only in respect of the items of house rent
that are affected by the proposal.

527.
When it is proposed to transfer an appointment or other establishment charge from
one office or division to another, the proposal should contain: (a) the abolition of the
appointment or charge in its old office or division, and simultaneous creation of the
appointment or charge in the new office or division.
529.
In the case of an office, line appointment or other establishment charge which is
proposed for only a portion of each year or the cost of which is higher during a
portion of a year than during the rest of the year, one twelfth of its total annual cost
should be taken as its monthly cost.

SUBMISSION OF PROPOSALS REGARDING FIXED ESTABLISHMENT TO THE


HEAD OF THE CIRCLE

530.
Every proposal made by a Supdt. or Chief Postmaster or
Executive Engineer/ Superintending Engineer, as the case may be, must be
submitted to the Head of the Circle at
least three months in advance of the date from which sanction is desired and where
necessary, it must be supported by a statistical statement in Form Est.2, Est.3 or
Est.3(a) as the case may be.

531.
A value return in Form Est.5 or Est6(a), as the case may be, should be submitted
with every proposal :-

(1) in connection with experimental post office,


(2) for increasing the establishment charge of a branch office
(3) for converting a branch office into a sub office,
(4) for closing an office on the ground of its being un-remunerative.
(5) for increasing the cost of those mail lines which benefit branch offices only.

532.
When a proposal involves a revision of the signaling charges of a combined office, it
should be accompanied by an abstract statement of the telegraph statistics and
revenue of the office for the prceding six months.

PROPOSALS FOR TEMPORARY ESTABLISHMENTS


533.
Proposals for the employment of temporary establishments (including those required
for telegraph work in combined offices) should be submitted by Supdt. or Chief
Postmaste or Executive Engineer or Superintendent Eningeer as the case may be to
the Head of the Circle direct. The grounds on which the proposal should be clearly
and fully stated and the date from and the period for which the establishment is
likely to be required should be specified. Proposals should be submitted at least two
months in advance of the date from which sanction is required.
NOTE:- When it is found that a sanctioned temporary etablishment needs revision, a
fresh proposal should be submitted to the Head of the Circle stating the revised
temporary establishment for which sanction is actually needed.

SANCTION TO PROPOSALS REGARDING FIXED AND TEMPORARY


ESTABLISHMENTS
534.
If a proposal submitted to the competent authority is approved by him and does not
require the sanction of a higher authority, he will issue an order of sanction to the
officer who submitted the proposal, simultaneously sending copies there of to all
concerned, including Establishment Division of the Postal Directorate. The order of
sanction will specify the date from which the proposal whould be effective and in the
case of a temporary establishment, the period for which it may be needed.

535.
Under no circumstances should effect be given to a revision of fixed establishment
from a date earlier than the one specified in the order of sanction and in exceptional
cases where the revision is to take place from a later date, a report must be
submitted immediately to the competent authority stating the date from which the
sanction will be carried out and this date will, at the same time be intimated to the
other offices to whom copies of sanction were sent. If the sanction involves an
increase in expenditure, the competent authority will inform the Circle IFA and other
concerned parties of the revised date of effect without delay and if a decrease is
involved, he will issue a revised sanction. Similarly, if it is found that the period for
which a temporary establishment has been sanctioned requires alteration, a report
must be submitted to the competent authority without delay, stating the period for
which sanction is actually needed, and on receipt of this report, a revised order will
be issued by him.

536.
If a proposal which requires the Director General’s orders is approved by him, the
Head of the Circle will receive an order of sanction, in which the date from which the
alteration in the fixed establishment should be carried out or the period for which the
temporary establishment may be employed, as the case may be, will be specified.
The necessary extract from this order will be communicated by the Head of the Circle
to the officer by to whom the proposal was submitted, and a copy of it will be sent to
the Chief Postmaster or the Supdt., or Executive Engineer/Superintending Engineer,
as the case may be. If for any reason, the sanction to the revision of a fixed
establishment cannot be carried out from the date specified by the Director General
or the period of employment of temporary establishment specified in his sanction
requires alteration, a report must be submitted at once to the Director General
stating the date from which the sanction will be carried out or the period for which
sanction is actually needed. In the former case, the revised date of effect will be
communicated also to the Circle IFA.
536-A
A sanction involving an increase in expenditure which has not been carried out within
a year of the date of issue of the sanction but without stipulation in the sanction
about the budgetary provisions of a specified year from which expenditure is to be
met, the sanction will have to be revised / renewed by the sanctioning authority
before the close of the financial year. The sanction will be considered to have been
acted as if payment in whole or in part has been made in pursuance of the sanction
within 12 months from the date of its issue. In cases when part payment has been
made within the stipulated time, the subsequent payment of the balance may be
made without a fresh expenditure sanction.

REGISTER OF SANCTIONED ESTABLISHMENT


537.
The Supdt. must keep up a register of sanctioned establishments for his Division in
the form A.C.G. 19(a) used for the sane purpose in head offices. He must ensure
that this register is kept corrected properly and up-to-date.

PERIODICAL REVIEW OF THE WORK OF OFFICE AND SECTIONS


538.
It is necessary, in the best interest of the Department and of the staff concerned that
the work of Head Offices, larger Sub Offices , Mail Offices, Sections is periodically
reviewed as prescribed in the rules to ensure availability of manpower is
commensurate with the amount of work in each case.

539.
For this purpose, the Head of the Circle, will arrange to receive, at fixed intervals,
statistics of the work of each head office and of each of the larger sub offices in their
circles in the forms prescribed for revisions of establishment according to the
Bewoor;s Time tests. The intervals
should ordinarily be:-

(a) Kolkata, Mumbai and all GPOs/HOs/MDGs - Every year

(b) LSG/HSG SOs- Every three years


Class I SOs – Every three years
Other T/SOs – Every three years

(c) Branch Offices – Every three years

Revision of Allowances of GDS

GDS BPMs/GDS SPMs – Every three years


Other GDS – Every three years
Note-1.
Register in the proforma indicated below should be maintained to ensure that the
prescribed review is carried out within the prescribed period.

Note-2.
It would be sufficient to take up the periodical review of a post office not with
reference to the last periodical rview but with refrence to the latest review taken
when additional staff as justified was sanctioned.

Note 3. At the time of inspection

of every Head office and Sub Office the Inspecting officers should examine whether
the existing strength of the office is adequate or requires revisions. The inspecting
officer may direct the Postmaster or Sub postmaster to maintain statistics of the
delivery and sorting branches if he is satisfied after examining the statistics of
accountable articles mentioned by the office that there is some justification to take
up the revision of the existing strength.

Note 4. The review of Bos, rationalization of their establishment and revision of


allowance of GDS will be done at the time of review of the SO or HO, as the case
may be. There is no need for inspecting officer to visit BO separately for this
purpose.

Note 5. Interim review as necessitated due to revision of norms or on account of


any significant variation of work load of Offices may be undertaken as and when
found necessary.

541.

On receipt of the statistical returns the Head of the Circle will after satisfying himself
that the figures are reliable, consider the question of retaining the staff of the office
or section concerned.
Special statistics must be taken between the periodical reviews if an abnormal rise or
fall in traffic makes such a course available.

POST OFFICE-SPECIAL RULES -ROAD ESTABLISHMENT

544.

The road establishment of each mail line, i.e.the number of GDS Mail Carrier
employed to carry the mails, will depend on the length of the line and the weight of
mails ordinarily to be conveyed. Wherever practicable, the same GDS Mail Carrier
will carry mails in both directions over his stage.

545.

Before submitting to the Head of the Circle any proposal to increase the permanent
strength of the road establishment of a mail line (except in cases where the length of
the line is increased) the Supdt. must first satisfy himself/herself that the existing
road establishment is not in consonance with the work required. He must ensure
that this can be done only by revising the mail arrangements, diverting a portion of
the mails to another line sending the letter and parcel mails in the same bag,
reducing the sizes of the bags, reducing the number of bags by establishing sorting
sub-offices, or any other practicable device.

546.

In all cases in which GDS Mail Carriers are employed solely for the benefit of a single
office, they must be sanctioned as part of the establishment of that office.
POSTAL MANUAL VOLUME IV
APPENDIX No. 6

[Referred to in Note below rule 100]

Casual Leave

I. RULES FOR THE EMPLOYMENT OF PAID SUBSTITUTES IN CASUAL LEAVE


VACANCIES OF POSTMEN, VILLAGE POSTMEN AND CLASS IV POSTAL OFFICIALS
(GOVERNMENT OF INDIA, DEPARTMENT OF I. & L. LETTER NO. 20 P.T.E. DATED
THE 28TH AUGUST, 1926, AS SUBSEQUENTLY MODIFIED IN GOVERNMENT OF
INDIA, DEPARTMENT OF COMMUNICATION Corrigendum No. Es. B. 60-2/34, Dated
the 30-3-38 and Deptt. Order No. 10-7/2001/PE-II dated 15.03.2004.

1. The employment of paid substitutes in casual leave vacancies will ordinarily be


restricted to offices at which the number of postmen, village postmen and class IV
staff together does not exceed 4.

2. Head of Circle/Regional Post Master General may at their discretion relax the
condition in rule 1 in individual cases in which, owing to the absence of an
abnormally large number of postmen and class IV postal officials, it is found
impossible to distribute the work of those granted casual leave among the staff
present for duty.

3 .Paid substitutes may only be employed in the place of absentees granted


casual leave on account of illness or urgent private affairs. The head of the office
should make such enquiries as may be necessary to satisfy himself regarding the
necessity for the absence.

4. The amount to be paid to a substitute employed under these rules must not
exceed the minimum pay of the time scale in force at the office concerned for the
class to which the absentee belong. Payment must be made direct to the substitute,
whose receipt should be obtained.

“Note:- The term “minimum pay” referred to above includes dearness and all other
allowances”.

5. All claims for payments to substitutes under these rules should be submitted
for approval before payment, to the Divisional Superintendent or first Class
Postmaster concerned, accompanied by the leave applications and any other
documents necessary to establish the validity of the claims. The head of the office
must certify on the claims that the employment of the casual leave in accordance
with rule 3.
6. When granting casual leave to a postman or class IV official in circumstances
necessitating the employment of a substitute, the Head of the office will make the
applicant aware of his liability for the pay of the substitute in the event of the claim
being subsequently found to be inadmissible.

7. The employment of paid substitute under these rules in respect of any


particular postman or class IV postal official will be limited ordinarily to 8 days in any
one calendar year.

8. A substitute to be employed under these rules will ordinarily be produced by


the applicant for acceptance by the head of the office, but in special cases, when the
leave applicant is unable to produce a suitable substitute the head of the office may
select a substitute. In either case, both the leave applicant who provides his own
substitute and the head of the office will be held personally responsible for the good
behavior of the substitute and liable for any losses that may arise form his
employment.

9. Substitute may be engaged if in the office no surplus Postman and Leave


Reserve are available and same substitute should not be engaged for more than 45
days in a year.

10. The following may be observed while making arrangement :

(i) The work of such absentee Group ‘D’/postman staff may be


managed by redistribution of work among the available Group ‘D’/
postman staff in the same office in accordance with Directorate
letter No. 10-7/2001-PE.II dated 15.3.2004.
(ii) No substitute should be engaged against the vacant post of Group
‘D’/ postman in departmental post offices having a combined staff
strength exceeding 4 Group ‘D’/postmen. However, Heads of
Circles/ Regions may at their discretion relax this condition in
individual cases if it is not found possible to redistribute the work
among the available staff and if they feel that there is a genuine
difficulty in managing the work without making substitute
arrangement where the staff available is limited and the work in
that particular office cannot be managed without a substitute
arrangement.

II. RULES FOR THE EMPLOYMENT OF PAID SUBSTITUTES IN CASUAL LEAVE


VACANCIES OF MAILGURARDS, VAN PEONS, MAILMAN AND OTHER CLASS IV
OFFICIALS IN THE R.M.S. (GOVERNMENT OF INDIA, DEPARTMENT OF I.& L.,
LETTER No. ES –B/APC-66/28 dt. 11.01.30).
(The rules are the same as those in the case of postmen, village postmen and
class IV postal officials given in Section I above, except that in this case).

(1) the head of the office is the Inspector of Post, Head Record, or Sub-
record officer in the Selection Grade. As the case may be, in charge of
the office.
(2) The powers of Divisional Superintendents and/or First Class
Postmasters under rules 5 and 7 will be exercised by the
Superintendent of R.M.S.).

Note:-- For the purpose of rule(1), each set of a section or mail office will be treated
as a separate unit. The employment of paid substitutes should be resorted to only
when no leave reserve hand is available in the Record Office to which the set,
section or mail office is attached and a certificate to this effect may be given by the
appointing authority.
APPENDIX NO. 37

Rules Relating to Departmental Examinations

PART - I - General

1. Introductory - The general rules and instructions governing the conduct of


departmental examinations are contained in this Appendix. The Rules relating
particularly to individual examinations will be found in the relevant Chapters dealing
with the particular cadres concerned.

2. Notice of examinations - Except in cases where a departmental examination is


prescribed to be held in a particular month under the rules, advance notice of a minimum
period of three months should ordinarily be given for every departmental examination.

3. Examination not to be held on holidays - Departmental examination should


not be held on Sundays or holidays as far as possible.
NOTE - This rule is applicable only to those examinations in which the
candidates are exclusively or mostly, departmental employees. It is not applicable to
those examinations which are open only to outside candidates or in which such
candidates are in a majority.

4. Filling up of applications - All applications in connection with departmental


examinations should be filled in carefully; and full and correct particulars should be
furnished. If any candidate is found to have made a false or incorrect statement or to
have suppressed material information, he will be considered as having used unfair means
in the examination concerned and treated accordingly.

5. Submission of applications - All applications in connection with departmental


examinations (including those for permission to appear at an examination, or for
communication or re-totalling of marks) must invariably be submitted through the proper
channel.

6. Withdrawal of candidature - (a) Permission to a candidate to withdraw his


candidature from an examination may be granted by the same authority who had granted
him the permission to appear at that examination, or by such other authority as may have
been specially authorized in this behalf. The decision of such authority will be final.
(b) Withdrawal of candidature should not ordinarily be allowed unless the
circumstances of the case fully justify the concession. After the assignment of roll
numbers, a candidate should be allowed to withdraw his candidature only if he could not
avail of the chance owing to circumstances beyond his control, and if the Head of the
Circle (or any other competent authority, as the case may be) is fully satisfied about the
genuineness of the case.
(c) No candidate should be allowed to withdraw his candidature after the
examination except under very rare circumstances. Even when a candidate has been on
medical leave during the days of the examination, the request for withdrawal must be
submitted within 10 days from the date of his return to duty. No such request submitted
later should ordinarily be entertained.

6-A. Issue of Hall Permits - Hall permits to the candidates should be issued only
by the Head of the Circle or Administrative Office concerned to which the candidates
actually belong. In the case of a candidate appearing at a Centre outside his jurisdiction,
the Head of the parent Circle/Administrative Office should forward a copy of the hall
permit to the Head of the Circle or Administrative Office, under whose control the
examination is being conducted at the centre concerned, and the latter should forward it
to the respective Supervising Officer, so that he may compare it, if necessary with the
original permit produced by the candidate.

If, in a case of urgency, it is felt that it would be difficult to have the hall permit
delivered to the candidate before the commencement of the examination, the Head of the
parent Circle, District, etc., may authorize, by telegram, the Head of the
Circle/Administrative Office concerned to issue the hall permit to the candidate.

7. Basis of Rules and orders for questions and answers - In cases, where the
questions in a Question paper require the application of any Rules or orders, such Rules
or orders should be taken into account as they stand three months before the date of
announcement of the particular examination concerned. Amendments issued on a
subsequent date should not ordinarily be taken into account, either for setting the
questions or for writing answers thereto.
NOTE - All amendments issued not less than three months before the date of
announcement of an examination and notified in the Director General's Circulars are to
be taken into account and not only those for which 'correction slips' have been issued in
printed form.

8. Indication of language on Question papers - In addition to the usual particulars


and such specific directions to the candidates as may be deemed necessary, an indication
should invariably be given on the top of a question paper regarding the language in which
the answers are to be written by the candidates. If in any case, such an indication is
inadvertently omitted, the candidates should write their answers in the same language in
which the question paper has been set-except of course, where a question itself mentions
the language in which the answer is required, e.g., a question on translation.

9. Candidates to bring their own pens, pencils, etc. - Candidates should bring
their own pens, pencils, drawing instruments, and reference books (in cases where a
paper is to be answered with the aid of books). The Department undertakes no
responsibility to supply them with books in the examination hall.
Note - In this connection, attention of the candidates is also invited to Rule 1
under Part II.
10. Supply of ink and blotting paper - Arrangements for the supply of ink and
blotting paper to the candidates should be made by the Head of the Circle/District
concerned.

11. Supply of answer books - All answer books supplied to the candidates should
have a cover of a standard design, as shown in Annexure I. The name of the
examination in its abbreviated form should be fixed by means of a rubber stamp. If for
some reasons this is not possible, the name should be inserted by pasting a cyclostyled
script, only as a last resort the name should be written in manuscript.

12. Tabulation of results - The results of departmental examinations should be


tabulated by or under the personal supervision of a responsible official, who will be
personally responsible for their safe custody and the maintenance of strict secrecy with
regard to them. Such tabulated marks should invariably be checked, in their entirety, by
an officer other than the one by whom they have been entered; and no mistake or
ambiguity however slight, should be allowed to creep therein.
Note - The marks lists and results sheets should be treated as Secret even after the
announcement of results (cf. Rules 13).

13. Communication of marks - (a) After the results of an examination have been
announced, the mark obtained in each paper by a candidate may be communicated to him
and to him alone, on application and on payment of a fee of Re. 1 per examination per
candidate. The marks of any other candidates should not be supplied. Application in
this behalf should be submitted through the Superior Officer under whose immediate
supervision the candidate works to the P&T S. S. Board/other authorities conducting the
examination in the prescribed form (as shown in Annexure II ). Accordingly the marks
of the examination will be communicated by the P&T S. S. Board (New Departmental
Examination Section)/other authorities conducting the examination direct to that Superior
Officer who will communicate the marks to the candidate concerned.

(b) The amount of Re. 1 should be deposited in a Post Office and the receipt
therefor enclosed along with the application. This fee will not be accepted in any other
form, e.g., Cash, Postage Stamps, Money Order, Indian Postal Orders, etc. The amount
should be credited to the relevant sub-division of Abstract BI-Joint. Receipts-Fees and
other Receipts.

(c) This rule will apply to all departmental examinations held by the Directorate
or by the Circle and Administrative Offices. No fee will, however, be charged in respect
of examinations held by the Divisional authorities.

(d) It is absolutely necessary that the mark lists (and tabulated result-sheets)
should be treated as Confidential and handled by responsible officials only.

14. Retotalling and Verification of marks - (a) If a candidate desires the


retotalling of his marks and verification of the fact that all answers written by him have
been duly assessed by the examiner, he should submit an application in the prescribed
form (as shown in Annexure III) and pay the prescribed fees. The fees for this purpose
is Rs. 5 per paper.

(b) The procedure for payment and accounting of such fees will
be the same as laid down in Rule 13 (b).

(c) Such applications must be submitted within six months from the date of
announcement of the respective results. Any applications submitted thereafter should not
be entertained.

(d) The retotalling and verification of marks should be carried out by an officer
other than the one who had originally valued the answer scripts concerned. No
remuneration will be payable for this work.

(e) The fee paid for retotalling of marks will not be refundable in any
circumstances.

NOTE - 1. It must be clearly understood that the only scrutiny intended in this
Rule is as shown in clause (a) viz., whether all the answers written by a candidate
(provided that they are not in excess of the number required to be attempted) have been
assessed, and that there is no mistake in the totalling of the marks.

NOTE - 2. In cases where the results of departmental Director-General's Circular,


the period of six months referred to a sub-rule (c) will be counted from the date of such a
Circular.

15. Revaluation of answer books - Revaluation of answer scripts is not


permissible in any case or under any circumstances.

16. Exemption - (a) In the rules for certain departmental examinations, there is
a provision that if a candidate secures a specified percentage of marks in any subject, he
will not be required to appear in that subject in a subsequent examination. It should be
noted that such exemption can be availed of only in the two subsequent examinations,
provided that the candidate is otherwise eligible to appear in those examinations, under
the relevant rules.

(b) A candidate who, after being exempted, does not take the next one or
both the examinations, will be deemed to have availed of the chance or chances for this
purpose. In other words, if after getting the exemption in any subject in the first chance,
a candidate does not sit in the next two subsequent examinations, but avails of his second
chance at the third subsequent examination, he will have to appear in all papers.

(c) The exemption from appearing in any subject granted in a particular


examination would be valid for that particular examination only in which the exemption
is granted, and not for any other examination. For example, an exemption secured in any
subject of the P&T Accountants Service Examination will not apply to the Post Office
and R.M.S. Accountants Examination or for any other departmental examination.

17. Preservation of result sheets and answer books - (a) Tabulated result sheets
or mark sheet registers of departmental examinations should be preserved for a period of
ten years from the date of announcement of the respective results.

(b) Answer books in respect of all departmental examinations should be


preserved for a period of twelve months from the date of announcement of the respective
results.

18. Treatment of candidates using unfair means - (a) If a departmental candidate


is found guilty of impersonation, or of submitting fabricated documents or documents
which have been tampered with, or of making statements which are incorrect or false, or
of suppressing material information, or of using or attempting to use unfair means in the
examination hall or otherwise resorting to any other irregular or improper means for
obtaining admission to an examination, the Supervising Officer should submit a report to
the authority competent to impose the major penalties on the candidate.

(b) (i) If a departmental candidate is found to be copying from the answer


papers of a neighbouring candidate or from any written paper or document brought by
him, or in any other way obtaining help or giving help to other candidates by irregular
means, or is found to be in possession of a book which is not authorized to be used or of
any written paper or document, he should be immediately expelled from the Examination
Hall.

(ii) Immediately after the examination in the particular paper is concluded,


the Supervising Officer should record the statements of the candidate concerned and of
other witnesses and of the invigilator or supervising officer who found the candidate
copying or rising other unfair means. He should also collect such other evidence as may
be relevant to the consideration of the case.

(iii) The Supervising Officer will then forward his report with the
statements and other evidence referred to at (ii) above to the authority competent to
impose the major penalties on the candidate.

(c) On receipt of the report mentioned in (a) or (b) or from the examiner
(vide rule 14 under Part IV) the disciplinary authority competent to impose major
penalties on the candidate shall consider the matter and institute and finalize the
disciplinary proceedings as expeditiously as possible.

(d) In all cases covered by (a) and (b) above, the Supervising Officer should
submit a skeleton report showing the facts of the case to the Head of the Circle in which
the candidate is working. The Head of the Circle will keep a watch over the progress of
the departmental proceedings to ensure that no avoidable delay occurs in finalizing the
proceedings.
(e) In respect of examination conducted centrally by the Directorate, the
Supervising Officer should also send to the Director-General a copy of his report
submitted to the Head of the Circle.

(f) After the conclusion of the disciplinary proceedings, the disciplinary


authority should forward a complete record of the case i.e., the report of the Supervisory
Officer, the statement of the candidate and of the witnesses, the charge sheet, defence,
record of the oral enquiry, if any and the punishment order to the Head of the
Circle/Admn. Office concerned who will decide the question of debarring such
candidates from appearing in departmental examinations in respect of the officials for
whom the appointing authority is the Head of the Circle/Administrative office or the
subordinate authorities.

Pending decision of the Head of the Circle/Administrative Office, the official


should not be allowed to appear in any subsequent examination conducted by the
department.

The powers delegated above will be exercised personally only by officers


declared as Heads of Departments under SR. 2(10).

(g) If the candidate concerned is an outside i.e. he is not already an employee of


the Department, the report and other documents, if any, under (a) and (b) above should be
forwarded to the Director-General, who will consider the action to be taken against the
candidate and pass such orders as he considers necessary.

PART II - INSTRUCTIONS FOR CANDIDATES

1. Bringing of books etc. to the Examination Hall - candidates should bring their
own pens, pencils, etc. (as laid down in Rule 9 under Part I ) into the Examination Hall.
Any other books, note books etc., brought by them should be left outside the Examination
Hall.

2. Reference books should not have notes - In the reference books used by the
candidates in the Examination Hall (where the use of books is allowed), there should be
no notes or other irrelevant matter. Notes of the nature of cross-references, glossary, or
index of references to orders of the Government of India may be allowed, but notes of the
nature of solutions to questions will not be allowed in any case.

NOTE - "The candidates will be permitted to bring to the examination hall either
Chaudri's Compilation of the Civil Service Regulations or Swamy's Pension Compilaion
of the Civil Service Regulations and Liberalized Pension Rules, at their option, in
addition to the official publication on C. S. Rs., as a book of reference in the examination
hall in respect of all P&T examinations in which the Civil Service Regulations and
Liberalized Pension Rules have been included in the syllabus and the questions are
allowed to be answered with the aid of books. The candidates will provide themselves
with a copy of the above compilation at their own cost and they may use it at their own
risk regarding the accuracy, completeness or upto-dateness of the publication."

3. What to write on answer books - (a) The candidates should -


(i) write only their respective Roll Numbers and the Circle index letter, as
allotted by the Head of the Circle or Office, on the top of the title page
of their answer books on each subject, they should NOT write their
names anywhere on or in their answer books. They will be penalized
for writing the name.
(ii) write the subject of the Examination and other particular on the top of
the title page of their answer books;
(iii) write on both sides of the paper, leaving a quarter margin. The margin
should be on the left hand on the front side and on the right hand on
the back side;
(iv) NOT write any irrelevant matter or anything else except the actual
answers in their answer books; and
(v) NOT write anything on the question paper or on the sheet of blotting
paper supplied to them.

(b) A second (third etc.,) answer book will not be supplied so long
as any blank page remains unused at the end of the first (second etc.) answer book.
(c) Candidates may use, for rough notes or calculations, the inner side of
the cover and, if necessary, a page or pages of the answer books. The rough notes
should be crossed through afterwards.

(d) They will not use pencil in writing their answers, Pencil may, however, be
used for mathematical drawings, rough work etc.

(e) They will not take any article or any book with them to their table which they
are not authorized to take with them.

4. Directions on Question papers - The candidates should read the directions on


question papers and should are fully observe them.

5. No leaves to be torn - Candidates should NOT tear off any leaves from the
answer books.

6. Indication of number of answer books used - If a candidate uses more than


one answer book, he should state, on his first answer book, the total number of books he
has used and fasten all the answer books securely together. In the supplementary answer
script given to a candidate (after he has used up the main answer book) the candidate
will write the number of the supplementary scripts used by him.

7. Instructions on answer book - The candidates should carefully read and


follow the instructions on the cover of the answer book.
8. Signal of time limits - A signal will be given at the beginning of the
examination in each paper. A signal will also be given fifteen minutes before closing
time and again at the closing time, when the candidates must stop writing or revising their
answers.

9. Handing over of answer books to Supervising Officers - Every candidate


should hand over his answer books personally to the Supervising Officer or one of the
Invigilators on duty, if he leaves before the expiry of the time for the paper.

10. Candidates who stay till the end - If a candidate stays till the end, he must
remain at his seat until his answer books have been collected by the Supervising
Officer/Invigilator.

11. Excess answers - If a candidate answers more questions than the number
required to be attempted, only those attempted first (up to the prescribed number) will be
taken into account for valuation, and the remaining answers will be ignored.

12. Candidates using unfair means - If a candidate is found to be using or


attempting to use unfair means in the examination hall, he will be treated in accordance
with Rule 18 under Pt. I.

13. Instructions of the Supervising Officer - Every candidate must obey all
instructions and directions given by the Supervising Officer/Invigilator in the
examination hall. If a candidate fails to do so or indulges in disorderly or improper
conduct, he will render himself liable to expulsion from the examination, and in addition
to such disciplinary action as may be deemed necessary.
NOTE - "The candidates will be permitted to bring to the examination hall either
Chaudri's Compilation of Civil Service Regulations or Swamy's Pension Compilation of
the Civil Service Regulations and Liberalized Pension Rules, at their option, in addition
to the official publication on C. S. Rs. as a book of reference in the examination hall in
respect of all P&T examinations in which the Civil Service Regulations and Liberalized
Pension Rules have been included in the syllabus and the questions are allowed to be
answered with the aid of books. The candidates will provide themselves with a copy of
the above compilation at their own cost and they may use it at their own risk regarding
the accuracy, completeness or up-to-dateness of the publication."

14. Silence to be observed - Silence must be observed in the Examination Hall.

15. Smoking prohibited - Smoking in the examination hall is strictly


prohibited.

PART III - INSTRUCTIONS FOR SUPERVISING OFFICERS

1. Confidential Instructions etc. - The Supervising Officers should make


themselves well acquainted with these instructions and also with any other Confidential
instructions sent to them in connection with individual examinations, and they should
strictly observe them. In particular, where an acknowledgement (by post or by telegram)
of any papers or documents has been asked for, they should send such acknowledgement
promptly.

2. Action in emergency - In an emergency, where it becomes essential to depart


from any of the instructions, or any unforeseen situation has to be met on the spot, the
Supervising Officer may act on his own discretion. He should, however, send a report
forthwith to the Head of the Circle, and to the Directorate where necessary, showing the
exact circumstances of the case and the action taken by him.

3. Should arrive early and complete preliminaries - It would be necessary for the
supervising officer to finalize all the arrangements in connection with examination on the
day previous to the examination. The Supervising Officer should arrive at least half an
hour before the commencement of the paper, and make sure that all preliminary
arrangements for the examination are complete and in order.

4 (a) The Supervising Officer should ensure that suitable persons are appointed
as Invigilators. One Invigilator should be allowed for every 25 candidates actually
taking the examination. The Supervising Officer must obtain a certificate from each
Invigilator at the commencement of the examination that no relation or dependent of his
is taking the examination on that day. If on the first day of the examination it is found
that the number of Invigilators appointed is in excess of the prescribed number, steps
should be taken to reduce the number of Invigilators as far as possible to the minimum as
required under the rules. In case re-arrangement of seats becomes necessary, an
announcement should also be made to the candidates that their seats will be rearranged
and that they must come at least 10 minutes earlier on the following day to find the
changed location of their seats. In that case fresh plans showing the revised seating
arrangements should be put up prominently near the entrances to the examination hall.
Placards giving instructions to candidates vide Annexure B (DO's & DONT's) and plans
showing seating arrangements should be prominently displayed at the entrances to the
examination hall.

4 (b) The Supervising Officer should satisfy himself before the commencement
of the examination that the Invigilators are fully acquainted with the instructions meant
for them.

4 (c) The Supervising Officer should make the following announcements to the
candidates in the examination hall before the commencement of the examination :-
1. Candidates should make sure that they have no unauthorized books or papers
with them.
2. Candidates should carefully read and follow the instructions on the cover of
their answer book as also on the question paper.
3. Candidates will be penalized for writing their names anywhere in the answer
books.
4. If more than one answer book or forms etc. have been used, the answer paper
should be tied with a tag.
5. Candidates will be expelled from the examination hall for resorting to unfair
means and they will also be subject to departmental proceedings.

4 (d) The Supervising Officer should note that the candidates must write
in their own hand. In no circumstances will they be allowed the help of amanuensis to
write the answers for them.

4 (e) The Supervision must be effective and active. It is not sufficient


for them to be merely present in the examination hall. Their attention is drawn to the
terms of the certificate mentioned in rule 26 which they are required to submit in their
own handwriting. On the first day the Supervising Officer will arrive at least 45 minutes
before the commencement of the first paper. He will also take all precautionary measures
usually associated with the examination, and should in particular ensure that there is no
communication of any kind between the candidates during the actual examination. He
will satisfy himself that no relation of his is appearing in the examination from that
centre.

4 (f) He will ensure that if there are lady candidates in the examination hall they
are seated together. If possible, a lady Invigilator from amongst the total number of
Invigilators may be posted to look after them. He will tell every Invigilator before the
announcement of examination that he would neither read nor engage himself in any
person work in the examination hall.

4 (g) He will ensure that the seats are comfortable and the drinking water is
available, Fans, if required and lighting should be adequate. Benches may be provided
for keeping the books of the candidates outside the examination hall and if considered
necessary a class IV official may be detailed to look after these things for the duration of
the examination.

5. Some duties of the Invigilator - The Invigilator will arrive at least 45 minutes
before the commencement of the first paper on the first day and half an hour before the
commencement of other papers and make sure of the room to which he has been posted,
the names of the other Invigilators who will share duties with him and the number of
candidates in that room. One Invigilator should be appointed for every 25 candidates.
In every room, however, there must be at least 2 Invigilators even if the number of
candidates is less than 25. This arrangement would enable one Invigilator to remain on
duty in the room if the other for some reasons has to go out.

One Invigilator from each room should obtain from the Supervising Officer
before the commencement of the examination a sufficient number of answer books with
and without covers after giving an acquaintance where prescribed and other special
requirements such as forms etc. and these items should remain in the personal custody of
the Invigilator concerned. He should render an account of these to the Supervising
Officer.
The candidates should be admitted into the examination hall 15 minutes before
the scheduled time on the first day and should be asked to take their seats as soon as they
enter. One Invigilator from each room should report to the Supervising Officer at least 7
minutes before the examination for collecting question papers and he should be back to
his room 2 minutes before the commencement of the examination. He should render an
account of spare copies of the question paper. No Invigilator should read either the
question paper or the script of the candidate in the examination hall.

6. Should be present throughout - The Supervising Officer and the Invigilators


should be present in the examination hall throughout the period allotted to each paper.

7. Allotment of seats - Candidates should not be allowed to select their own


seats. The Supervising Officer should allot seats to the candidates.

8. (a) Safe custody, etc., of Question Papers and answer books - The Supervising
Officer will be personally responsible for the safe and secure custody of the question
papers and answer books. The packets containing the question papers should be opened
in the presence of the candidates five minutes before the time fixed for the
commencement of the examination in the subject concerned. Each time the sealed,
packet of question paper is taken out for distribution to the candidates, it has to be
ensured that it pertains to the correct paper and on opening also this may be checked up
before actual distribution. This would obviate the chances of distribution of wrong
question papers. The Supervising Officer should ensure that no question paper or
answer book is allowed to fall into unauthorized hands. He should also render a proper
account of spare copies of the question papers and the unusual answer books.

8 (b) A proper account of answer books used in the examination is to be kept.


An account has to be kept both for the answer books with covers containing 16 or 8 or 4
pages and answer books without covers i.e. supplementary answer books in the form
prescribed in Annexure IV and V. If the examination centre consists of more than one
hall, the Supervising Officer will keep a proper note of the answer books given to the
Invigilators of the other rooms after taking an acquittance. The extra rooms should be
numbered. The form in Annexure IV for the answer books with covers i.e. main answer
book should be submitted to the Supervising Officer soon after the expiry of the first half
an hour and that for the answer books without covers i.e. supplementary answer books,
immediately after the end of the paper.

8 (c) For the question papers similarly the number of question papers not used
should be returned to the Supervising Officer after expiry of half an hour from the
commencement of the examination who should take stock of the question papers and
keep the unused papers in safe custody.

9. Supply of ink, blotting paper etc. - The Supervising Officer will be


responsible for a proper supply of ink and blotting paper to the candidates.
10. Supply of answer books - Answer books with cover are to be distributed to
those candidates only who are seated in the Examination room. No answer book should
be left on a table which has not been occupied by a candidate.

11. Answer books to be initialled - The Supervising Officer should initial on the
cover of each answer book supplied to candidates for writing answers on to guard against
substitution of answer papers, and should see that the answer papers handed to him by the
candidates at the close of the examination in each paper bear his (Officer's) initials.

12. Books, note-books, etc., to be kept outside - The Supervising Officer should
ensure that the candidates bring into the Examination hall only the documents and
reference books (where permitted) actually required in connection with the paper
concerned. All other books, note-books, etc., brought by them should be left outside the
examination hall. If for any reasons arrangements for keeping books, note-books etc.
outside the examination hall is not possible, it must be ensured that the candidates keep
their books, note-books etc. below or very close to the table of the
Supervising/Invigilating Officer and that there is no possibility whatsoever of their
getting access to those books, notes etc. In no circumstances shall the candidate be
allowed to keep any books or notes on their tables which they are not authorized to keep
when the examination commences.

13. Reference books should not have notes - The Supervising Officer should
carefully examine the reference books used by the candidates in the examination room (in
cases where the paper is to be answered with the aid of books), and ensure that they do
not have any notes or other irrelevant matter. Notes of the nature of the cross-references,
glossary or index of references to orders of the Government of India may be permitted
but notes of the nature of solutions to questions should not be allowed in any case.

* NOTE - In respect of the use of Chaudhri's Compilation of Civil Service


Regulations or Swamy's pension compilation of the Civil Service Regulation and
Liberalized Pension Rules please refer to note below para 2 of part II as substituted by
correction slip No. 45, dated 1st January, 1962.

14. Candidates arriving late - (a) Candidates arriving late up to half an hour
may be allowed to sit for the examination. Candidates coming late should not, however,
be allowed any extra time after the expiry of the hour prescribed for the close of the
examination in the paper concerned.

(b) No candidate should be allowed to leave the examination hall until half an
hour has elapsed from the time the examination commenced.

(c) Soon after the commencement of the examination the Invigilators will
obtain the signatures of the candidates on the attendance sheet in the form shown in
Annexure VI. Care should be taken to include the name of any candidate who enters the
hall within the half an hour limit.
15. Hall permits, etc. to be examined - (a) The Supervising Officer should
scrutinize the Hall permits etc., of the candidates (which are issued by the Head of the
Circle concerned), and satisfy himself that all the candidates present have been regularly
admitted.

(b) The candidates will sign on the hall permit in the presence of the Invigilator
for each paper in which they appear and the Invigilator will tally the signature each time
with the attested copy of the candidate's signature. Proper columns should be provided
by the issuing authorities on the hall permit for the date. Session, paper number and the
candidates' signature. The hall permits will be collected by the Invigilator during the
course of the last paper.

16 (a) Supplementary answer books or answer books without cover should be


supplied to a candidate only when the Supervising Officer/Invigilator is satisfied that the
candidate has exhausted the previous answer book. No loose sheets should be supplied.

(b) Two or more answer books submitted by a candidate on the same subject
should be securely tagged together after they have been page-marked serially. The
candidates should be instructed accordingly.

17. The Supervising Officer and the Invigilators should ensure that the
candidates strictly observe the instructions on the cover of their books and they write the
roll number, Circle Index No., the subject of the examination and other particulars on the
top of the title page of their answer books and that they write on both sides of the paper
leaving a quarter margin. Before accepting the answer book he should see that the
candidate has entered his correct roll number on the answer book and that he has not
written his name on the cover of the answer book. No script in which the candidate has
not written his roll number and the Circle Index No. should be accepted.

18. Candidates to have no communication and those going out to be


accompanied - (a) The Supervising Officer should see that there is no communication
of any sort either among the candidates, or between the candidates and any outsider, in
the examination hall.

(b) When a candidate desires to go out of the examination hall, one of the
invigilators should invariably accompany him. He must never be allowed to go out
alone.

19. Candidates not to leave during last 10 minutes - All doors should be closed
ten minutes before the closing hour. Candidates should not be allowed to leave their
seats until all the answer books in that room have been collected.

20. Questions from candidates - (a) If a candidate asks a question as to any


misprint or ambiguity in a question paper, he should be told to make a representation
through proper channel if he so desires.
(b) The Supervising Officer should himself submit an independent report giving
the candidate's Roll number and the nature of complaint.

21. Signal of time-limits - (a) The Supervising Officer should give a signal at
the beginning of the examination in each paper. A signal should also be given fifteen
minutes before the closing time and again at the closing time, warning the candidates to
stop writing or revising their answers.

(b) The Supervising Officer should see that no candidate writes or revises his
answers after the expiry of the time. If any candidate disregards this instruction and
exceeds the time-limit, a report should be sent to the proper authority.

22. Names of Examiners to be kept strictly confidential - The names of the


Examiners, where known to the Supervising Officer, should be kept strictly confidential,
and should not be made known to any one else.

23. Candidates using unfair means - If any candidate is found to be using any
unfair means in the examination hall, action should be taken as laid down in Rule 18
under Part I above, and in accordance with such other instructions as may be issued to
him in this behalf.

24. Despatch of answer books - (a) On the conclusion of the examination in


each paper, the answer scripts handed in by the candidates, together with a list (in the
form shown in Annexure VII) giving the Roll numbers only (NOT the names) of the
candidates who appeared at the examination, should be despatched at once by insured
post by the Supervising Officer personally, in strong packing, carefully sealed, and
addressed by name to the Examiner in that paper. Depending upon the number of the
answer books to be sent, the answer books should be packed in cloth-lined envelopes or
in cloth, or they should be packed in strong paper and then put in drill or canvas bags.
They should always be sent by insured post, being insured for Rs. 100/- only irrespective
of the number of answer books.

They should invariably be despatched on the day of the examination itself, by


making special arrangements with the local Postmasters, if necessary.

(b) For preparing the list of candidates referred to in Sub-rule (a) above, paper of a
superior quality should be used. Absorbent paper should not be used as the entries of
marks in ink (to be made by the examiner) would not be legible thereon. In the list,
sufficient space should be left under each column for entering marks by the examiners
(both in figures and in words). The Roll numbers in this list should not be entered in
single space typing, as that makes it difficult for the examiner to enter the marks against
each Roll number.

(c) The list referred to in (a) above should be signed by the Supervising Officer.
Roll numbers should be arranged in the list serially, and the subject (or paper number)
and the name of the Centre should be shown at the head of the list. The answer scripts
should also be arranged serially. The Roll numbers (and answer scripts) of the
candidates, if any, of a different Circle should be prominently shown in a separate group.
The total number of answer books should also be entered in the list.

(d) A strictly confidential seal should be used in closing the covers and a specimen of
it should be given on the list referred to above.

25. Statement of candidates - (a) On the conclusion of the examination in the


last paper, the Supervising Officer should send by registered post and to the Head of the
Circle (or Head of the Telephone District, as the case may be), a statement showing the
Roll numbers with Circle index letters and the names of the candidates who actually
appeared at the examination and the subject or subjects in which they appeared in the
form shown in Annexure VIII. Care should be taken that no mistake occurs in the names
of the candidates. This statement should not be forwarded to the examiners.

(b) In the case of the examination held centrally, the head of the
Circle/Administrative Office should then forward to the Director-General, a consolidated
statement showing the Roll Numbers and names of candidates who

actually appeared from his Circle/Organization and the subject or subjects in which they
appeared. In the case of competitive examinations, the candidates belonging to
Scheduled Castes and Scheduled Tribes should be specifically shown as such. Special
care should be taken to ensure that there is no mistake in these particulars.

(c) If, in any case, no candidate appears in the examination at a particular centre, a
report to this effect should be sent in place of the statement referred to above.

25-A. Diagram of seating arrangement - Along with the statement referred to in Rule
25, the Supervising Officer should also furnish, to the respective Head of the
Circle/Administrative Office, a diagram of the seating arrangements made for the
examination. The approximate dimensions of each room in which the examination was
conducted should also be shown on the diagram. Such diagrams should be kept in the
Circle Office etc. for record and reference when required.

26. Supervision Certificate - (a) On the conclusion of the examination in the


last paper, the Supervising Officer should also send by registered post, to the Directorate
or to the Head of the Circle/District as the case may be, a certificate in the following
form.

"I certify that I personally opened the covers containing the question papers five
minutes before the commencement of the examination in each subject of the
___________ Examination held at ___________ Centre on the ___________, 200__ .
That I supervised the examination actively; that the instructions laid down for the
Supervising Officers were duly observed; that the candidates examined were not given or
allowed to find any assistance in answering the question papers; that they were not
permitted to select their own seats or to communicate with one another (nor with any
outsider) during the examination that they were not allowed the use of any books of
reference except those authorized for answering paper(s) ______; that the answer books
were collected immediately on the expiry of the scheduled time for each subject, were
scrutinized personally by me to see that they were in order according to the prescribed
instructions, were at once packed and sealed with a strictly confidential seal, and were in
my personal custody until they were despatched to the examiner concerned by insured
post, on the day of the examination itself.

(b) I also certify that no relation either of mine or of any of the Invigilators took
the examination at this centre and that a proper account of unused answer books was
maintained.

Station ______________

Date _______________

Signature of Officer conducting the


examination with name in block
letters (in brackets)

Designation __________________

PART IV - INSTRUCTIONS FOR EXAMINERS

1. Strict secrecy and security of scripts to be maintained - The examiners should


maintain strict secrecy in respect of the question paper, answer scripts, marks awarded
and all other matters connected with the examination. They are also responsible for the
security of the answer books so long as they are in their custody.

2. Valuation to be completed in time - The examiners should ensure that the


valuation of answer scripts allotted to them is completed within the time allowed therefor
- which is usually a month to six weeks.

3. Appointment of sub-examiners - Where more than one examiner is appointed


for the same paper, it is necessary to ensure, as far as possible, uniformity in the standard
of valuation.

4. Care to be taken in valuation - Utmost care should be exercised in the


marking of answer books, so as to ensure that no answer or option thereof remains
unassessed, and that the totals of the marks awarded are correct. The necessity for this
cannot be over-emphasized, as any mistake or omission detected later - particularly after
the announcement of the results - reflects seriously on the efficiency of the
administration, besides undermining the sanctity and reliability of the examination
results; in some cases, it may also give rise to an unfounded suspicion. The examiners
should, therefore, ensure meticulously that no such occasion is allowed to arise.

5. Entries in mark lists to be checked carefully - The entries of marks in the


mark lists should be carefully checked with the totals shown on the respective answer
books. This is also very important. Each page of the mark lists should be signed and
dated by the examiner.
6. Totals to have no fractions - The total of marks awarded to an answer script
on any subject should not have any fraction. If the total amounts to a fractional figure, it
should be rounded off to the nearest or next higher whole number, as the case may be.

7. (a) Division of marks - The maximum marks for each question are usually
indicated in the question paper. It sometimes happens that all the questions carry equal
marks, but the total number of marks is not exactly divisible by the number of questions
to be answered. In such cases, the balance of marks should be awarded, at the discretion
of the examiner, for such qualities as neatness, clearness, conciseness and originality.
The extra marks, if any, thus awarded should be added at the end to the total on the
answer scripts.

(b) No marks will be set apart for handwriting in the question papers of the
departmental examinations unless the recruitment rules provide for the same.

8. (a) The examiner should insert marks awarded to each answer in the margin
of the script at the end of the answer. In the case of questions with parts, the final marks
given to a question may also be similarly inserted, except that since the final marks will
be the total of the different parts of the question, the final marks may in addition be
circled. Marks awarded to portions of an answer should crossed out lightly.

(b) If any answer deserves 'Zero' then it may be so marked instead of leaving it
blank as otherwise it may lead to an inference being drawn that it has been overlooked in
valuation.

(c) The examiner must ensure that all the answers are valued and for every
question marks entered inside the answer book. Thereafter he must enter all the marks in
the cage of the title page below the question answered, and then exclude, where necessary
marks secured in the excess number of answers attempted by the candidates keeping in
view the revised instructions referred to in Rule 10. In the case the excess marks should
be circled and the word "EXCESS" should be written below the question with an
indicative arrow.

(d) Instead of putting a cross-mark or a dash or a '0' examiner should put 'Zero'
in words in the relevant column of the title page. All 'Zeros' must be entered in the cage.
(e) The examiner should initial each answer book after he has valued it at the
space provided for the purpose on the cover in the right hand corner.

(f) The total of marks awarded to an answer script on any subject should not
have any fraction. If the total amounts to a fractional figure it shoud be rounded off to
the nearest or next higher integer, as the case may be. There is no objection in granting
marks with fractions to individual question or parts of a question.

(g) Questions not attempted by the candidates need not be shown by the
examiner by placing a 'x' in the cage of the title page. The relevant column should be
left blank. However, when a compulsory question is left out by a candidate the words
'NA' should be inserted in the relevant column.

(h) The corrections must always be initialled. It would always be desirable to


score out over-writings and re-write the number separately with initials.

(i) Cases where the examiner feels that a candidate has used unfair means should
be reported to the Heads of Circles/Administrative Offices or the P&T Services Selection
Board (now Departmental Examination Section), as the case may be, confidentially.

(j) While valuing answer books, colour pencils should be used instead of black
lead pencils.

(k) Where a question consists of more than one part, each part should be valued
and marked separately and the total of all the part put in the page at the proper place.

9. Rules etc. to be taken as they are three months before the date of
announcement - (a) As stated in Rule 7 under Part I, the Rules and orders in connection
with questions and answers thereto should be taken as they stand three months before the
date of announcement of the examination concerned; and amendments issued on a
subsequent date should not ordinarily be taken into account.

(b) If however, any candidate gives an answer on the basis of such subsequent
amendments or decisions, he should not be placed at a disadvantage on that account.

10. Excess answers - When only a limited number of questions or parts of a


question have to be answered but a candidate answers more than the required number, the
examiner should value all the questions or parts of the question so answered. He should,
however, take into account for arriving at the total of the marks awarded to the candidate
only these questions or parts of any questions in which the candidate has secured the
highest marks, upto the prescribed number required to be answered. This benefit,
however, will not apply in respect of any compulsory question or questions to be
answered.
11. Despatch of marks lists - (a) The mark lists duly filled in and signed by the
examiner, should be forwarded by him to the prescribed authority by insured letter post
(insured for Rs. 100 only). These lists should be forwarded separate from the answer
books.

(b) The examiner is at liberty to submit a report about the general characteristics
of the scripts and the quality of the candidates, or to offer any general remarks on the
examination which he may desire to make.

12. Despatch of answer books - While despatching the answer books to the
prescribed authority, the examiner should observe the same instructions as laid down in
this behalf for the Supervising Officers, vide Rule 24 under Part III .

13. Preservation of answer books - In cases where the answer books remain
with the examiners, they should be preserved for a period of twelve months from the date
of announcement of the respective results, vide Rule 17 (b) under Part I and then
destroyed.

14. Candidates using unfair means - If, in the course of checking up and
marking of papers, an examiner finds that a departmental candidate has resorted to
copying from the answer papers of another candidate, or suspects that a candidate has
secured undue help from any other unauthorized source, he should submit a report to the
authority competent to impose major penalties on the candidate.

In cases where the identity of the candidates is not known to the Examiner his
report should be submitted to the Head of the Circle/Administrative Office concerned.
In respect of the examinations conducted by the Services Selection Board (Now
Departmental Examination Section), the examiner should send his report first to the
Assistant Director-General (DE), P&T Directorate.

15. Candidates communicating with the examiner - If any candidate or any


person on behalf of a candidate communicates or attempts to communicate with the
examiner, or otherwise tries to influence him in the award of marks, the examiner should
report the fact to the Head of the Circle/Administrative Office concerned, to which the
candidate belongs, for appropriate action.
ANNEXURE I
(Rule 11 of Part I)

Roll No………………. Circle ……………………….

Subject ……………… Centre ………………………

Total No. of books used ……………

(Name of Examination)

Instructions

Candidates will be penalized for failure to comply with the following instructions.
DON’T's DO's

1. Do not write your name or anything 1. Do write your Roll number and
else except the actual answers to the other particulars in the space
questions anywhere inside your provided above.
answer book.

2. Do not leave any pages unused ex- 2. Do use both sides of the paper in
cept at the end of the answers. the answer book leaving a quarter
margin on the left hand on the
front side and on the right hand on
the back side. (You may use, for
rough notes or calculations, the
inner side of the cover and, if
necessary a page or pages of the
answer book. The rough notes
should be crossed through after-
wards.)

3. Do not tear off any leaves from 3. Do put the correct number of the
your answer book. question on the margin at the
beginning of each answer.

4. Do not leave behind your answer 4. Do draw a line at the end of each
book on your table. answer, and do start the next
question on a new page.

5. Do not answer a question twice. 5. If any right-hand page is accident-


ally left blank, do write on it
"Please Turn Over".
6. Do not keep any book, article etc. 6. If you wish to cancel any work,
with which you are not authorized do draw your pen through it or
to keep. write "cancelled" across it; other-
wise it may be valued.

7. Do not leave your seat without the 7. If you have used more than one
permission of the supervisor. answer book, do tie them toget-
her securely with a tag provided
for the purpose, and do indicate
on the cover of the first book, the
total number of books used.

8. Do not write any irrelevant matter 8. Do hand over your answer book
such an appeal to Examiner for marks. personally to an invigilator before
leaving the examination hall.

9. Do not write on the blotting paper or 9. Do attach all loose sheets, such
Hall permit or on the question paper. as maps, graphs, etc., inside the
cover of your answer book.

10. Do not write or revise your Answers 10. Do write in ink, Pencil may
after the expiry of the allowed time. however be used for mathe-
matical drawings, rough work
etc.

11. Do page mark the answer book


Serially.

NOTE - Any attempt on your part to copy from the answer paper of a
neighbouring candidate or from any written paper of document
brought by you, or in any other way to obtain help by irregular or
illegal means in writing your answers will result in your
immediate expulsion from the Examination Hall.

Table below to be filled up by the Examiner

Q. No. 1 2 3 5 6 7 8 9 10 11 12 13 14 15
Total

Marks
Obtained

Initial of the Examiner

NOTE - When No. of questions exceeds 15, please draw a line in the
middle of the table across it giving space for insertion of marks
to additional question.
ANNEXURE II

(Rule 13 of Part I)

Application for communication of marks.

1. Name of examination

2. Name of candidate.

3. Designation.

4. Roll No.

5. Centre at which appeared.

6. Amount of fee deposited.


(Receipt No. …………………….. dated……………… from……………….P.O.
attached.)

Station

Date Signature of applicant.

No.

Dated the

Forwarded to the …………………………………………………… for necessary action.

Station

Date

(Signature)
Designation.
ANNEXURE III

(Rule 14 of Part I)

Application for retotalling and verification of marks.

1. Name of examination

2. Name of candidate.

3. Designation.

4. Roll No.

5. Centre at which appeared.

6. Paper(s) in which retotalling is desired.

7. Amount of fee deposited.

(Receipt No. …………………….. dated……………… from……………….P.O.


attached.)

Station

Date Signature of applicant.

No.

Dated the

Forwarded to the …………………………………………………… for necessary action.

Station

Date

(Signature)
Designation.
ANNEXURE IV

(Rule 8 (b) of Part III)

Name of the Examination

Centre

Date
Session

Paper
Hall/Room No.

Account Sheet of Answer Papers with covers


(Main answer book) 16/8/4*
__________________________________________________________________
No. of answer books No. of No. of Balance Reasons for discrepancy
(with covers) at the Candidates answer if figures in column 2 &
beginning of session present books 3 do not tally
issued
__________________________________________________________________
1 2 3 4 5
__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

* Score out whichever are not applicable.

Initials of Invigilator
ANNEXURE V

(Rule 8 (b) of Part III)

Name of the Examination

Centre

Date
Session

Paper No.
Hall/Room No.

Account Sheet of Answer Papers without covers (Supplementary Answer book)

__________________________________________________________________
No. of answer books Roll No. of candi- Total No. Balance of Reasons for
without covers at the dates who used of such suppleme- discrepency
beginning of session supplementary answer ntary if any
answer books and books answer
the No. supplied to issued. books
each. (1-3)
__________________________________________________________________
1 2 3 4 5
__________________________________________________________________

__________________________________________________________________

Initials of Invigilator
ANNEXURE VI

(Rule 14 (c) of Part III)

Name of Examination

Date
Centre Paper No.
Subject

Candidates' Attendance Sheet

Column 4 below will be signed up by the candidates at the


beginning of each paper. Invigilators will fill it up if a candidate
is absent.
__________________________________________________________________
Serial No. Name of the Candidate Roll No. Signature of Candidates
__________________________________________________________________
1 2 3 4
__________________________________________________________________

__________________________________________________________________
ANNEXURE VII

(Rule 24 of Part III)

List of candidates appeared

Name of examination

Date

Hours from ……………… to ……………………. (I.S.T.)

Subject

Circle

Centre

Total No. of candidates present

Total No. of answer books

Name and designation of the officer conducting


the examination
To be filled in by the
Supervisor of Centre

(Signature)
__________________________________________________________________
To be filled in by the Examiner
__________________________________________________________________
Roll No. with Circle Index Marks in figures Marks in words Remarks
letter (in serial order)*
__________________________________________________________________

__________________________________________________________________

* If a candidate has used more than one answer book, the total number
of answer books used should be entered in brackets against his Roll
No., e.g. DI-57(3)
ANNEXURE VIII

(Rule 25 (a) of Part III)

Statement of candidates who actually appeared.


(To be sent by the Supervising Officer)
__________________________________________________________________
Sl. No. Circle Index Roll Nos. Names of Paper in which
letter candidates they have appeared
__________________________________________________________________

__________________________________________________________________
ANNEXURE IX

(Rule 25 (b) of Part III)

Statement of candidates who took the examination


(To be sent by the Circles/Administrative Offices)
__________________________________________________________________
Sl. No. Roll No. Names of Whether SC Subjects in which Remarks
Candidates or ST they appeared. if any
__________________________________________________________________

__________________________________________________________________
ANNEXURE X

(Rule 25 (b) of part III)

Statement of candidates claiming sports marks


(To be sent by Circles/Administrative offices)
__________________________________________________________________
Sl. No. Roll No. Name of Whether attested copies Recommendations
candidate of certificates attached
and their particulars
__________________________________________________________________

__________________________________________________________________
ANNEXURE 'A'

(Rule 3 of Part III)

(1) Previous day of the Examination

(i) Arrangements of seats be completed, halls to be thoroughly cleaned so as


to be free of all scraps of paper.
(ii) Fixing of roll number cards to be completed.
(iii) Seating plans to be prepared for all sessions of the first day.
(iv) Seating plan and placards of instructions DO's and DON’T's to be
displayed at a prominent place outside hall/room.
(v) Direction placards to be displayed at suitable places.
(vi) Room(s) to be provided with bath-rooms as near as possible (separate for
gentlemen and ladies) - Improvised bath-rooms to be erected if there are
bath-rooms on the premises.
(vii) Rooms to be adequately lighted so that there is no complaint on this score.
(viii) Supply of drinking water to candidates to be ensured. (Tables to be
placed outside the hall for keeping water jugs and glasses).
(ix) Tables (outside the hall) to be placed for keeping books etc. brought by the
candidates.
(x) Invigilators appointed for the conduct of the examination to be briefed in
respect of their duties.
(xi) The supervising officer has to ensure that question papers have been safely
kept as also his personal seal and that there is adequate stock both of the
main answer books and the supplementary answer books.

The following articles are to be kept ready :-


(1) Ink bottles
(2) Ink pots (empty) for supplying ink to candidates, if require
(3) Small blotting paper sheets (fresh sheets to be supplied for every session)
(4) Sealing wax - red
(5) Candles
(6) Needles
(7) Thread ball (sufficiently strong thread to be procured)
(8) Match box
(9) Gum bottle with brush
(10) Pins
(11) Tags (for supply to candidates for stitching scripts)
(12) Chalk
(13) Jute Twine and cotton Twine
(14) Drawing pins (for fixing roll number cards)
(15) Packing paper for making parcels of scripts
(16) Cloth for parcels
(17) Card-board sheets
(18) Small and large envelopes
(19) Notes board and Black board (where necessary)
(20) Scissors
(21) Knife
(22) Poker
(23) Duster
(24) Seal
(25) Time-piece
(26) Buckets
(27) Jugs
(28) Glass Tumbler
(29) P&T Manual Vol. IV (Corrected up-to-date)
(30) Designation stamp
(31) Damper
(32) Waste paper basket
(33) Stationery and prescribed statements for the use of Supervisors and
Invigilators
(34) Bell with hammer
(35) Security box, if available, for keeping spare question papers
(36) Carbon
(37) Wooden blocks
(38) Paper
(39) Bags
(40) Typewriter
(41) Other necessary items

(2) Day of the Examination

The Supervising Officer, the Invigilators as also the clerk will arrive at the
examination centre with answer scripts, articles of stationery, special requirements if any
for the question paper for that session, attendance sheets, diagram charts, different
prescribed forms as laid down in Appendix 37 of Postal Manual Vol. IV at least 45
minutes before the start of the examination on the first day. All Invigilators will report
to the Supervising Officer and the Supervising Officer will adjust all watches so as to
synchronise with the Indian Standard Time. He will satisfy himself that no relation of
his is appearing at that centre and will obtained the required certificate from the
Invigilators.

Each Invigilator will get sufficient number of answer books both with and
without covers, special requirements, attendance sheet forms from the Supervising
Officer, forms for keeping an account of answer books with or without cover where
necessary and keep them in his custody. About half an hour before the start of the
examination, the question paper packet should be taken out by the Supervisor from the
safe if the safe is at the examination centre, otherwise he would have already brought the
packet with him when he arrived at the examination centre. He will keep the question
paper packet in his personal custody. About 20-25 minutes before the examination is to
commence the Invigilators will be told what tables will be supplied with question papers,
by them and what, if necessary, by the supervising officer himself.

15 minutes before the examination is to commence, the candidates will be


admitted in the examination hall on the first day. The Supervising Officer should ensure
that the candidates bring into the examination hall only the documents and reference
books (where permitted) actually required in connection with the paper concerned. All
other books, note books brought by them should be left outside the examination hall. If
for some reasons such an agreement is not possible all books, notes etc. must be kept
below the Supervisor or Invigilator's tables. The candidates should not be allowed to
select their own seats. They should not be allowed to move out of the hall once they
have entered. The answer book with cover is to be supplied to each candidate who is
seated in the room. It must be ensured that no answer book is supplied which does not
contain the initial of the Supervisor. No answer book is to be left at tables that are not
occupied.

About 8-10 minutes before the commencement of the examination, instructions to


the candidates should be read out.

5 minutes before the commencement of the examination the Supervisor should


open the question paper packet in the presence of a few invigilators and the candidates.
The number of papers in the packet is to be checked with the number indicated on the
cover. The requisite number is to be handed over to the invigilators. The invigilators
will not read the paper nor will they place them on the table.

A bell should be rung as soon as the clock strikes the hour when the examination
should start and the question papers should be distributed rapidly.

The late comers are to be admitted up to half an hour after the commencement of
the examination. In the meanwhile the Invigilators will check up the hall permits and
prepare the attendance sheets. The roll number entered on the cover page or an answer
book should be checked carefully for its correctness. The candidates should be asked to
serially page-number the answer script.

After half an hour of the commencement of the examination the question papers,
if any, remaining with the invigilators are to be returned by the invigilators to the
Supervising Officer who should take stock of the question papers and keep the unused
papers in safe custody. No more late comers should be admitted in the examination hall.
He will also at that stage submit an account of answer books with covers in the form
prescribed in Annexure IV of Appendix 37 of Vol. IV to the Supervising Officer.
Tags are to be supplied to those candidates as ask for supplementary answer
books or for fastening forms etc. While issuing supplementary answer books the
candidates must be asked to enter roll number and book number on the supplementary
answer books or books also.

No candidate should be allowed to leave the examination hall until half an hour
has elapsed from the time the examination commenced.

15 minutes before the examination is over a bell will be rung and time announced
loudly. The candidates should be asked to start the tagging of additional answer books
and other papers if not already done. 10 minutes before the examination is over, all
doors and windows are to be closed and no candidate allowed to go out till the time for
the paper is over and all scripts have been collected.

At the expiry of the allotted time a bell is to be rung again loudly and candidates
asked to stop writing or revising answers. Scripts are to be collected quickly ensuring
that no candidate gets away with any extra time. Within 5 minutes of the end of the
examination the number of the answer books are to be rapidly counted and tallied with
the number of candidates present. The scripts are then to be checked with the attendance
list and issues of supplementary answer books to be tallied with the number of books
actually affixed to the scripts. The form as laid down in annexure V of Appendix 37
should be referred to. The scripts together with 3 copies of question papers and the
proforma as laid down in Annexure VII Rule 24 of part III of appendix 37 of Postal
Manual Vol. IV should be sent to the examiner. If the name of the examiner has not
been communicated to the examiner the answer books should be sent by name to the
Asstt. Director General Departmental Examination, P&T Directorate, New Delhi, insured
for Rs. 100/- by a Service insured post in respect of examinations conducted by the
S.S.C. Board (now Departmental Examination Section).

After the despatch of the answer scripts, the detailed accounts of the answer books
etc. as rendered by the invigilators should be gone through. At the end of the day, fresh
seating plans are to be displayed, where necessary and seating to be made accordingly
and roll number cards affixed afresh. Steps are to be taken to ensure that no used
blotting paper or any crumpled paper is lying on any table or floor.

On the conclusion of the examination in the last paper the Supervising Officer
should send by registered post a statement of candidates who actually took the
examination in the form as laid down in Annexure VIII of Appendix 37 of Vol. IV. This
will be accompanied by the diagram of the seating arrangement. He will also send the
certificate to the authorities concerned as laid down in Rule 26 of Appendix 37 of
Volume IV.
ANNEXURE 'B'

DONT's DO's
1. Do not write your name or anything 1. Do count the pages of your answer
else except the actual answers to the books. Do check up that the pages
questions anywhere inside your ans- are correct and are not torn or loose.
wer book. You will be penalized for
writing our name.

2. Do not leave any page unused except 2. Do write your Roll No. and all other
at the end of the answers and do not particulars in the space provided for
fold pages. the purpose.

3. Do not tear off any leaves from your 3. Do use both sides of the papers in the
answer books. answer book leaving a quarter margin
on the left hand on the front side and
on the right hand on the backside.(you
may use, for rough notes or calcula-
tions, the inner side of the cover and,
if necessary, a page or pages of the
answer book. The rough notes should
neatly be crossed through afterwards).

4. Do not leave behind your answer 4. Do write in ink. Ball pen Pencil may
book on your table. however be used for mathematical
drawing, rough work etc.

5. Do not keep any book, article etc. 5. Do put the correct no. of the question
with you which you are not on the margin at the beginning of
authorized to keep. each answer.

6. Do not leave your seat without the 6. Do draw a prominent line at the end
permission of the Supervisor. of each answer.

7. Do not write any irrelevant matter 7. If any right-hand page is accidentally


such as appeal to examiner for marks. left blank do write on it "Please turn
over".

8. Do not smoke in the Examination 8. If you wish to cancel any work, do


hall. draw your pen through it or write
'cancelled' across it; otherwise it may
be valued.

9. Do not write on the blotting paper 9. An additional book will be supplied


or on the question paper. on request when the book is exhaust-
ed. If you have used more than one
answer book do tie them together
securely with a tag provided for the
purpose and do indicate on the cover
of the first (main) book the total no.
of books used. Write the number of
the additional answers book on the
supplementary answer book provided.

10. Do note write or revise your 10. Do hand over your answer book
answers after the expiry of the personally to an invigilator before
allotted time. leaving the examination hall.

11. Do not leave the examination hall, 11. Do attach all loose sheets, such as
if you wish to leave it until half maps, forms etc. inside the cover of
an hour after the commencement your answer book.
of the examination.

12. Do not answer a question twice. 12. Do page mark the answer book
serially.

13. Do not make any special sign 13. Do observe silence in the examination
or mark in or outside the hall.
answer book.

Please note :-

(A) Any attempt on your part to copy from the answer papers of a neighbouring
candidate or from any written paper or document brought by you, or in any
other way to obtain help by irregular or illegal means in writing out your
answers will result in your immediate expulsion from the examination hall.

(B) A signal will be given at the time of the beginning of the paper. A signal
will also be given 15 minutes before the closing time and again at the
closing time.