BHARAT SANCHAR NIGAM LIMITED

JTO BASIC COURSE

GENERAL ADMINISTRATION

(PART II)
H.2
MANAGEMENT OF STAFF AND ESTABLISMENT,
FILE KEEPING & OFFICE PROCEDURES

Page no. 1 of 90

Page no. 2 of 90

INDEX

Chapter No
1
2
3
4
5
6
7
8
9
10
11

Name

Page No

Junior Telecom Officer

Duties of The Subordinate Staff
Maintenance Of Attendance Register
Duty Charts And Routine Testing Schedule
Staff Returns
Overtime Allowance Rules
T.A. Bills
Staff Amenities
Leave Rules
Confidential Report
Office Procedures

05
10
18
19
21
23
26
32
41
55
71

Page no. 3 of 90

Page no. 4 of 90

MANAGEMENT OF STAFF & ESTABLISHMENT, FILE KEEPING

AND OFFICE PROCEDURES

LESSON PLAN:
L1.

TOTAL 8 HRS

JUNIOR TELECOM OFFICER

-30 min
TO SPECIFY THE DUTIES AND RESPONSIBILITIES OF JUNIOR
TELECOM OFFICER
HOW TO DEAL WITH PEOPLE IN WORK STATION
EXPLAIN THE ROLE OF JTO AS A HELPER

L2.

DUTIES OF SUBORDINATE STAFF

30 min

TO SPECIFY THE JOB OF SUBORDINATE STAFF

L3.

MAINTENANCE OF ATTENDANCE REGISTER

30 min

TO MAINTAIN THE ATTENDANCE REGISTER OF STAFF

L4.

DUTY CHARTS AND ROUTINE TESTING SCHEDULES

30 min

TO PREPARE THE DUTY CHART

TO PREPARE THE SCHEDULES OF ROUTINE TESTING FOR THE
EQUIPMENTS

L5.

STAFF RETURNS

30 min

TO LIST THE PERIODICAL RETURNS PERTAINING TO THE STAFF AND

THEIR FREQUENCIES
EXPLAIN REASONS FOR SENDING THE PERIODICAL RETURNS
TO PREPARE ABSENTEE STATEMENTS

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L6.

OVERTIME ALLOWANCE RATES

30 min

TO STATE CONDITIONS UNDER WHICH OTA IS ALLOWED

TO ENUMERATE THE CONDITIONS UNDER WHICH OTA IS ALLOWED
TO ENUMERATE THE CADRES ENTITLED FOR OT AND PREPARATION
OF DUTY CHART FOR OT
TO PREPARE JUSTIFICATION FOR OT
TO FILL UP THE OT BILLS
L7.

TA BILLS

30 min

TO CHECK THE TA BILLS

L8.

STAFF AMENITIES

60 min

TO DESCRIBE WHAT ACTIONS TO BE TAKEN TO PROVIDE THE

REQUIRED AMENITIES
TO DESCRIBE HOW TO MAINTAIN THE STAFF AMENITIES

L9.

LEAVE RULES

60 min

TO STATE THE LEAVE RULES

TO TAKE SUITABLE ACTION ON LEAVE APPLICATION FROM THE

SUBORDINATE STAFF

TO DESCRIBE THE DIFFERENT TYPES OF ELIGIBLE LEAVE

L10.

CONFIDENTIAL REPORT

30 min

TO DESCRIBE THE RULES REGARDING WRITING OF CRs

L11.

FILE KEEPING AND OFFICE PROCEDURES

120 min

TO DESCRIBE THE EXISTING OFFICE PROCEDURE

TO DESCRIBE THE DIFFERENT TYPES OF FILE KEEPING

Page no. 6 of 90

CHAPTER 1

JUNIOR TLELECOM OFFICER

1.1

Your responsibilities as a Junior Telecom Officer

You have got a very vital role to play in maintenance of
telecommunications services and serve the public and the country. Since
you belong to the highest supervisory and technical cadre, responsible for
installing and maintaining the equipment, not only you have to work with
your own hand but you have also to supervise and lead the work force in
the form of lower technical and non technical cadres to achieve the goals
of the organization. You are the interface between the non-executives and
executives levels in the set up.
Your job as a Junior Telecom Officer has been specified as follows:
i To supervise the work of subordinates TTA, Telephone Mechanics and
Sr.TOA.
ii To conduct test, record, analyse, detect and rectify the faults in the
telecom equipment and line plant.
iii To maintain telecom installation (premises)
iv To manage material
v To manage staff
vi To manage relations with the public and to co-ordinate with public and to
co-ordinate with other utility services viz. Railways, Municipal Corporation,
Defence etc.

vii To prepare periodical returns and report to assist the management.

It is your duty as an employee of the organization and also as a citizen to
put in your best to enable the organization in achieving its goals, which are
meant for the welfare of the society and development of the country.
1.2.

Your future prospects

You can become SDE after 5-7 years by
(i)
Promotion by Seniority cum fitness,
(ii)
Through Departmental limited competitive examination held
from time to time subject to fulfilling of minimum service criteria as
JTO, as prescribed in the eligibility conditions.
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1.3.

Team Spirit
In the organizational set-up, you will find that 4 - 5 J.T.O s work under the
same SDE. Similarly SDE s report to the D.E s in the unit. You will also
have a number of TTA s and Telephone Mechanics working under you to
maintain or install the telecom equipment efficiently. It is impossible for
single person to carry out the whole job on his own. For accomplishment
of the objectives of your unit, the whole team is involved. Each and every
member of the team is vital and counts in the organization. As a member
of the team, you should search out the weakness and work to strengthen
the same. You should not shirk this responsibility under the excuse that
someone else is supposed to attend to it. Healthy, spontaneous
cooperation, polite and courteous exchange of thoughts in dealing with
your colleagues and subordinates will go a long way to develop the team
spirit among all the members. Consequently, the efficiency of the service
rendered to the public will come up to the specified standards.

1.4.

Human Relations
Human relations play an important role in projecting a pleasant image of
an organization. A personal, polite and courteous approach while dealing
with the public as well as your colleagues could be termed as human
relations. As a JTO you should practice human relations with an
understanding mind while dealing with people, be it an ordinary
watchman, an office peon, a worker or a boss or a telephone subscriber.

1.5.

Relations with colleagues

You should have good and friendly relations with your colleagues. You
want your colleagues to have helping attitude towards you. They also
expect the same from you. A healthy competition spirit is always good. If
your friend has chased 10 faults in a day and your boss has shown his
appreciation, you try to clear 12 faults to gain the bosss appreciation.
Trying to belittle your colleague before other colleagues or subordinates
carrying tales to your boss etc are mean traits, which even you would not
like to encourage among your sub - ordinates.

1.6.

Relations with subordinates

Treat all of your subordinates equally and with respect to let everyone
have feeling that he is counted in your team. A good and courteous
behavior only can ensure effective communication, which must be
ensured to achieve any task. It does not require being pals with your
subordinates. It only means that you have a good rapport with your
subordinates. In fact this tendency should be avoided otherwise there are
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people to take advantage of the situation to hide their inefficiency to be the

number-one with the boss and to use it against other colleagues to score
over them. This will demoralize the whole of the team sooner or later.
1.7.

VIPs
While dealing with public for attending to faults or providing telephone
facilities or accessories, you have to give importance to VIP cases. A VIP
tag is normally attached to a person who occupies a high position in the
society. But for our purpose VIP is a person or organization who deals
with important functions in the society. For example VIP telephone lines
are those working for doctors, hospitals, police, fire station, press, social
workers, welfare organizations, airports, railway stations, places of
entertainment etc. The press is important because of subscribing to telex
along with telephone lines to receive and transmit news from local and
long distances. The news being the mass media of communication, the
press gathers high importance. The telephones working in those places
cannot be allowed to remain out of order for even a short duration.
Imagine somebody ringing up a fire station and their telephones do not
work. A delay in attending to complaints concerning those VIP services
may lead to loss of a life or valuable property. So it is your duty to keep
these lines in perfect working order with minimum interruption.

1.8.

Dealing with people in work situation

Every one of us likes to be successful and happy in life. The key to
success in life is doing a good job at work as well as in the home
situations. The two are interrelated. It is very important for you to
appreciate that effective communication is more than half the battle won.
The communication can be ensured to be effective if it is supported with
practicing good human relations. This is required to condition the receiver
of the message in the system of communication. If the receiver is not
conditioned favorably the communication will fall flat. Consequently you
miss the success in your task.
Whatever you deal with boss, colleagues, subordinates or the
subscribers, courteous behavior yields many-sided advantages to achieve
the task.
This brings us to two main areas of dealing with the people namely,

Communication

Your role as a helper

In these two areas, you are to perform your roll properly and deal with
people effectively.
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1.9.

Your Role as a Helper

Remember that visitors come to you seeking your assistance voluntarily

because of your position in the organization. Your role is to help them. The
visitors come to you with positive feelings and optimistic expectations. You will
not be able to come up to these expectations and discharge your role as a helper
unless you keep in view the following points:
a) Remember that the visitor is a human being with his own ideas, values
and feelings and you should not make any attempt to impose your views
and feelings on him. In other words, you should take the visitor as he is.
b) Avoid any air of casualness in dealing with any visitor.
c) Do listen with understanding and without drawing any interferences and
hasty conclusions. Unless you do this, you will not be able to understand
the difficulties of the visitor and help him effectively.
d) Be sensitive to other feelings. If you ignore others feelings, you ignore
them as human beings, also, your understanding of them is limited to that
extent.
e) Do feel secure and self-confident within yourself. If you are nervous and
diffident, you are likely to bungle your task.
f) Have positive feelings of warmth, regard, concern and care for the visitor.
g) Do not lecture to the visitor about your tale of woes. It will make you as
well as the visitor feel miserable.
h) Avoid negative feelings of coldness, cynicism and annoyance.
i) Trust your visitor unless he proves unworthy of your trust. No helping
relationship is possible unless you start from a position of trust.
j) Do not have unreasonable expectations from the visitor.

You cannot

expect him to be indebted to you merely because you have received him
warmly or done your duty. Such over-expectations will disappoint you and
affect your future behavior with the visitors.
k) You need to show dignity and capability to inspire respect in the visitor.
Do not therefore adopt an obsequious tone or posture.
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l) Do adopt a problem solving rather than problem avoiding approach. This

requires a readiness on your part to analyze a situation objectively and
devise remedial measures.
m) Do not hesitate to admit your mistake or say sorry when necessary.
1.10. Check list while assuming new posts
1.10.1.

One can have a checklist to see if his job is clearly understood.

Some items of check list could be as:
1.
2.
3.
4.
5.
6.

How important is my job?

What is my jurisdiction?
What are different activities I am supposed to carry out?
Who are my staff?
Who is my superior?
What are the periodical reports I am supposed to send to my
superior or to a higher officer
7. Is there a top priority work in my office/area/jurisdiction?
8. If so, what is the target?
9. Who are on the job and what is the present position?
10. Is the total work properly distributed amongst my staff?
11. Who is doing what?
12. If I do not perform well what will be its impact on my subordinate,
my superiors and the over all image of the organization?
13. Am I happy with the existing methods of working?
14. Can I improve the efficiency of my unit by improving work methods
or by simplifying or modifying them?
15.Do I take my jobs as a challenge or do I just take it as a matter of
routine only to justify my pay and existence?
1.10.2.

Always think positively

One should take pride of own job.
You should go on telling yourself that your job is important.
Positive thinking:

What I am doing is important

I will do this to the best of my abilities
I will not delay this work
I will not postpone doing this job
I will not worry about what others are doing but will concentrate only
on the job on hand
Just for today:I will have the attitude of gratitude
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I will not worry

I will not anger
I will do my work with honesty
I will show love and respect for every living thing

CHAPTER 2

DUTIES OF THE SUBORDINATE STAFF

2.1

Introduction
In order to control the output of your subordinates, both in terms of
quality and quantity, it is necessary that you must identify their duties
and responsibilities. With this in view the duties of various cadres,
which may work under a J.T.O, have been specified in this handout.

2.2

Duties of Telecom Technical Assistant (TTAs)

Cadre of TTAs has been created as a result of the cadre-restructuring
scheme introduced in the Department in October 1990 vides Memo
No.27-4/87-TE.II DT.10.10.90. The TTAs would eventually replace the
following cadres
(1)
(2)

TTAs, technical supervisors, senior technical supervisors and chief

technical supervisors.
PIs/AEAs/WOs/and TAs
Whereas predominantly the TTAs would be concerned with the
maintenance function in the new technology areas, they would also
be required to perform the functions which are being presently
performed by the above cadres , as those will be phased out in
due course of time.

There will be 2 streams in which the TTAs would be trained namely

(1) TTAs (Switching)
(2) TTAs (Transmission)
The duties of the TTAs to be performed under overall guidance of J.T.O.
are listed below:
2.2.1 TTA (Switching)

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1) Installation and maintenance of all types of local and TAX exchanges

including electronic exchanges, telex exchanges, concentrators, special
service positions and the associated MDF/IDF/TD etc.
2) Installation and maintenance of all types of telegraph instruments and
apparatus, teleprinters, EKB, EKBC, SFMSS and other associated
apparatus.
3) Installation and maintenance of power plant, battery, air conditioning
equipments, pumps, engine alternators, electrical installations, fans,
desert coolers etc.
4) Assist the J.T.O in installation and maintenance of computer LANs PCs
and related equipments.
5) Carry out daily, weekly and monthly tests on local and junction lines,
switching and junction equipments. Localization and repair of faults in all
types of exchanges.
6) Taking traffic readings, preparation of fault statistics, fault analysis and
maintenance of records viz log books, inventory control , fault register etc.
7) Perform all jobs connected with technical maintenance/installation as
assigned by J.T.Os/Officer in charge, which may include wiring, jumpering,
tagging, soldering, painting of equipments, cutting, bending, drilling etc.
8) Independently operate and maintain electronic exchange system up to
500 lines, if required.
9) Repair center work of all types of telecom equipments including power
plant.
10)Maintenance of fire fighting and allied equipments.
11) Installation and maintenance of small capacity UHF carrier systems
including stackable carrier systems and MARRs.
12)Supervise the work of Phone Mechanics when required under the overall
guidance of J.T.O / SDE
13)Carry out any other duties assigned by seniors.
2.2.2 TTA (Transmission)
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)

Installation, maintenance and testing of all types of VFT, MARR,

PCM, optical fibre, microwave, satellite and any other type of
transmission systems with all associated equipments.
Installation and maintenance of wireless equipments,
transmitters and receivers, masts, aerials etc.
Sending, receiving and monitoring traffic on wireless links of
all types, pass messages, providing communications as per
national and international practices.
Carrying out testing, locating and jointing work in case of
cable breakdowns.
Splicing and splice closure works of OFC and termination of
OFC on fiber distribution frame.
Operation of PCT (Portable control termination)
Maintenance of log book, fault registers etc.
Supervise the work of phone mechanic when required.
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(ix)

2.3

Perform in-charge duties when required

DUTIES OF SENIOR TOAS

1. Cadre of Sr. TOA has been created as a result of the cadre restructuring
scheme introduced in the Department in October 1990 vide Memo No. 274/87 TE.II dated 16.10.1990.
2. The Sr. TOA would be predominantly utilized for handling computerized
jobs. Corresponding to the TOAs there will be 4 streams in the Sr. TOA
cadre as given below:
(i) Sr. TOA (Phones)
(ii) Sr. TOA (General)
(iii) Sr. TOA (Telegraphy)
(iv) Sr. TOA (Telegraphy General)
3. The duties of the above cadres to be performed under the overall
guidance of J.T.O /SDEs are listed below:

2.3.1 Sr. TOA (Phones)

1. Operation of computerized Directory-Enquiry, computerized Trunk
Booking, data processing, fault control positions and CTMX positions in
the trunk and local exchange network.
2. Operation of computerized keyboard and associated VDU.
3. Maintenance of computerized cable records, directory enquiry , customer
records etc.
4. Operation of local, trunk, special services, international trunk, test, fault
control positions etc. Confirming to standard operating procedures and
maintain position logbook.
5. Speak with fluency in Hindi, English and one regional language and speak
with utmost courtesy to the customers and provide all possible assistance
to the satisfaction of customers.
6. Recording customer complaints and testing of customer lines, directing
maintenance staff for rectification of faults and obtaining clearance from
customers.
7. Attending to local telephone directory enquiry, assistance and time service
etc.
8. Acquire adequate knowledge of geography to be able to handle trunk calls
expeditiously.
9. Reading subs, meters, computerized bill registers and preparing
necessary records.
10. Carryout any other duties assigned by superior officers.
2.3.2 Sr. TOA (General):
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1) Handle all computerized jobs in the office including work processing,

sending and receiving electronic mail, preparation of pay roll, and TRA
work.
2) Receive dak, register incoming and outgoing letters and papers, distribute
and dispatch dak to various sections / assistants / offices.
3) File incoming letters/dak and process the case for proper disposal
including preparation of drafts, statements, reports etc.
4) Process cases pertaining to new telephone connections, shifting, closing,
disconnections, leased telephone/telegraph circuits etc.
5) Typing of letters, correspondence, estimates, returns, statements etc.
6) Process cases in establishment, staff, works accounts, budget and
administration and prepare returns and statements etc.
7) Attending to complaints and keep watch on/guide group D staff in his
work.
8) Assist Telecom assistant / J.T.O /SDE in preparation of detailed/project
estimates.
9) Any other duties assigned by superior officers.
2.3.3

Sr. TOA (Telegraphy)

1. Operation of computer/ word processors on computerized functions in

a telegraph office.
2. Operation of EKB/EKBC and terminal connected to SFT/SFMSS.
3. Transmitting and receiving messages in English on Morse circuits /
telex machines.
4. Verification of channel telegraph circuits for satisfactory operations.
5. Upkeep of telegraph instrument and teleprinters.
6. When posted in unified telegraph office, accept and book telegrams
from public, handle case, issue receipts and carryout all financial and
administrative duties. Speak with utmost courtesy to the public and
provide all possible assistance to the public.
7. Booking of local, STD and international call on public telephone.
8. Perform supervisory duties when required to do so.
9. Perform clerical functions & maintain logbooks etc.
10. Perform telegraph functions in telecom centers.
11. Any other duties assigned by superior officers.
2.3.4

Sr. TOA (Telegraphy General):

1. Operations of computers / word processors in telegraph offices
including telecom centers.
2. Accepting and booking of telegrams & realizing due charges from
public at the public counters.
3. Booking of trunk / international / local calls and issue of receipts to
the public.
4. Guiding and assisting public in expediting calls.
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5. Booking of phonograms on phone & preparing and passing on the

message to the I.R. for transmission.
6. Sorting all A & B messages to be transmitted and sending
7. Checking all the transmitted messages and entering the details in
registers.
8. Sorting of all C messages received for delivery and arranging
expeditious delivery of messages.
9. Attending to public complaints of non-delivery or late delivery of
telegrams, speaking with utmost courtesy to the public and provide
all possible assistance to the public.
10. Sorting of dak, entering in receipt and dispatch register, maintaining
files and registers, process and disposal of cases relating to
establishment staff, accounts, stationery, and other general cases,
prepare statements and returns.
11. Typing of letters/comparative statements etc. including use of word
processors.
Any other duties assigned by superior officers.
2.4

Duties of phone mechanics:

Cadre of phone mechanics has been created as a result of the cadre

restructuring scheme in the Department in October 1990 vide Memo No. 27-4/87TE.II DT. 16.10.90. The phone mechanics would eventually replace the following
cadre:
(i)
Lineman
(ii)
SIs/LIs
(iii)
Wiremen including those placed in OTBP / BCR scale.
(iv)
Cable splicers including those placed in OTBP / BCR scale.
Whereas phone mechanics would predominantly work in the
new technology areas, they would also be required to perform the
duties which are being presently performed by the above cadres who
will since be phased out in due course of time.
The duties of the phone mechanics to be performed under over all
guidance of TTAs / J.T.O are given below:
2.4.1 Overhead Lines:
1. General: Prepare diagrams, store lists, maintain muster roll, keep
records, diaries, climb poles without help of any appliance
2. Construction: Assemble and erect poles, stays, brackets, struts etc.
erection, leveling and jointing of wires and associated line construction
work, lay cables with construction parties.

Page no. 16 of 90

3. Maintenance: Patrolling lines, giving tests for localization of faults,

rectification of faults, attending to subscribers loops with maintenance
parties.

2.4.2

Equipment:
1. General: Repair faulty cords, fitting and replacing protective devices
including GD tubes, installation and maintenance of primary and
secondary batteries and power plants, testing instruments, fire fighting
equipments.
2. Wiring: Fitting and wiring in subscriber offices, paying fanning, lacing,
tagging, termination and soldering/wrapping/IDC termination of switch
board cables and jumpering at MDF, IDF, TDF and cabinets, pillars and
DPs, wiring and testing of trunk and local boards, PBX, PABX boards, all
auto and electronic exchange, carrier and VFT interstice coaxial,
microwave stations, telegraph offices and all electrical installations.
3. Fault Rectification: Fault in manual switchboards, rural exchange
including electronic exchange, faults in telephone instruments including
plan instruments, Morse sets and associated equipments in telegraph
offices.
2.4.3

Cable Work:
1. General: Preparing diagrams, pressurization of cables, installation
of gas pressure system, alarm and Schrader valves, gas barriers
etc. feed gas and take pressure reading, be conversant with color
codes.
2. Maintenance and construction: Testing of cables, laying and
jointing; underground cables of all types, making through, branch,
vertical and tip joints, termination of UG cables, switch board
cables on MDF, DP and cabinets, installation and fitting of loading
coils, testing, localization and rectification of cable faults, retrieval
of faulty pairs, use of test instruments, including pulse echo tester,
jointing of optic fiber/coaxial cables, building of pairs by
rearrangement in cabinets/pillars.
3. Miscellaneous: Assisting TTA, J.T.O and other superiors in
maintenance, construction and installation of switching and
transmission equipments
4. Any other duties assigned by seniors.

2.5.

Duties of Regular Mazdoors

The duties of regular mazdoors has been prescribed as given below:

2.5.1. In Internal Maintenance

Page no. 17 of 90

(i)

To clean and polish floor, doors ,windows etc. of equipments

room.
(ii) To clean from outside the equipments, power room, battery room,
air-conditioning plant, meter room and furniture.
(iii) To assist the TTAs / wiremen.
(iv) To carry out any other unskilled job given
2.5.2. In External Maintenance
(i)

To assist linemen/sub-inspectors in attending to faults and in

preventive maintenance of outdoor plant including internal and
external D.Ps, maintenance of PAXs, PBXs and PABx.
(ii) To assist the cable splicers in case of cable break downs, cable
faults and preventive maintenance of cables.
(iii) To carry out other un-skilled job given to them.
2.5.3 In Sub-Divisional Stores Depot
(i)

To assist the stores linemen.

2.5.4. In telephone repair center

(i)
2.6.

To assist the technical staff in their general work.

Duties of Caretakers
The duties of caretakers are given below:

2.6.1. Office building, furniture, fixtures and fittings

1. Arrange opening and closing of office, including on holidays and other
occasions during closed hours, when required.
2. Supervise cleanliness of the building/buildings including canteens, clubs,
Tiffin rooms, cycle and car sheds, approach roads, verandahs, premises
and lawns and gardens attached to the building, dusting of articles of
furniture, fittings, doors and windows and washing and polishing of floors.
3. Arrange periodical washing of table clothes, towels, curtains etc.
4. Bring to notice of the office superintendent in case of breakage of glass
panes, furniture, etc. and loss of any items of furniture or fittings.
5. Report to office superintendent cases where petty repairs to building and
fittings are required and have them done on the spot after obtaining
concurrence of the competent authority.
6. Report and hand over to office superintendent any property found
unclaimed in the office.
7. In case of Training Centers also to
(i) Maintain the hostels, inspection quarters, residential quarters,
kitchens, dining rooms, classrooms, and laboratories.
Page no. 18 of 90

(ii)

Check that attendants do their duties properly and ensure a neat

and clean appearance.
(iii) Check that coal is properly stored in coal box provided for the
purpose and that all cooking is done on charcoal and coal.

2.6.2 Sanitation, hot and cold weather arrangements, fire fighting,

First aid etc
1. Check that sanitary fittings are in a tip-top condition.
2. Ensure that laboratories, bathrooms, water-taps and drain are kept clean
by the sweepers.
3. Check that all wash basins and looking glasses in the bathrooms are kept
neat and clean
4. Arrange to spray disinfectants at periodical interval
5. Supervise arrangements for water supply, electricity, fans, electric bulbs,
water pumps and other electric and water fittings and check that they are
kept in working order.
6. Check that fans, room-heaters and lights are put off and water taps closed
before the rooms are locked and offices closed.
7. Arrange hot and cold water.
8. Ensure precautionary measures against fire and check that fire fighting
equipments and appliances are kept in working order and that first aid box
is available.
9. Bring to the notice of higher authorities and also of Sanitary Inspector,
C.P.W.D./ Telecom Civil Wing any serious defect, which may upset the
mechanical working of the flush system.
10. Bring to the notice of higher authorities at once any defect regarding water
connection or stoppage of water supply.
11. Arrange attending defects of minor nature atonce by contacting proper
authorities.
2.6.3. Supervision over Class IV officials
(I) Supervise work of Class IV staff generally
(ii) Check their attendance and make arrangements of their duties
including those for absentees along with the office superintendent.
(iii) Supervise work of washers, safaiwalas, malis, chowkidars,
waterman and part-time staff, checking their attendance, making
substitute arrangements for absentees, under order of office
superintendent.
2.6.4. Miscellaneous
2.4.3 Ensure that clocks keep correct time and are in working order. Also
winding the clocks periodically if the work has not been entrusted to a
contractor or any other Class IV officials.
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2.4.4 Assisting office superintendent or other officers concerned in arranging for

coolies. (Ref DGP & T No. 19-15/72-TE dated 6.2.76).

Page no. 20 of 90

CHAPTER 3

MAINTENANCE OF ATTENDANCE REGISTER

3.1.

Introduction

Attendance Register is the initial record upon which accounts of leave,

salary etc. is based. So it is the responsibility of the JTO to maintain such
a valuable record properly and accurately.
3.2.

Instructions for the maintenance of Attendance Register

As a J.T.O you should observe the following instructions for proper and
accurate maintenance of Attendance Register.
1. Keep the Attendance Register under your personal supervision, for the
staff working under you.
2. Instruct the staff working under you to observe the duty hours as
marked in the duty chart.
3. Instruct every member of the staff to record his initial in ink together
with the time of arrival in the relevant column against the letter A as
soon as they arrive in the office.
4. Put your initial at the bottom of the dated column in token of scrutiny.
5. Instruct the staff that any person coming late should mark his
attendance in your presence with due permission from you.
6. Instruct the staff to record their initials with the time of departure in the
space against the letter D while leaving the office.
7. Indicate the non-attendance using the following abbreviations
C.H. -for compensatory holiday
C.L.- for causal leave
L- For earned leave or any kind of leave
A- for absence without permission.
8. Make an entry in the remarks column if any staff member is permitted
to attend late. Check that late coming should not be more than 15
minutes. Such late coming may be condoned unless it becomes a
matter of frequent occurrence.
9. Bring it to the notice of SDE the names of persons, if any, who had
been frequently or habitually late during the month without prior
permission, at the end of the each month.
10. Instruct the staff to avoid cutting and over writing in the Attendance
Register

Page no. 21 of 90

CHAPTER 4

DUTY CHARTS AND ROUTINE TESTING SCHEDULE

4.1.

Introduction
Duty charts are prepared well in advance for the coming week so that the
staff is in a position to ascertain their duties for the coming week. It also
serves the J.T.O to check and control the staff working under him by
having a glance at the duty chart. It is prepared to properly man the power
and telephone equipments in exchange for 24 hours. Schedule of routine
testing enables the J.T.O and higher officers to supervise the tests to be
carried out. Preparation of schedules of routine testing is used in
preventive and qualitative or controlled corrective maintenance.

4.2.

Points for consideration while preparing the duty charts

The following points may be kept in mind while preparing the duty chart of
the staff working under you:
1. A genuine request for a particular duty by the individual may be
considered either by marking in the initial duty chart or by allowing
mutual exchange.
2. Efficiency of certain individuals at certain times (such as peak
hours, night hours) may be utilized.
3. The principle of rotation should be followed.
4. No strain should be put on any individual by putting him in odd
hours duty continuously due to his specialization in any particular
field.
5. In case of operative staff, the number of positions to be manned as
per traffic considerations should be given due consideration.
6. The senior most or most capable TTA should be given general duty
7. Maximum staff should be put in peak hours and minimum during
slack hours.

4.3.

Points for consideration while preparing the schedule of routine

testing for the equipments
The following points should be kept in mind while preparing the schedule
of routine testing for the equipments
1.
2.
3.
4.

Type of equipments
No. of maintenance hands available
No. of maintenance aids available
Time and the requirement according to the condition of the
equipments
5. Ultimate aim of maintenance
6. Standard maintenance routines and their frequencies
Page no. 22 of 90

7. Any special type of testing prescribed by the higher officers for any
particular period.
4.4.

Duty hours of operative staff

Sr TOAS shall ordinarily be required to perform 44 hours duty a week,
irrespective of whether the duty is performed in day or at night or on
holiday. The day on which the official is granted weekly off should be
excluded.
J.T.Os, TTAs and other workmen, wiremen shall ordinarily be required to
perform 48 hours of duty per week.
In respect of TTAs, exchange cleaners and other workmen etc. employed
in telegraph engineering (including wireless and carrier stations etc.)
branch performing 48 hours duty per week the total duty hours should be
computed in the manner as given below:
a) 8 hours constitute the duration of duty, which commence at or after
5.00 hours and cease before 21.00 hours.
b) 7 hours constitute the duration of duties, which begin before 19
hours and terminate at or after 21 hours or which begin before and
end after 5.00 hrs.
c) 6 hours constitute the duration of duties which commence after
19.00 hours and end before 5.00 hrs and
d) 48 hrs constitute the total number of hours, which should be
considered a weeks duty i.e. 8 hrs for each day, it being
understood that in calculating the total, the periods of the 7 or 6 hrs.
duty mentioned in (b) and (c) above are reckoned as equivalent to
8 hrs mentioned in (a) above.
For those staff in the telegraph engineering (including wireless arms) who
are entitled to night co-efficient, the night duty shall be reckoned from
20.00 to 06.00 hrs.
One day in a week is given to the staff as weekly off. The week
commences at 00.00 hrs on Sunday and ends at 24.00 hrs. on Saturday.
There will be no difference between duty on Sunday or on a weekday

4.5.

Routine testing schedules

Routine testing schedules as supplied by the manufacturers should be
followed for the various exchanges, apparatus and other equipments.
Since it varies with the different manufacturers it is not reproduced here.
You as J.T.Os are advised to carry out routine testing schedule for all
equipments under your control by referring to the manufacturers
instructions supplied with the equipments.

Page no. 23 of 90

CHAPTER 5

STAFF RETURNS
5.1.

Introduction
Various staff returns sent by the subordinate officials to Divisional/Circle
offices are given below.

5.2.

Absentee Statement
The subordinate offices shall send on the 22 nd of each month an absentee
statement in respect of all staff in the Establishment Pay bill. They shall
also send a supplementary statement from 21 st up to the end of the month.
The SSA should check these statements with reference to charge report,
leave or posting order etc. before preparing the Establishment Pay Bills.
All the events communicated through the original absentee statements will
be incorporated in the monthly Establishment pay Bill whereas changes
intimated through the supplementary statements should be takes into
account while preparing the Supplementary Pay Bill and/or the bills for the
subsequent period. Proforma for sending absentee statement is given
below:
ABSENTEE STATEMENT PROFORMA
Department of Telecommunications, India,
Office of..
..
To

Letter No../Absentee Statement

Subject: Absentee Statement
Sl
No.

Name Designation Staff

of the
No.
official

Leave Period
From
To

Date
of
joining
the
duty

Remarks

Page no. 24 of 90

5.3.

Punishment statement
It is a monthly statement sent by unit office to the circle office to apprise
them if anybody is punished during that month.

Particulars of order of
punishment
Designation,
initial of the
officer by
whom passed

No

5.4.

Date

Particulars related to the

official punished
Name

Designation

Nature
of
offence

Nature
of
punishment

Pay

Amount
of
recovery

Month of
Pay bill
showing
deduction

Suspension statement
It is also a monthly statement sent by the Unit Office to the Circle Office
giving the details regarding the suspension of an official during that month.
Circle office can keep a check on delays in setting the case of suspension
by reviewing these statements sent by the Unit officer. It also helps in
disposing the efficiency bar, promotion and confirmation cases.
This is sent in a prescribed Performa

5.5. Vigilance cases and loss/fraud cases statement

Statements regarding vigilance fraud case in connection with Government
servants in Unit offices are also sent to Circle Office quarterly. This helps
the Circle in taking quick decisions in disposing efficiency bar, promotion
and confirmation cases. It also helps the circle/head officer too. This is
also sent in the prescribed Performa.

Page no. 25 of 90

Head
Office

CHAPTER 6

OVERTIME ALLOWANCE RULES

6.1.1. Overtime allowance is granted to the employees to compensate the extra
hours of work put in over and above the prescribed hours to attend to
urgent work which cannot be postponed till the next working day.
6.1.2. Non Executive employees are eligible for Overtime Allowance.
6.1.3. Those holding supervisory posts are also entitled if they are themselves
subject to supervision and work the same hours in direct and continuous
contact with the staff they supervise.
6.1.4. OTA rates prescribed are related to the emoluments drawn by the
employees. Emoluments include:
i)
ii)
iii)
iv)

Basic Pay, Special Pay, Personal Pay;

Dearness Allowance;
City (Compensatory) Allowance; and
Composite (Hill) Compensatory Allowance.
(HRA and other allowances/ incentives not to be taken into account)

6.1.5. The maximum OTA admissible to an employee in a month should not

exceed 30Hrs subject to approval of Head of the SSA.OTA above 30Hrs
and up to 70Hrs including holidays may be sanctioned by the Head of the
Circle concerned.
6.1.6. The actual time taken for lunch break should be deducted from the total
hours for which OTA is admissible.
6.2.

OTA Rates:

6.2.1. Whenever duty is performed beyond full period of prescribed hours, OTA
for such extra duty should be allowed only after deducting one hour which
is treated as free duty. For this purpose, overtime duty performed before
and after office hours will be taken into account. However, if an official is
recalled for overtime duty from residence, deduction of one hour will not
be made. If the official attends office late, the time by which he attends late
should be deducted in addition to one hour free time.
6.2.2. The rates of OTA as admissible to other categories of staff working in the
offices to which they are attached, are applicable.
6.2.3. On Sundays/ Holidays, OTA duty should not be for more than 8 hours per
day.
Page no. 26 of 90

6.2.4. On working days, OTA duty should not be for more than 6 hours a day.
6.2.5. When a Driver cannot return to Headquarters the same day and the
journey involves absence of at least one night, he will be entitled to draw
daily allowance, in addition to OTA.
6.2.6. When a driver is detained for duty at odd hour and has hardly any time
left to rejoin duty after going home and finishing his meals, he may be
granted the normal OTA, if the intervening period is less than one and a
half hours.
6.3.

OPERATIVE STAFF.
The following cadres of Telecom. Employees are eligible for OTA under the
terms and conditions stipulated in the OTA Rules.
i)
ii)
iii)
iv)
v)
vi)
vii)

6.4.

TTA
Senior TOA
Phone Mechanic
Vehicle Drivers.
Telegraph men.
Regular Mazdoors working as mates to Phone Mechanic on
Operative types of jobs which cannot be postponed.
All staff in the above cadres promoted under One Time Bound
Promotion Scheme who continue to do their original operative duties
but have been given a non functional promotion, including those
getting Rs. 35/- p.m as supervisory allowance (pre revised).

Rates of OTA for Operative Staff.

6.4.1.

For operative staff one hour deduction is not to be made. On

working days, if overtime duty is performed in continuation of or
preceding the normal working hours, the period of lunch break or
meal time availed of during normal working hours is not to be
deducted from the overtime work done in continuation of or
preceding normal working hours. For lunch break or meal time
availed of during the period of overtime work on a working day
beyond or before the normal hours of work, the actual time taken
for the lunch break or meal time should be deducted for calculation
of overtime.

6.4.2.

OT duty of less than 30 minutes over and above the prescribed duty
hours on any working day is ignored. OT duty in excess of 30
minutes is recorded to the nearest 5 minutes and after recording
so, the duty less than 15 minutes is ignored and the duty of 15
minutes or more is rounded off to the next block of half an hour.
Page no. 27 of 90

6.4.3

6.5.

Weekly off should be on the basis of zero to 24 hours. However, in

cases where a spell of duty commencing on one day extended over
to the next day, for example 2000 hrs to 0200 hrs of duty, the duty
performed during this spell, should be treated as duty performed for
the calendar day on which it actually commenced. Similarly, in case
an official is ordered to work on weekly off day, the entire spell of
duty irrespective of whether this duty extends over the next
calendar day or not, shall be deemed to have been performed on
the weekly off day and overtime allowance calculated accordingly.
It may be kept in mind that expenditure under OTA may be
incurred only under rare circumstances depending on the exigency
of the work.

Page no. 28 of 90

CHAPTER 7

T.A. BILLS
7.1.

Introduction
An employee, as a part of duty, may have to leave his place of posting and
go on tour to another place for short periods. He can claim the traveling
expenses for such tour by submitting TA bills.The Performa TA bill form is
given in annexure. An employee should submit their claims for traveling
allowance within one year of its falling due complete in all respects to their
controlling officers. The TA claims should not be a source of profit. The
controlling officer should see that unintended benefits are allowed to the
claimant. The duties and powers of the controlling officer for checking the
T.A. Bills for this purpose are given below:

7.2.

Duties and powers of the Controlling Officers

(Rule 195 of supplementary rules)
It is the duty of the controlling officer, before signing or counter signing a
traveling allowance bill.
(a) To scrutinize the necessity, frequency and duration of journeys and
halts for which traveling allowance is claimed and to disallow the whole
or any part of the traveling allowance claimed for any journey or halt if
he considers that the journey was unnecessary or unduly protracted or
that a halt was of excessive duration.
(b) To scrutinize carefully the distance entered in traveling allowance bills.
(c) To satisfy himself that mileage allowance for journeys by railways or
steamer, excluding additional fare or fares allowed for incidental
expenses has been claimed at the rate applicable to the class of
accommodation actually used and that concessional return tickets for
the journey or journeys charged for in the bill were purchased whatever
and whenever possible.
(d) To observe any subsidiary rules or orders which a competent authority
may make for his guidance and
(e) To satisfy himself before permitting a claim that an employee actually
bought a through ticket at the rate claimed and it was not possible for
him to get a through ticket at a cheaper rate by paying only for the
appropriate class of accommodation over that portion of the journey
where accommodation of that class was available.
(f) To satisfy himself that, where the actual cost of transporting personal
effects/servants is claimed under these rules, the scale on which such
effects/servants were transported was reasonable, and to disallow any
claim which, in his opinion, does not fulfill that condition. In respects of
claim for transporting personal effects, he shall also scrutinize the
details and satisfy himself that the claim is reasonable.
Page no. 29 of 90

7.3.

TA/DA Rules, 2002 for BSNL

7.3.1. Short title and commencement:

i) In pursuance of the approval of the Board of Directors of BSNL in their
41st meeting held on 25-9-2002, the following rules regulating the
TA/DA in BSNL are hereby made namely:
ii) These rules may be called the TA/DA rules, 2002 for BSNL
iii) These rules shall come in to effect from 25-9-2002
iv) These rules shall apply to BSNL employees
7.3.2 Definitions:- In these rules, unless the context otherwise requires
i) Company: means Bharat Sanchar Nigam Ltd. (A Govt. of India
enterprise) having its registered office at B-148, Statesman House,
Barakhamba Road, New Delhi-110001.
ii) Board: means the Board of Directors of the company and includes in
relation to the exercise of powers any committee of the Board/
management or any officer of the undertaking to whom the Board
delegates any of its power.
iii) Competent authority: in relation of the exercising of any power
means, the Chairman-cum-Managing Director of BSNL or any authority to
which the power is delegated by or under these rules.
iv) Employee: means an employee of the company executive as well nonexecutive or/and a Government Servant of Government of India working in
the company on deemed deputation or any other employee working in the
company on deputation basis or otherwise.
v) Normal DA: the rates of daily allowance mentioned in these rules shall
be treated as normal DA rates on CDA pay scales. On implementation of
IDA pay scales the equivalent of pay scales in IDA will be the limit.
7.3.3. Classification of employees indicates the IDA Pay scales of absorbed
employees corresponding to CDA Pay scales (w.e.f. 6-9-2004)
CDA Pay scale
CMD
Director of Board
Rs.18400/- and above
Rs.16400/- to Rs.18399/Rs.8000-16399/Rs.6500-7999/Rs.4100-6499/Below Rs.4100/-

IDA pay scale

Schedule A Scale of Pay of Rs.27750-31500/Schedule B Scale of Pay of Rs.25750-30950/NIL
Nil
Rs.13000-20400/Rs.8570-12999/Rs.5860-8569/Below Rs.5860/Page no. 30 of 90

7.3.3. The classification of cities is now as under : (As per SR-51) (w.e.f. 6-72005)
1- A-I, A class and its expensive localities
2- B-I class cities and its expensive localities
3- State/UT Capital cities which are not categorized under A1, A,
B1 & its Expensive localities, and
4- Localities other than mentioned in (1), (2) and (3) above
5- Circles may spend an additional 10% of the basic rates for SAG
and above officers in tourist spots where special meetings of
Corporate Office are organized at times.
7.4

Rate of daily allowance:

Admissibility of DA rates shall be determined on the basis of employees
stay arrangement while on tour viz.
a) Employee making his/her own stay arrangement; or
b) Staying in a Hotel; or
c) Staying in a CPSU/State PSU/Local Self govt. Guest
House

7.4.1. The DA Rates when an employee makes his/her own arrangements while
on tour on the basis of classification of cities in three categories are: (w.e.f.
6-9-2004)
A-I, A cities
and
expensive
localities
Rs.

B-I
cities
and
expensive
localities
Rs.

CMD & Director of Board

Rs.18400/- and above (CDA Pay)
Rs.16400/- to Rs.18399 (CDA Pay)
IDA Rs.13000-20400/-

500
450
400
350

300
270
250
200

State/UT Capital
cities which are not
categorized under
A1, A, B1 & its
expensive
localities and other
localities (w.e.f. 67-2005)
Rs.
275
250
225
180

(CDA Pay Rs.8000 to 16399)

IDA Rs.8570-12999/IDA Rs.5860-8569/IDA Below Rs.5860/-

300
275
200

175
150
100

150
125
80

7.4.2. For entitlement of hotels/ for stay of BSNL officers the limit of amount to be
reimbursed to various categories of officers is as under: (w.e.f. 6-7-2005)
Page no. 31 of 90

(As per BSNL HQ No.19-27/2002-L&A dt. 22-10-2002, DA shall be paid as

per the normal DA rates as per para 5.1 of these rules in addition to
reimbursement of actual hotel expenses, on production of receipt.
Similarly DA shall be paid as per the normal DA rates as in para 5.1 of
these rules in addition to full reimbursement of the actual expenses for
lodging in Central/State/PSU/Local Self Govt. Guest House on production
of receipts)
Pay Range

Entilement

A-I, A cities
and
expensive
localities
Rs.

B-I
cities
and
expensive
localities
Rs.

State /UT Other

Capital
localities
cities
Rs.
which are
not
categorize
d
under
A1, A, B1
&Expensiv
e localities

CMD/Director
of Board

Five
Star Five
Star
(Executive
Hotel
suite)
(Executive
suite/ if no
five star (Ex.
Suite) then
actual

Five
Star
Hotel
(Executive
suite/ if no
five
star
(Ex. Suite)
then actual

if no five
star (Ex.
Suite)
then
actual

Officers
in Four Star
HAG
Officers
in Four Star
SAG
Officers
in Three star
JAG
Officers
in 75%
of
STS
Three star
Sr.SDE/SDE/Sr.AO/AO and
equivalents
JTO and equivalents having
starting Rs.8570/- in IDA
Pay Scale
Rs.5860/- to Rs.8569/- in
IDA Pay Scale
Below Rs.5860/- in IDA Pay
Scale

3500

1750

Five Star
Hotel
(Executiv
e suite/ if
no
five
star (Ex.
Suite)
then
actual
1500

3000

1500

1350

950

2200

1100

825

550

1650

825

615

410

550

400

375

300

400

300

275

250

300

250

225

200

175

125

120

100

1000

Notes:(a) All service charges and taxes charged by the Hotels/Guest Houses etc.
shall be fully reimbursable.
Page no. 32 of 90

(b) Improvised accommodation provided free of charge will not be treated as

free lodging and casual hospitality such as occasional meals as an invited
guest or free luncheon or tea during working hours shall not be treated as
free boarding for the purpose of granting of daily allowance.
(c) Reimbursement of hotel/lodging charges will be made only on production
of receipts.
7.5.

Mileage allowances for Journeys By roads

Group
CMD and functional directors of the
Board
Basic pay of Rs.16400/- and above
Basic pay of Rs.8000/- and above but
less than Rs.16400/Basic pay of Rs.6500/- and above but
less than Rs.8000/Basic pay of Rs.4100/- and above but
less than Rs.6500
Basic pay below Rs.4100/-

7.6.
(i)
(ii)
(iii)
(iv)
(v)
(vi)

Entitled mode of conveyance

Full taxi including Air-conditioned Taxi
(subject to production of receipt)
Full taxi (subject to production of
receipt)
Full taxi (subject to production of
receipt)
Rs.8/- per km (subject to production of
receipt)
Mileage allowance is restricted to
Rs.6/- per km irrespective of mode of
conveyance
Mileage allowance is restricted to
Rs.5/- per km irrespective of mode of
conveyance

General Instructions:
Local TA /DA is applicable beyond eight kms. (w.e.f. 6-9-2004)
CMD, functional Directors and CGMs/PGMs may at their discretion
hire taxies on point to point basis.
The employees should furnish in their TA claims details like dates of
journey, distance travelled by taxi/autorikshw/bus/public transport etc.
in the relevant columns.
Employees eligible for travel by air or those permitted to travel by air
may use full taxi from office/residence/duty point to airport and viceversa
All other entitlements and procedures not covered under these rules
shall be regulated in accordance with provisions of FR/SR, Part-II
Traveling allowances of Govt. of India rules.
The Heads of Circles/Districts etc. may through quotations and in
observance of the existing rules and regulations on hiring
accommodation, may recognize hotels in various Principal as well as
Other cities within their territorial jurisdiction for the purpose of para
5.2 of these rules. The employees of the concerned circle shall stay in
these hotels on tour as per their entitlements at the negotiated
package rates. Panel of hotels in the territorial jurisdiction of the circle
shall be valid for the employees of the other circles as well as for
corporate Office of BSNL(w.e.f. 6-9-2004)
Page no. 33 of 90

(vii)
(viii)
(ix)

(x)
(xi)
7.7.

Hotel rates limits are exclusive of all taxes and surcharge, if any, but
shall include breakfast/morning tea.
If an employee is provided free lodging and free boarding, 25% of DA
will be admissible in case of Training Centres, which issue certificates
to this effect.
Stay in hotel is permitted in exceptional cases i.e. if Inspection Qtr. is
occupied or not available. The officer has to give a declaration to this
effect. The CMD/Directors of the Board will be out of purview of this
clause.
Hotel charge should be reimbursed subjected to production of receipt.
The CMD/Director of the Board will be out of purview of this clause.
The circles with the respective hotels may explore corporate
concession, off peak days /season rates at the time of fixation of rates.

Power to relax:
Power to relax any provision of these rules vests with CMD, BSNL. CMD
may further delegate these powers to designated Head of the
Organization in corporate Office i.e. Sr.DDG(Pers) as well s field
formations.
(BSNL HQ No.19-27/2002-L&A, dt. 22-10-2002 & 7-6/2004-EF dt. 6-92004 & 6-7-2005)

CHAPTER 8

STAFF AMENITIES
Page no. 34 of 90

8.1.

Introduction
The facilities provided to the employees for their convenience in the office
are called as staff amenities. The purpose of these amenities is to take
care of the welfare of the staff, which is very necessary for achieving the
objective of the Organization.

8.2.

The amenities which the staff get in the office are given below:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)

Canteen/Tiffin room.
Recreation club
Dormitory/Retiring room
Cycle stand
Drinking water
First aid box
Lavatories, urinals, wash basins and bath rooms
Dining room
Retiring room, dining room for females
Proper lighting and ventilation arrangements in office rooms

8.2.1. Canteen/Tiffin rooms

As per BSNL policy
1.No new departmental canteen should be started in BSNL offices by
recruiting staff
2.If the need for a canteen is felt, it may have to be started on contract
basis
3.The existing departmental canteens may have to be phased out by
suitably deploying the departmental canteen staff elsewhere and in place
of departmental canteen so phased out,canteen may be opened on
contract basis.
8.2.2. Recreation club
1

The heads of circles may provide accommodation for the telecom

Recreation Clubs, libraries and reading rooms in departmental buildings
from within the existing space available or by the additions and
alternations. The expenditure should be kept as low as possible.
In case of offices located in the rented buildings, additional space in the
same building or in immediate neighbourhood may be taken on rent for
purpose of allotment of recreation clubs, libraries and reading rooms. The
expenditure involved should be kept as low as possible.

2.

Standards of Accommodation
a) Recreation Club
Page no. 35 of 90

Staff strength

Accommodation in
deptl. Bldgs.
2
Nil

To be provided in
rented bldgs
3
Nil

Remarks

11-29

1/3rd of total staff *

10 subject to a
min. of 120 sq ft.

Same as given in
column 2

Same room will

serve purpose of
recr.room, library
and reading

30-49
50-300

-do1/3rd of total staff *

10 subject to a
min. of 360 sq ft.

Staff strength
11-29

In deptl bldgs
Nil

In rented bldgs
Nil

30-49

100 Sq ft100

100 Sq ft

50-100

150 Sq ft

120 Sq ft

101-150

200 Sq ft

150 Sq ft

151-300

300 Sq ft

225 Sq ft

1
1-10

4
Nil

-do of area
recommended for
Deptl bldg for
equal number
b) Library and Reading Room

Remarks
Recreation room
Will be made us
for this purpose

Adequate number of urinals and washbasins, separately for gents

and ladies, should be provided in each building for the recreation
club.
Adequate provision for running water connections and sanitary
installations should also be made.
The recreation clubs should have independent access and not
through the office portion of the building.
No charges on account of rent for electric and water fittings should
be realized in respect of this accommodation from these recreation
clubs, libraries and reading rooms. Such charges will be borne by
the Department.

8.2.3 Cycle Stand

There should be a cycle stand in every office having a sufficient space as
per requirement of the staff working in that office. If the cycle stand is not
there or it does not suffice the needs of the staff, J.T.O. should write a
letter to the Telecom Civil Wing for the same.
Page no. 36 of 90

8.2.4. Drinking Water:

There should be sufficient arrangement of water in the building, water taps
and water coolers be provided. J.T.O. in-charge should maintain the water
cooler in working order. He should also arrange for storing the water in
case of emergency.
8.2.5. First aid Box:
First aid box should be arranged in every office. J.T.O. in-charge should
arrange the articles to be kept in it and maintain them.
8.2.6. Lavatories, Urinals, Wash basins and Bathrooms.
Check that there are sufficient Lavatories, Urinals, Wash Basins and
Bathrooms in the building otherwise write a letter to the Telecom Civil
Wing for the same. J.T.O. in-charge should instruct the caretaker to
maintain them properly.
8.2.7. Dining Room:
It is to be provided near the Canteen. Dining Room is equipped with
tables, chairs, running water taps with wash basin and drinking water
stored in clean containers. J.T.O. should arrange the equipment to be
provided and instruct the caretaker to maintain them properly.
8.2.8. Proper lighting and ventilation:
J.T.O. in charge should check that proper lighting and ventilation is there
in every office room. If it is not there, write a letter to Telecom Civil Wing
for the same.
8.3.

Other amenities, which are provided to the staff.

8.3.1. Education Facilities:

(i) Central Schools are provided for the benefit of children of transferable
Government / PSU Employees.
(ii) There is also a scheme for reimbursement of tuition fee at prescribed
rates for children of staff members up to higher secondary / pre-degree
level
(iii) Children education allowance when children of employee have to study
at a place other than the station where the employee is posted, due to
certain difficulties.
8.3.2. CEA (Childrens Educational Assistance)
1) CEA
Page no. 37 of 90

2) RTF
3) Hostel Subsidy
1 & 3 not taxable whereas 2 is taxable. CEA @ 100/- p.m. per child for
Classes I to XII
1) When a Govt. Servant is compelled to send his children to a school
away from that station at which he is posted and / residing owing to the
absence of a school of the requisite standard at that station.
2) When the nearest school of the requisite standard is so situated that
there is no convenient train or bus to take the child from his residence
at the time of opening of the school, and to bring him back not too long
after the school is closed and also if the train / bus journeys take more
than an hour.
On transfer of a Govt. Servant from a place where there is no school,
he can continue to draw allowance as long as his child continues to
study in the same school. Denial of admission in the place of posting /
residence is also regarded as absence of a school of requisite
standard throughout the year including vacation.
RTF (Reimbursement of Tuition Fees)
RTF & CEA not to be draw together.
Class I to X
40/- p.m.
Class XI & XII
50/- p.m
Class I to XII in respect of physically handicapped Rs. 100/- p.m.
Science fee up to Rs. 10/- p.m. (IX XII only)
RTF in respect of children std 11&12 is limited to rate prescribed for
colleges affiliated to university.
PUC/FY class of Intermediate college / Tech. College / Polytechnic /
Correspondence course - eligible.
Hostel Subsidy
When the employee is obliged to keep his children because of
transfer in the hostel of a residential school away from the station of
posting. If the children are already admitted to the hostel of a residential
school, he or she will be admissible from effective date of employees
transfer. Rs. 300/- p.m.
Payable up to 10 + 2 stage or up to Higher Secondary / Senior Secondary
stage. When CEA is drawn, Hostel Subsidy cannot be drawn.
8.4.

Medical Facilities

Page no. 38 of 90

BSNL MEDICAL REIMBUSEMENT SCHEME

1. All serving and retired employees of BSNL including deputationists will

be eligible for this scheme. The employees opting for this scheme can
avail of domiciliary treatment from any Registered Medical Practitioners
(RMPs).
2.1.0 Outdoor/domicillary treatment from RMPs:
Reimbursement against vouchers:
The employee and his dependants shall be entitled to the reimbursement
of actual expenses not exceeding the limits prescribed under this scheme
incurred for domicillary treatment and medical attendance by any
Registered Medical Practitioner, including cost of medicines, appliance,
diagnostic & pathological tests. The treatment would include treatment for
immunizing and prophylactic purposes also. The registered medical
practitioner can be of any branch of health care e.g. Allopathic,
Homeopathic, Ayurvedic, Naturopathy, Yogic etc. The total annual limit for
reimbursement of expenses for such treatment (including that under 2.2.0
excepting hospitalization) for self and dependant family members would
be one month salary (i.e. Basic + DA). The annual limit will be fixed for a
financial year and salary for the first month of the financial year will be
considered. For the retired employee this will be limited to last months
salary drawn before retirement (Basic + DA) per annum.
2.1.1 Outdoor/Domiciliary treatment: Entitlement without voucher:
Alternatively, 50% of the admissible amount (as mentioned in para 2.1.0
above, i.e. one months basic + DA) will be paid to the working employees
without production of any vouchers. Such payment limited to 50% of one
months salary will be paid in four equal installments at the end of each
quarter. This amount would be taxable. Similar facility for payment without
voucher will be available to the retired employees also.
2.2.0 Treatment in recognized hospitals/nursing homes etc.:
An employee (including retired employee) and his/her dependants shall be
entitled to the reimbursement of expenses at the approved rates at all
hospitals recognized from time to time by BSNL. Entitlement under this
clause will be separate and distinct from the ceiling amount prescribed in
para 2.1.0 and 2.1.1 under domiciliary/ out door treatment.
3. Suitable Registration No. and Card will be issued to all the beneficiaries
under BSNLMRS. All serving and retired employees registered under
BSNLMRS must present their claim for reimbursement of Medical
Expenses in the prescribed format. The Claim Form shall be supported by
the copies of prescriptions along with original vouchers ( in duplicate)
towards the expenses incurred.
4. A register (preferably computerized) showing the employee-wise detail
of claim will be maintained by the section handling such claims. In case of
Page no. 39 of 90

transfer of an employee, the amount claimed towards medicalreimbursement and the balance of entitlement as on date of transfer will
be communicated to the new office through LPC. Claim for outdoor
treatment may be preferred once in a month..
5. The reimbursement will be allowed for treatment in non-recognized
hospitals in emergency cases with the approval of CGM for field office
employee and concerned Director for C.O. employees. The amount of
reimbursement will be restricted to the CGHS rates applicable at Delhi.
6. The facility for direct payment to the Hospitals by the company (i.e.
BSNL) has to be arranged. All CGMs of Territorial Circles may make
suitable arrangement with approved hospitals accordingly and notify to
their employees & C.O.
7. An Employee should intimate regarding his/her serious illness needing
hospitalization to the sections dealing with Medical Policy implementation.
A letter of authorization shall be issued to the hospital concerned so that
necessary help is extended by the hospital.
8. All claims for reimbursement should be submitted latest by six months
from the completion of the treatment. Claims submitted beyond this
period are liable to be rejected.
9. The existing arrangement of AMA will be discontinued henceforth.
10. In case the spouse of any BSNL employee is employed in any other
organization, and the BSNL employee concerned wants to avail of
BSNLMRS facility for his/her spouse of other dependent family members,
a certificate has to be submitted by the spouse regarding non-availing of
any medical facility for self/family from his/her organization.
11. Any misuse of the BSNLMRS facility would attract stringent action
against employee(s) under the CCS (CCA) Rules or the rules notified by
BSNL from time to time.
12. CGMs in circle office are their own controlling officer for the purpose of
BSNLMRS.
13. The retired employees have the option to choose the Circle/SSA of
their choice for availing the facility under BSNLMRS. Any change in the
Circle/SSA subsequently will be changed on a request from the retired
employee by this office.
14. Cost of appliances is reimbursable within the annual limit of outdoor
treatment i.e. one months salary, as per Para 2.1.0 of BSNLMRS.
Appliances covered under CGHS rules shall only be considered for the
reimbursement within the limit of outdoor treatment.
Page no. 40 of 90

Following further guidelines on indoor treatment under BSNLMRS are

issued:
1.A Medical Card containing photographs of all the family members and
dependents of concerned employee shall be issued to all BSNLMRS
optees immediately. The doctor along with photograph of the person given
indoor treatment should duly certify the medical/hospitalization claim.
2.In all cases of extreme emergencies, the employee concerned shall
have to inform the SSA Head or his Controlling officer soon after
hospitalization for indoor treatment. In order to ensure that the employees
and his dependent family members use the facility only, a designated
officer of BSNL may visit the hospital and verify the authenticity of the
beneficiary.
(BSNL HQ

8.5.

no.BSNL/Admn.I/15-4/04(Pt.)

dt. 15-10-2004)

Advances
8.5.1.

Interest free advances

1)

Advance of pay on transfer.

2)

Advance of TA on tour / transfer / retirement.

3)

Advance of TA to the family of a deceased govt. Servant.

4)

Advance of LTC.

5)

Leave Salary Advance.

6)

Advance for Medical Treatment.

7)

Advance due to natural calamity like flood, draught, cyclone etc.

8)

Advance on first appointment / deputation and leave Ex. India.

9)

Training in Hindi through correspondence course.

11) Festival Advance

12)

Rs. 5000/-

Admissible to Non Executives with out any pay limit

Recovered in 10 monthly installments.
Sanctioned once a year

Flood Advance

Rs. 2500/Page no. 41 of 90

1. Non - Executives are eligible when movable / immovable

property has been damaged in an area declared by State / Central
as such.
2. Recovered in not more than 25 installments.
3. Pay advance
-One month basic pay for transfer in the
interest of service recovered in 3 installments.
4. LTC advance
-90% Fare for self and family.
5. Medical advance -Eligible to all central Govt. employees
and
limited to 80% of estimate submitted by Govt./ Recognized
private hospital Recovery as per rules.
8.5.2 Interest Bearing Advances
1.

Fan advance 1.
2.
3.

2.

2.
3.
3.

Rs. 1500/-

Admissible to officials whose CDA pay (Basic pay + DP) do

not exceed Rs. 7500/- p.m.
Recovery in 30 installments.
Cash receipt of purchase to be submitted within a month.

Scooter advance
1.
2.
3.

4.

Admissible to Group D staff only.

Recovery in 10 installments.
Sanctioned by Head of office.

Bicycle advance
1.

Rs. 1000/-

Admissible to officials whose CDA (Basic + DP) pay is Rs.

6900/- more.
Amount Rs. 30,000/- or 4 months pay or anticipated price
whichever is less.
Recovery in 70 installments.

Warm Clothing advance

Rs. 1500/-

1.

Eligible to Group C & D officials posted to hill station.

2.

Recovery in 10 installments.

5.

Motor Car advance -

Granted to officials whose CDA (Basic +

DP) pay is Rs. 15,750/- or more per
month. Advance Rs.1,80,000/- or 8
months CDA pay(Basic+DP) or price of
the car which ever is less.

6.

Personal computer advance - Granted to officials whose CDA pay

Page no. 42 of 90

is Rs. 15,750 or more. Advance

Rs.80,000/- or price of the PC which
ever is less.
Rate of interest for 2005-06
Fan, warm cloth and bicycle advance
Motor cycle / scooter advance
7.

- 5.5%
- 8%

Housing Building Advance

34 times CDA basic pay + DP or 7.5 lakhs or estimated cost of
construction or repaying capacity whichever is less for.
1.
Construction of new house.
2.

Purchase of plot or construction thereon.

3.

Purchase of new ready built house.

Recovery: 180 installments Principal
60 installments interest

8.6.

Facilities from Central Telecom Welfare Fund.

The following facilities are admissible to all Telecom employees drawing
Basic pay up to Rs. 3500/1.
2.
3.
4.
5.

Assistance in Death cases.

Assistance in prolonged illness.
Scholarships for children.
Book awards
Assistance in cases of excursion trips, fire flood natural calamities etc.

Funeral Expenses
Funeral expenses incidental to the death of employees who die while in
service, whether on duty / leave / otherwise but away from their home
towns where their funeral cannot be attended to by friends or relatives
should be debited to contingencies.
Heads of office are authorized to incur such expenditure wherever
necessary, up to a limit of Rs. 7000 in each case.
In cases where the Heads of offices are not empowered to draw the
contingent bills, such expenditure should be regulated by issue of sanction
of the competent authority post facto.
The amenities as given in 3.1 to 3.5 are given to Govt. Servant on their
applications. J.T.O in-charge checks that the applications are in order and
forwards the same to the appropriate authorities for necessary action.
--------------------------------CHAPTER 9

Page no. 43 of 90

LEAVE RULES
9.1

Introduction:

J.T.O is the controlling officer of the staff working under him. He is to

recommend the leave application of the lower staff. In case of casual leave he is
to grant the leave. So to achieve this objective, he must be able to state the leave
rules. In this handout rules regarding different kinds of leave due and admissible
etc have been explained in detail. The following are the extracts of leave rules
applicable to central government employees. Until BSNL forms its own leave
rules , these rules are applicable to them also.
9.2.

Kinds of leave due and admissible:

9.2.1. Earned leave : Earned leave account of every employee shall be credited
in advance, in two installments of 15 days each on the First day of
January and July of every calendar year. The credit to be afforded will be
reduced by 1/10th of the extra ordinary leave availed and /or period of diesnon during the previous half year, subjected to a maximum of 15 days.
Earned leave can be accumulated up to 300 days. The credit for half year
in which the government servant is appointed will be afforded at the rate of
2.5 days for each completed calendar month of service which he is likely
to render in the half year in which he is appointed.
9.2.2.Half pay leave (Rule 29 of C.C.S. Leave Rules)
This leave may be granted on medical certificate or on private affairs. Half
pay leave account will be credited in advance on 1st January and 1st July
every year at the rate of 10 days each. The half pay leave to be credited
every half year will be reduced at the rate of 1/18 th of the period of diesnon / suspension treated as dies-non during the preceding half year,
subject to a maximum of 10 days. The advance credit for the half year in
which a government servant is appointed will be at the rate of 5/3 days for
each completed calendar month of service he is likely to render in the half
year in which he is appointed.
Provided that the case of a employee not in permanent employment or
quasi permanent employment no half pay leave may be granted unless
the authority competent to grant leave has reason to believe that the
eployee will return to duty on its expiry except in case of a employee
who has been declared completely and permanently incapacitated for
further service by a medical authority.

9.2.3.Commuted Leave (Rule 30 of C.C.S. Leave Rules)

Page no. 44 of 90

Commuted leave not exceeding half the amount of half pay leave due
may be granted on medical certificate to Government servant subject to
the following conditions:
(a)
(b)

The authority competent to grant leave is satisfied that there is

reasonable prospect of the employee returning to duty on its expiry.
When the commuted leave is granted, twice the amount of such
leave shall be debited against the half pay leave due. It can be
granted at the request of the employee even when the earned
leave is due to him.

9.2.4.Leave not due (Rule of C.C.S Leave Rules)

Save in the case of leave preparatory to retirement, leave not due may
be granted to a government servant in permanent employment or quasipermanent employment subject to the following conditions:
(a)
The authority competent to grant leave is satisfied that there is
reasonable prospect of the Govt. servant returning to duty on its
expiry.
(b)
Leave not due shall be limited to the half pay leave he is likely to
earn thereafter.
(c)
Leave not due during the entire service shall be limited to a
maximum of 360 days..
(d)
Leave not due shall be debited against the half pay leave the
Government servant may earn subsequently.
9.2.5. Extraordinary leave: may be granted to an employee in special
circumstances:
(a)
(b)

When no other leave is admissible.

When other leave is admissible but the Government servant
applies in writing for the grant of extraordinary leave. It
varies
from 3 months to 24 months as per rule 32 of C.C.S. Leave
rules.
9.2.6.Leave preparatory to retirement (Rule 38 of C.C.S leave rules)
An employee may be permitted by the authority competent to grant to take
leave preparatory to retirement to the extent of earned leave due (not
exceeding 300 days) together with half pay leave due,(subject to the
condition that such leave extends up to and includes the date of
retirement).

9.2.7.Maternity Leave (Rule 46 of C.C.S. leave rules)

Page no. 45 of 90

A female employee (including an apprentice) may be granted

maternity
leave by an authority competent to grant leave (for
such a period of
135 days from the date of its commencement). During such a period she
shall be paid leave salary equal to the pay drawn immediately preceding
the leave.
Maternity leave may also be granted in case of Miscarriage or abortion to
the extent of 45 days in entire service of a female employee.
9.2.8. Paternity leave (With effect from 7.10.97)
A male employee with less than 2 surviving children may be granted
paternity leave for a period of 15 days confinement of his wife i.e. up to 15
days before or up to 6 months from date of delivery of child. If such a
leave is not availed it will be treated as lapsed. Paternity leave shall not be
debited to leave account.
9.2.9.Hospital Leave (Rule 46 of C.C.S leave rules)
The authority competent to grant leave may grant hospital leave to
(a)
(b)

Class IV employees, and

Such class III employees whose duties involve the handling of
dangerous machinery, explosive materials poisonous drugs and
the like, or the performance of hazardous tasks,
While under medical treatment in a hospital or otherwise, for illness
or injury if such illness or injury is directly due to risks incurred in
the course of official duties.
Hospital leave shall be granted on the application on the production
of medical certificate from an Authorized Medical Attendant.
Hospital
leave
may be granted for such a period as the
authority granting it may consider necessary.
Hospital leave shall not be debited against the leave account and
may be combined with any other kind of leave which may be
admissible, provided the total period of leave after such
combinations, does not
exceed 28 months.
Leave salary for the first 120 days will be the pay last drawn and for
the remaining period, it will be equal to leave salary during half pay
leave.

9.2.10.Quarantine leave (Rule 48 of C.C.S leave rules)

Where in the consequence of the presence of infectious disease, small
pox and plague, or any other disease as may have been declared by the
Government as infectious in the family or house hold of an employee at
his place of duty, residence or sojourn, his attendance at his office is
Page no. 46 of 90

considered hazardous to the health of other employees, such employee

may be granted quarantine leave by the head of the office on the
certificate of medical officer or public health officer for a period of not
exceeding 21 days or in exceptional circumstances, 30 days. However the
sanction of this leave is resorted to very rarely.
9.2.11.Special Casual leave for Union Representatives:
Special casual leave up to a maximum of 20 days in a year may be
granted for the following purpose:
(a)
When delegates to the All India Conferences and Circle
conferences and meetings of the executive councils and
circle
and divisional executive committees are required to attend
such
conferences and meetings.
(b)

When the members from outstations are required to attend

monthly meetings with the Heads of Circles.

(c)

When members from outstations on deputation wait for the

Minister, Minister of State (Deputy Minister and Director
General).

Special casual leave may be allowed to members of the unions coming

from outstations to attend their monthly meetings with Departmental
Officers at Divisional level on the following conditions:
(a)

That not more than two members of the Divisional Union are
allowed this concession during a year.
(b)
That special casual leave is allowed only for the day/days of the
meeting and the actual time taken in the journey.
(c)
That the maximum limit of special casual leave allowed should not
exceed 12 days in a year.
(d)
That the concession under this item will not bring an additional
benefit to staff who under paragraph (1) above are allowed
the
concession of special casual leave to the extent of 20 days
in a
year. If any official is required to meet the Divisional Head,
the
special casual leave granted to him for the purpose will be
counted against those 20 days special casual leave in
a year.
(e)
The local members may be given suitable off for the duration of
the meeting.
All the above concessions are to be allowed subject to condition of
exigencies of service.
(D.O.T's Memo No. 54/1/71-SPB II dated 15th March 1971)
9.3.

REGARDING GRANT OF SPECIAL CASUAL LEAVE

Page no. 47 of 90

9.3.1. For participation in Sports and Cultural Activities

(i)

Sports Events

Special casual leave may be allowed to an employee for

period
not
exceeding 30 days in any one calendar year. The period of absence in
excess of 30 days should be treated as regular leave of the kind
admissible under the leave rules applicable to the persons concerned.
For this purpose
employees may as a special case, be permitted to
combine special casual leave with regular leave. Special casual
leave
should not however, be granted in combinations with ordinary
casual
leave.
9.3.2. The special casual leave may be allowed only (a)
(b)
(c)
(d)

9.3.3.

For participation in sporting events of National or International

importance and
When the employees concerned is selected for such participation,
In respect of International Sporting events by any National sports
Federation/Association recognized by the All India Council of
Sports and approved by the Ministry of Education, or
In respect of events of national importance, when the sporting
event in which participation takes place, is held on an international
or inter-circle basis and the employee concerned takes part in the
event in a team as a duly nominated representative on behalf of the
state, zone, or circle, as the case may be.
This concessions is not to be allowed for participating either in a
National or International sporting event in which such
participation
of the employee concerned takes place in his personal capacity
and not in a representative capacity.

9.3.4.

The grant of special casual leave will be subject to the

provisions of paragraph 2 above. The power of granting
special
casual leave under these orders will be exercised by
Heads of
Departments as defined in supplementary Rule 2 (10)
in the case
of Government servant under their administrative
control and by
the Ministers of the Government of India in
other cases.

9.3.5

Special casual leave under these orders may be granted to the

employees who are selected or sponsored by the
organizations mentioned in para 2 (b) (i) above, for giving
running commentaries over the All India Radio and
Doordarshan in National/International meets. (G.I MHA
Page no. 48 of 90

O.M. No. 46/7/50 Est., dated 5th April 1954, and 28016/2/79
Est. (A), dated the 28th November 1989.
Home Ministrys O.M. above and No. 46/20.54 Est. (A), dated the 16th
June 1958 (not printed) and provided for the grant of special casual leave
to the employee who participate in sporting events National/International
importance and the inter Ministerial/Inter departmental tournaments and
sporting events. A doubt has been expressed whether special casual
leave could be allowed for central pre-section trial held in different
stations to select All India players for such tournaments or sporting events.
It will be observed from Home Ministry's order mentioned above that it was
specifically stated that special casual leave could be granted only on those
where an employee is actually selected and he participates in sporting
events of National/Inter-departmental tournaments. Pre-selection trail to
select All India players for such tournaments are not covered by Home
Ministry's order mentioned above. As such no special casual leave should
be granted for absence due to pre-selection trials for selecting All India
players in sporting events of National/International importance or in InterDepartmental tournaments.
(G.I. M.H.A., O.M. No. 46/15/67 Est (A) dated 1st January, 1968)
9.3.6. Cultural Activities:
It has been decided to extend the concession granted in Ministry of Home
Affairs, O.M. No. 46/20/54 Est. (A), dated 16th June 1958 to those
Government servants also who participate in cultural activities, like dance,
drama, music, poetic symposium, etc. of an All India or Inter-State
Character organized by the Central Secretariat Sports Control Board or its
behalf subject to the overall limit of 30 days referred to in paragraph (d) of
that O.M. special casual leave will not be admissible for practice or for
participation in cultural activities locally.
9.3.7. Mountaineering Expeditions:
It has been decided that employees participating in
mountaineering
expeditions may be granted special casual leave not exceeding 30
days in any one calendar year, subject to the following conditions:
(a)

That the expedition has the approval of the India Mountaineering

Foundation; and

(b)

There will be no change in the overall limit of the 30 days special

casual leave for one calendar year for participation

importance.
9.4. For Family Planning
(1)

In the case of Male Employees:

Page no. 49 of 90

Male employees who undergo vasectomy operation under the family

welfare programs may be granted
special
casual
leave
not
exceeding six working days. If an employee
undergoes
vasectomy
operation for the second time on account of the failure of the first
operation a special casual leave not exceeding six days may be granted
again on production of a certificate from the medical authority concerned
to effect that the second operation was performed due to the failure of the
first operation.
(2)

In the case of Female Employees:

(a)
Female employees who undergo tubectomy operations-whether
puerperal or non-puerperal may be granted special casual leave not
exceeding fourteen working days.
(b)

Female employees who have insertions of intrauterine

contraceptive devices may be granted special casual leave on the
day of IUCD insertion.

(c)
Female Employees who undergo salpingectomy (MTP) may be
granted special casual leave not exceeding 14 days.
Male Employees whose wives undergo Tubectomy operations:
(a)

Male employees whose wives undergo either puerperal or nonpuerperal tubectomy operation for the first time or for the second
time due to failure of the first operation (under Family Welfare
Programs) may be granted special casual leave for 7 days subject
to the production of medical certificate stating that their wives have
undergone tubectomy operation for the second time due to the
failure of
the first. It shall not be necessary to state in the
certificate that the presence of employees is required to look after
the wife during her convalescence.

(b)

Male employees whose wives undergo tubectomy/salpingectomy

operation after Medical Termination of Pregnancy (MTP) may be
granted special casual leave up to 7 days subject to the production
of the Medical Certificate stating that their wives have undergone
tubectomy / salpingectomy operation after Medical Termination of
Pregnancy. It shall not be necessary to state in the certificate that
the presence of the employee is required to look after the wife
during her convalescence.

(3)

In case of post sterilization/operation complications:

An employee who requires special casual leave beyond the limits
laid down for undergoing sterilization operation owing to the
developments of post-operation complications may be allowed
Page no. 50 of 90

special casual leave to cover the period for which he or she is

hospitalized on account of post operational complications, subject
to the production of a certificate from the concerned hospital, the
benefit of the additional special casual leave may also be extended
it the extent of seven days in case of vasectomy operation and the
fourteen days in case of tubectomy operation, and to such
employees who after sterilization operation do not remain
hospitalized but at the same time, are not bound fit to go to work,
subject to the production of a medical certificate from the
appropriate authority in the concerned hospital/authorized medical
assistant.
(4)

For undergoing recanalisation operation:

Employees who undergo operation for recanalisation may be
granted special casual leave up to a period of 21 days or actual
period of hospitalization as certified by the authorized medical
attendant, whichever is less. In addition special casual leave can
also be granted for the actual period of the to and fro journey
performed for undergoing this operation. The grant of special
casual leave for recanalisation operation (without any commitment
to the reimbursement of medical expenses) is subject to the
following conditions.
(i)

(ii)

The operation should have been performed in

hospital/medical college/Institute where facilities for
recanalisation are available. If the operation is performed in
a private hospital it should be one nominated by the State
Government for recanalisation operations.
The request for grant of special casual leave is supported by
a medical certificate from the doctor who performed the
operation to the effect that hospitalization of the employees
for the period stipulated therein was essential for the
operation and post-operation recovery.

The concession indicated above is admissible to employees also

who: (a)
Are unmarried or
(b)
Have less than two children or
(c)
Desire recanalisation for substantial reasons e.g.
a person has lost all male children or all female
children after vasectomy/tubectomy operation
performed earlier.
(5)

Combining with regular/casual leave:

Special casual leave connected with sterilization/recanalisation may
be prefixed to regular leave or CL. It cannot however be combined
with casual leave and regular leave.
Page no. 51 of 90

(G.I. Department. Of Personal & A.R.O.M. No. 28016/3/78 Estt. (A)

dated 6th August 1979)
10.5. Leave Application
Application for leave must be submitted in SR-I. An application for leave
must be submitted ordinarily one month in advance so as to enable
necessary arrangements to be made for the performance of the
applicants duties during his absence. Where an application is not
submitted one month in advance, in the absence of adequate reasons for
such delayed submission, the leave applied for is liable to be refused or
postponed.
An application for leave will be submitted to the applicants immediate
superior who, if he is not the authority competent to sanction the leave will
record his recommendations and proposal for filling up the vacancy during
the applicants absence and forward the application without further delay
to the officer who maintains the applicants service book/record and leave
account. That officer will examine the service book/record and leave
account and record the total amount of leave at the credit of the applicant
and forward the form expeditiously to the authority competent to sanction
the leave.
An officer who is authorized to sanction the leave will satisfy himself as to
the title of the leave applied for by reference to the certificate of
admissibility of leave recorded on the leave application. If the officer
grants leave, an order will be issued specifying the arrangements ordered
in consequence of the vacancy, if any. A copy of the orders will be
furnished to the Head of the Applicants office and to the Head of the
Office from which the applicants pay is drawn and to each of the officials
concerned; and in case of leave application submitted to the Head of the
Circle through a supervising officer, a copy of the order passed should
also be furnished to the supervising officer.
10.6. Casual Leave
Casual leave is not recognized form of leave and is not subject to any
rules. Technically, therefore, an employee on casual leave is not treated as
absent from duty and his pay is not intermitted. For administrative
reasons and in order to ensure, as far as possible, uniformity of treatment
in this respect, the following instructions have been laid down:
(a)
(b)

Casual leave is limited to a maximum of 12 days in a calendar year.

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.
Page no. 52 of 90

(c)

(d)

(e)

Casual leave is intended essentially for short periods or absence

due to unexpected contingencies. Such leave should ordinarily be
granted for short periods of , 1,2,3 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
and weekly off falling within the period of casual leave, or preceding
of following it, should not be counted as part of the casual leave.
Except in the cases specified in para 5.1 given \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 performed by the remaining staff or can be held
up without inconvenience, pending his return to duty.
The authority competent to grant casual leave is 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 gazzeted officer may delegate the power to grant
casual leave to any authority subordinate to the latter. The decision
of this authority to grant casual leave is final in all cases.

Note 3: In regard to persons who join 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 12 days or only a proportion thereof, after taking into account
the circumstances of the case.
(f)

Casual leave need not be reported nor recorded in absentee

statement, in service books or service rolls. It should be noted in
loose sheets in from Est-50 given on page 67 . The form 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 register cover direct to the
officer by whom they are to be maintained.

10.7. Absence from duty

10.7.1.Absence after expiry of leave (Rule 25 of C.C.S. Leave Rule)
(a)

Unless the authority competent to grant leave extends the leave, an

employee who remains absent after the end of leave is entitled to
no leave salary for the period of such absence and that period
shall be debited against his leave account as though it were half
Page no. 53 of 90

pay leave to the extent such leave is due, or the period in excess of
such leave due being treated as extraordinary leave.
Willful absence from duty after the expiry of leave renders a
Government servant liable to disciplinary action.

(b)

Government of Indias Decisions:

(1)

Action for willful absence from duty:

Willful absence from duty, even though not covered by grant
of leave does not entail loss of lien. The period of absence
not covered by grant of leave shall be treated as dies non
for all purposes, viz. increments, leave and the pension.
Such absence without leave where it stands singly and not in
continuation of any authorized leave of absence will
constitute of an interruption of service for purpose of pension
and unless the pension sanctioning authority exercises its
powers under Article 421, Civil Service Regulations (now
Rule 27 of the Central Civil Services (Pension rules) to treat
the period as leave without allowance, the entire past service
will stand forfeited. (C&A.G., U.O. No. 1947-a/438-58 dated
the 12th September 1958 in G.I. M.F. File No. 11-(52)EV/58.

(2)

Action for overstay of leave

Doubts were raised in certain quarters as to how the cases
in which an official overstays the prescribed quantum of
extraordinary leave, should be dealt with. The matter has
been considered in constitution with the Department of
Personnel and the Ministry of Finance. It has been clarified
that the amendment does not take away the power of the
disciplinary action for any misconduct and impose one of the
penalties under C.C.A Rules, 1965. Action can, therefore be
taken under these rules for unauthorized absence from duty
or overstay of leave even for one day, treating it as
misconduct, if the facts and circumstances of the case
warrant such an action. DOT letter no 6/28/70 Disc. I dated
the 10th February 1972).

(c )

Action for unauthorized absence from duty or overstay of

leave :
The following decision have been taken in consultation with
the Department of Personnel and the Ministry of Finance:
(i)

When a temporary employee asks for leave in excess of the

limits prescribed under Rule 14(b) of the Revised leave Rule,
1933 (now Rule 32 of the Central Civil Service (Leave)
Page no. 54 of 90

(ii)

Rules, 1972) and if the circumstances are exceptional, a

decision could be taken by the leave sanctioning authority to
grant further leave in excess of the limits in consultation with
the Ministry of Finance. Such cases should be referred to
the Directorate.
When a temporary employee applies for leave beyond the
prescribed limit of extraordinary leave and the leave
sanctioning authority is not satisfied with the genuiness of
the grounds on which further leave has been asked for, nor
does he consider the grounds as exceptional, the leave
cannot be granted. In such a case the Government servant
should be asked to rejoin duty within a specified date, failing
which he would render himself liable for disciplinary action.
Disobedience of orders to rejoin duty within the specified
period would afford good and sufficient reasons for initiating
disciplinary action under C.C.S. (C.C.A) rules 1965. If he
rejoins duty by the stipulated date, he may be taken back to
service and the period of absence not covered by leave be
treated as overstay of leave and dealt with in accordance
with the orders regarding regularization of overstay of leave.
If the employee does not join duty by the stipulated date it
would be open to the disciplinary authority to initiate
disciplinary proceedings against him. If during the course of
disciplinary proceedings he comes for rejoining duty, he
should be allowed to do so without prejudice to disciplinary
proceeding already initiated against him (unless he is placed
under suspension) and the disciplinary action concluded as
quickly as possible. The question of regularization of the
period of overstay of leave is left over for consideration till
the finalization of the disciplinary proceedings.

(iii)

If the employee absents himself abruptly or applies leave

which is refused in the exigencies of services and still he
happens to absent himself from duty he should be told of
the consequence viz., that the entire period of absence
would be treated as unauthorized, entailing loss of pay for
the period in question under provision to fundamental Rule
17 there by resulting in break in service. If however, he
reports for duty before or after initiation of disciplinary action
it may be concluded and the period of absence treated as
unauthorized resulting in loss in pay and allowances for the
period of absence under provision to F.R. 17 (I) and thus a
break in service. The question whether the break should be
condoned or not and treated as dies-non should be
considered only after concluding of the disciplinary
proceedings and that too after the employee represent in this
regard.
Page no. 55 of 90

10.7.2.
It is made clear that a employee who remains absent
unauthorized without permission should be proceeded against
immediately , and this should not be put off till the absence exceeds the
limit prescribed in Rule 32 (2) (a) of the C.C.S (leave) Rules, 1972.
However, this disciplinary authority should consider the grounds abducted
by the employee for his unauthorized absence are justified, the leave of
the kind applied for and due and admissible may be granted to him. DOTs
No 6/28/70 Disc. 1) (SPB 12) dated the 5th October 1972)
Annexure
Application for leave or for extension of leave (SR 1)
1. Name of the applicant
2. Post held
3. Department / Office / Section
4. Pay
5. House rent and other compensatory allowances drawn in the present
post.
6. Nature and period of leave applied for and date from which required.
7. Sunday and holidays, if any, proposed to be prefixed, suffixed to leave.
8. Grounds on which leave is applied for.
9. Date of return from last leave, and the nature and period of that leave.
10. I propose / do not propose to avail myself of leave / travel concession for
the block years . during the ensuring leave.
11. Address during leave period.
Signature of the applicant
12.Remarks and / or recommendation of the controlling officer.
Signature (with date)
Designation.
CERTIFICATE REGARDING ADMISSIBILITY OF LEAVE
Certified that
(nature of leave)
for ..from to .
If admissible under rule of the
Central Civil Services (Leave) Rules, 1972.

Signature (with date)

Designation
Page no. 56 of 90

Order of the authority competent to grant leave.

Signature (with date)
Designation
If the applicant is drawing any compensatory allowance, it should also be
indicated in the orders on the expiry of leave, the employee is likely to
return to the same post or to another post carrying similar allowance.

Casual Leave Account (Est. 50)

Sl. Name of
N Official
o.

the Casual Leave for the Year .

1

10

11

12

R
H
1

Page no. 57 of 90

R
H
2

CHAPTER 10

CONFIDENTIAL REPORT
11.1. Introduction
Confidential report is nothing but an assessment of work and conduct of the
Government servant. It should be written very carefully. The rules below are
prescribed for Central Government Servants. Until BSNL forms its own
procedures for assessing performance, these rules are applicable for BSNL
Employees also.
11.2. Rules Regarding Writing of Confidential Reports
11.2.1.(Rule 174 (1) of P & T manual volume III chapter 1)
A continuous record of the work, conduct and character of all whole time
Government servants of the Department except those whose pay and
allowances are treated as contingent charges will be maintained
confidentially in the following forms:
(a) Officers of Group B APP 54
(b) Non-gazetted staff working in offices of the Heads of circles,
Administrative Offices, Divisional Offices,Telecom. Offices etc. APP 9
(c) Non-gazetted supervisory staff working in offices of Divisional Offices /
Offices of Heads of circles APP 11
(d) Group D Staff APP 10
(e) Officers of Group A Form No-1.
11.2.2.(Rule 174 (2) of P & T Volume III Chapter 1)
The authorities, who are required to write confidential reports in respect of
the various categories of non gazetted staff and countersign or review
them, are indicated on page no. 74. In respect of most of the gazetted
cadres, countersigning authorities have been prescribed but in
consideration of certain practical difficulties, It has not been found feasible
Page no. 58 of 90

in some cases to prescribe the counter signing of reports in respect of

non-gazetted employees in the Divisional and Sub Divisional Offices.
Note 1: CRs of J.T.Os will be written in duplicate by the SDEs and sent to
their D.Es for countersignature.
The C.R. files will be maintained by the D.Es. One copy of the C.R. duly
countersigned should be sent to the CGM who will also maintain one C.R.
file for the J.T.O. concerned (27/13/71 Disc. I dt 27-9-72 and
modifications)
11.2.3.(Rule 174 (3) of P & T volume III chapter I)
Confidential reports are to be written for each financial year in respect of
each of the Officials. A report should (in the first week of April of each
year) be written in the appropriate form by the prescribed reporting officer
giving a brief opinion regarding the general work and conduct of the officer
to be reported upon. A report must be written at the end of the year. If the
period of observation happens to be less than three months this fact only
need to be indicated in the report. When an officer is transferred, he
should write all the reports before relinquishing the charge. In any case, if
this is not possible, the adverse remarks should be communicated only by
his successor provided the report is not required to be submitted to the
next higher authority for counter signature. Wherever a separate
countersigning authority is prescribed, the report should be submitted to
that authority for communicating the adverse remarks.
Note II
On the transfer of the reporting Officer or the officer to be reported upon,
the Reporting Officer should write a report, provided he had an opportunity
to watch the work and conduct of the officer for a period of more than
three months, and if not, should make an entry in the memo of services
indicating the reasons for which a report has not been written up by him.
The memo of services and the report, if written should be passed on to the
next reporting officer.
Note III
When a confidential report does not cover an earlier period during the
year, the reporting officers should, at the top of the report, mention the
period of gap indicating the reasons for which a report for that period has
not been written.
Note IV
(i)

The countersigning authority needs to countersign a report only if

he has three months experience.
Page no. 59 of 90

(ii)

When reporting officer is transferred, and if he has three months or

more experience, he should write a report, then and there, and
have it countersigned also, without waiting till the end of the year.

(iii)

When countersigning authority is transferred during the course of

the year, if the succeeding countersigning authority has more than
three months experience, it is enough if the succeeding officer
countersigns the report.

(iv)

If the succeeding countersigning authority does not have three

months experience, the previous officer should countersign the
report for the entire year. Separate report for the period ending with
the date of the transfer of the previous countersigning is not
necessary. (27/3/73-Disc 1 dt 27-12-74)

11.2.4.(Rule 174 (4) of P & T volume III chapter I)

A confidential report should give full particulars of the official reporting
upon, such as his designation and the office in which he works. Below the
signature of the reporting and countersigning officers, either their names
and designations should be written in capital letters or their rubber stamps
should be affixed. C.R. files should be maintained in a book form, the
reports being placed one after the other in chronological order and pages
being serially numbered from top downwards. Relevant entries in the
index of a C.R. file should be filled in immediately after a report is written
up.
11.2.5.(Rule 174 (5) of P & T manual volume III chapter I)
C.R. files should be handled like confidential documents. The officer
concerned should ensure that no room is given for complaints about any
leakage of information. These files will be kept in the personal custody of
the officers required to maintain them viz., either the reporting or the
countersigning authority, if any, unless some special arrangements have
been made for their maintenance centrally with one particular officer. The
officer responsible for maintaining the C.R. file should hand over them to
his successor in the office when he is transferred. Whenever, it is
necessary to send them by post, they must be enclosed in a confidential
cover and registered. When an officer is transferred for more than three
months, the file containing the confidential reports with him should be
forwarded directly to the officer by whom it has to be maintained.
11.2.6.(Rule 174 (6), P & T manual volume III chapter I)
C.R. file should not contain any extraneous paper other than punishment
and appellate orders and letters communicating the adverse remarks.
Page no. 60 of 90

11.2.7.(Rule 174 (7) P & T manual volume III chapter I)

Merits as reflected in the confidential reports is generally recognized as
the main criterion for deciding the cases of promotion to higher grades and
deputation. C.R. is therefore very important both in the interest of
efficiency of the services and also of the officers, that the reports are
written with the greatest possible care so that the work, conduct, character
and capabilities of the officers reported upon can be accurately judged
from the recorded opinion. Officers recording remarks must realise the
importance of these entries, as their own competency will be judged partly
from the confidential remarks they record about officers working under
them. With a view to enabling them to make correct overall assessment of
the work and conduct of their subordinates, the reporting officers are
required to maintain memorandum of services in APP 43 in respect of
each officer employed under them. All instances of good and bad work
coming to the notice of the reporting officer should be promptly noted in
the memorandum of services. Impressions formed by the officer at the
time of visits, inspections, interviews etc. should also be included in that
memorandum.
This memorandum should not be reduced to black book by recording
instances of only adverse nature. Instances of good work should also be
liberally recorded. The memoranda of service should, invariably be
consulted at the time of writing of annual reports. In case, the reporting
officer is not the immediate superior of the officer to be reported upon, the
immediate superior should also maintain a memo of services, which
should be consulted by the reporting officer at the time of writing the
report. The memo of services in respect of an officer should be a complete
and continuous record of his service and accordingly, it should not be
destroyed after the annual report has been written. The entries in the
memo of services should be based on facts and documentary evidence.
The memo of service may also be consulted on the occasion of making
transfer and promotion for writing special reports. For writing the annual
report, only those entries in the memo of services need not necessarily be
communicated. As the memo of service is the sole basis for writing the
annual reports, the reporting officer at the time of submitting reports, to the
countersigning authorities, if any, should make a specific mention in the
forwarding letters that memorandum of services have been maintained
and consulted. With a view to checking up that these memoranda are
being properly and regularly maintained, the countersigning authorities
may call for them and check them up, the negligence on the part of the
reporting officers in this regard should be duly noticed.
11.2.8.(Rule 174 (8) P & T Manual volume III chapter I)

Page no. 61 of 90

Confidential reports should, as a rule, give general appreciation of the

character, conduct and qualities of an officer reported upon and reference
to a specific incident should be made, if at all, only by way of illustration to
support adverse comments of a general nature as for example,
inefficiency delay, lack of initiative, judgment etc. Specific incidents on the
basis of which penalties have been awarded in the course of departmental
proceedings must, however, be indicated. An entry relating to a penalty
should be recorded in the report for the year in which the punishment
order is issued. In this entry, an indication may however, be given about
the period of which the incidents leading to the disciplinary case relate.
Warning even though not a statutory penalty should be mentioned in the
report, if issued as a result disciplinary proceedings. If the reporting officer
feel that although a specific incident is not important enough to be
specially mentioned in the confidential report, he should before making
such an entry, satisfy himself that his own conclusion has been arrived at
only after a reasonable opportunity has been given to the official reported
upon to present his case related to that incident. The authority issuing a
warning should not normally be one lower than the reporting officer.
Further once investigations are started into specific allegations, the case
should not be closed by the issue of a warning without the knowledge of
the competent disciplinary authority. Unless so ordered by any higher
authority it would be in the discretion of the reporting officer either to
record or not to record such a warning.
How to fill up integrity column:
The procedure for filling up the column relating to integrity is as follows:
(a)

Supervisory officers should maintain a confidential diary in which

instances which create suspicion about the integrity of a
subordinate should be noted from time to time and action to verify
the truth of such suspicion should be taken expeditiously by making
confidential enquiries departmentally or by referring the matter to
the special police establishment. At the time of recording the annual
confidential report, this diary should be consulted and the material
in it utilised for filling the column about integrity.

11.2.9.(Rule 174 (9) P & T manual volume III chapter I)

The general principles, which are required to be observed by the reporting
officers for writing annual reports are indicated below: 1) Remarks like Doubtful Character, Complaints received about his taking
illegal gratification are not permissible. Entries should be based on
established facts and not on more suspicion.

Page no. 62 of 90

2) No employee should be adversely affected by prejudicial reports recorded

without fullest consideration. At the same time, none should be rewarded
by excessively flattering reports, which are not based on facts. With a view
to checking up such possibilities, the following procedure is prescribed: 3) The memo of services should invariable be consulted at the time of writing
the annual report though the report itself should necessarily be based on
the employees performance during the year as a whole.
4) Where adverse remarks are recorded in respect of an official having
consistently good record some details regarding the same should
invariably be given.
5) The report should give a clear opinion on the main points like character,
integrity, industry etc.
6) There should be no hesitation on the part of the reporting officers to record
adverse remarks in justified cases.
7) Reporting officers should not be in a hurry to write all the reports on one
day.
11.2.10.(Rule 174 (10) P & T manual volume III chapter I)
It is the duty of a reporting officer not only to make an objective
assessment of the work and qualities of his subordinate but also to give at
all times the necessary guidance and assistance to correct his faults and
deficiencies. While recording adverse remarks, the reporting officer should
indicate the efforts made by way of guidance admonition etc to get those
defects removed and result of such efforts. He should also provide
necessary training wherever possible. The annual report should be based
on such watchfulness and periodical inspections.
Apart from the comments on general qualities, such as integrity,
intelligence, industry, conduct, attitude to superiors and subordinates,
relation with fellow employees, aptitude, etc. of the officer reported upon,
the report should also contain a summing up in general terms of this good
and bad qualities.
11.2.11.(Rule 174 (11) P & T manual volume III chapter I)
Apart from the remarks in regard to work and conduct, in appropriate
cases, suitable entries may also be made on the following points:
i. The fact that an officer has attended an approved course of study on
training;
ii. The report received from the head of such institution or its substance;

Page no. 63 of 90

iii. Comments on the quality of the report submitted by an officer on return

from deputation or training abroad whether he has made good use of his period
of study of training;
iv. Out standing performances in the field of sports, athletic and art;

11.3. CONFIDENTIAL REPORTS NON-GAZETTED STAFF

Sr.
No Class of Officials

Reporting
Officers

Countersigning Reviewing
authority
authority

Immediate
superior not
Lower than rank
of SDE.

DE or next
Superior

DGM in case
reports
by
D.E.

1.

J.T.O

2.

TTA

SDE

DE

---

3.

STOA

SDE.

DE

---

4.

Telephone Mechanic

JTO

SDE

---

11.4. Summary
While the C.R.s memorandum of services should be consulted. The C.R. file
should not contain any extraneous paper other than punishment and appellate
orders and letters communicating the adverse remarks and appreciation letters.
Confidential reports should not be written in a hurry. It should be written without
fear or favour.

Page no. 64 of 90

Annexure
MINISTRY OF COMMUNICATIONS
TELECOM DEPARTMENT
Form of Confidential Report on the non-gazetted staff of the Indian Telecom Department
in the offices of the Heads of Circles, Administrative Offices, Divisional Offices and
Postal and Telecom Office etc
Report for the period from . To .
1. Name of the official ..
2.

a) Date of birth ..
b) Educational

qualifications;

including

professional

and

technical

qualifications
c) Whether the official belongs to Schedule Caste/Scheduled Tribe
3. Designation..
4. Date if appointment in the present grade..
5. Section where employed office..
6. (a)
(b)

Nature of work on which employed..

Period (s) of absence From .To
No. of daysduty during the year.

7. (a)

Observation:
(i)

(ii)

Intelligence and general ability(a)

more than

(b)

less than or

(c)

above the average ability of the official of his grade?

Conduct:
(e.g.

amenability

to

discipline,

attitude

to

superiors

and

subordinates and relations with fellow employees, regularity and

general behaviour
Page no. 65 of 90

(iii)

Character:
(e.g. industry, care and thoroughness, cleanliness etc.)

(iv)

Knowledge of rules and procedures..

Devotion to duty..

(iv)

Physical fitness..

(v)

Whether he has been able to reduce arrears and outstanding item

during the period under report.

Please refer to the note at the end.

8.

(a)

9.

Expression on paper
(i)

Excellent.

(ii)

Very good..

(iii)

Good ..

(iv)

Average..

(v)

Poor

Comment on:
(a)

In case of typist
(i)

Accuracy and speed in out-turn

(ii)

Neatness and care in work

(iii)

Any special characteristics qualifications or defects which it is

desired to bring to notice.

(b)

In case of stenographer
(i)

Accuracy and speed in work as Steno-typist..

(ii)

Trustworthiness in Confidential and secret matters

(iii)

Any special characteristics, qualifications or defects which it is

desired to bring to notice.

(c )

(d)

In case of signaling staff (telecom)

(i)

Accuracy and speed in transmission

(ii)

Technical knowledge and skill

In case of Telephone Operator

(a)

Ability to ..
(i)

Operate..

(ii)

Carry out routine tests of lines

Page no. 66 of 90

(iii) Control trunk lines and handle record and time trunk calls..
(b)
(e)

In case of Phones Inspector

a.

b.
(f)

Knowledge of rules in the Instructions of Operators

Ability to ..
(i)

collect revenue

(ii)

chase faults and carry out inspections.

Technical knowledge

In case of Wireless Operator

a.

Ability to
(i)

operate

(ii)

remove faults on the equipment

b. Technical knowledge
(g)

(h)

In case of TTA/ AEA

(i)

Knowledge of circuits.

(ii)

Ability to rectify faults.

(iii)

Ability to carry out adjustments.

In case of RSA
(i)

Knowledge of circuitry.

(ii)

Ability to rectify faults..

(iii)
(i)

Ability and speed of testing

In case of Post office clerk and SPM

a)

(j)

His ability to do with speed and sustained accuracy repetitive

operations such as booking of money orders, registered articles
etc.
b) His ability to maintain calm and composure at times of pressure of
work, and
c) His qualities in dealing with the public courteously..
In the case of RMS Sorter, Mails agent RMS etc.
i.
ii.
iii.
iv.

His ability to exchange mails and do sorting with sustained

speed and accuracy
His proficiency in reading addresses in other scripts and
languages.
His knowledge of routing of articles and do Mail and sorting
lists..
Ability to manage record office (SRC only)

Page no. 67 of 90

10.

(a)

Discuss the general performance of the official during the year

under preview and weather he has been responsible for nay
out-standing work or been reprimanded with brief particulars
the same...
Weather any public complaints were received against the
official. If so what was the results of the investigation.
Weather the official was courteous to the public in his official
dealings.

of
(b)
(c)
11.

Any outstanding achievement or performance in the sports, athletics

and art.

12.

Any useful suggestions made for achieving high standards of

efficiency, economy in administration etc.

13.

General remarks and overall assessment (summing up of the Official's

good qualities and shortcomings, aptitude or reluctance in certain types
of works and also the nature of advice given for overcoming the defects
noticed).

14.

Assessment of integrity.

15.

Has the Officer any special characteristics and/or any outstanding merits
or abilities, which would justify his advancement and special selection for
higher appointment out of turn? If so, mention those characteristics
briefly and indicate why you consider him fit for out of turn promotion.
Signature of reporting Officer
Name and Designation
(In block letters)
Date:

16.

Remarks if any, of the Reviewing Authority (in case he does not accept the
assessment of the Reporting Officer he should make a
specific
mention of it giving reasons therefore).
Signature of Reviewing Authority
Name and Designation
(In block letters)
Date:
Instructions for filling up the various columns in the Scroll:
i)
ii)

The assessment under Col. (ii) is to be recorded as Satisfactory

or Unsatisfactory.
When the assessment under Col. (ii) has been made as
unsatisfactory, brief reasons therefore in support of the
assessment should be added in a separate of paper to the
Page no. 68 of 90

iii)
iv)

Scroll. The official concerned should be informed of his

unsatisfactory performance and his acknowledgement obtained
on the copy to be added to the Scroll. This is to give him an
opportunity of making a representation against this assessment.
Particulars of achievements, commendations, punishments,
awards etc. should be entered in col.(iii).
Following procedure should be followed in filling up the col.(iv)
relating to integrity:
a)
b)

If the officers integrity is beyond doubt, it may be stated.

If there is any doubt or suspicion, the column should be
left blank and action taken as under:
i)
A separate secret note should be recorded and
followed up. A copy of the note should also be sent to
the next superior officer who will ensure that the
follow-up action is taken expeditiously. Where it is not
possible either to certify the integrity or to record the
secret that he had not watched the officers work for
sufficient time to form a definite judgment or that he
has heard nothing against the officer, as the case may
be.
ii)
If, as a result of follow-up-action, the doubts or
suspicions are cleared nor confirmed, the officers
integrity should be certified and entry made
accordingly in the scroll.
iii)
If the doubts or suspicions are confirmed, this fact
should also be recorded and duty communicated to
the officer concerned.
iv)
If as a result of the follow-up action, the doubts or
suspicions are neither cleared nor confirmed, the
officer conduct should be watched for a further period
and thereafter action taken as indicted at (b) and (c)
above.

Page no. 69 of 90

APP 11 MINISTRY OF COMMUNICATION TELECOM DEPARTMENT

Form of confidential report on non-gazetted supervisory staff (including those in
Div. Offices/Office of Heads of Circles). JTOs, Accounts, JEs, TTs etc. in
PO/RMS/Telecom/Civil wing.
Report for the period from ... ... ... ... to ... ... ... ...
Part I- PERSONAL DATA
(to be filled by the office only)
1.

Name of the official,

Designation and office where employed.

2.

(a)
(b)
(c)
(d)
(e)

Date of Birth
Weather the Official belongs to the Schedule Caste/Scheduled
Tribe.
Educational qualifications including professional and technical
qualifications.
Department examinations passed.
Date of confirmation in the present grade.

3.

Date from which in continuous appointment in the present grade etc.

4.

i)
ii)

Period(s) of absence From ... to ... No. of days from duty.

Period(s) spent on Training during the year.

Page no. 70 of 90

PART II - SELF APPRAISAL

(to be filled by the officer reported upon)
5.

i)
ii)

Any specific academic/professional achievement.

Imported items of work and targets completed.
PART III- ASSESSMENT BY THE REPORTING OFFICER

6.

Does the reporting officer agree with all this recorder under Part ii by
the Officer? If not indicate the points of disagreement.

7.

State of health.

8.

Intelligence and understanding

(a)
Outstanding
(b)
Very Good
(c)
Average
(d)
Poor

9.

Knowledge of Rules, Codes, Manuals and Instructions- technical and

professional knowledge possessed by him related to his work.
(a)
Fully conversant
(b)
Fairly conversant
(c)
Inadequate knowledge

10.

Quality of work
(i)
Ability of correctly applying relevant Rules, Regulations and
Professional skills.
(ii)
Promptness is disposal of work:(a)
Exceptionally prompt
(b)
Average
(c)
Is slow and tends to delay
(iii)
Expression on paper
(a)
Outstanding
(b)
Very Good
(c)
Average
(d)
Poor

11.

Initiative and drive

Page no. 71 of 90

12.

Control and management of staff, ability to inspire confidence in and

get the best out of the staff.
(a)
Gets the best from the staff
(b)
Manages the staff reasonably well
(c)
Inadequate

13.

(a)
(b)
(c)

14.

Observation on:
(i)
Devotion to duty
(ii)
Industry
(iii)
Care and thoroughness
(iv)
Cleanliness
(v)
Trustworthiness
(vi)
Punctuality in attendance

15.

Relations with the general public

16.

Any special characteristics/outstanding achievement deserving mention

either in his present assignment or in the field of sports, athletics, art,
etc.

17.

Has the officer been reprimanded for indifferent work or for other
causes during the period under report? If so, please give brief
particulars.

18.

Overall assessment

19.

Integrity

Relation with fellow employees

Attitude towards the superiors
Amenability to discipline

Signature of the Reporting Officer:

Name and Designation:
(in block letters)
Date:

Page no. 72 of 90

PART IV - REMARKS BY THE REVIEWING OFFICER

20.

Length of service under Reviewing Officer.

21.

Do you agree with the remarks of the reporting officer in Part III
above? If not, indicate the extent of your disagreement.

22.

If the officer reported upon is member of the Scheduled Caste/

Scheduled Tribe, please indicate specifically whether the attitude of the
Reporting Officer is assessing the performance of the SC/ST official
has been fair and just.

23.

Does the deserved to be promoted out of turn? If yes, please give

reasons therefore.

Signature of Reviewing Officer:

Name and Designation:
(in block letters)
Date:

Page no. 73 of 90

CHAPTER 11

PRINCIPLES AND FUNCTIONING OF AN

ADMINISTRATIVE OFFICE
12.1. FUNCTIONING OF AN OFFICE
The general procedure of managing the functions of a Sections/Unit of the
office broadly comprises of the following aspects:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)

Receipt of incoming dak/record.

Dairying of papers and distribution to dealing hand/officer.
Handling Communications/ Correspondence/ Telephone/and their priority.
Filing papers in appropriate files on functioning subject wise.
Processing the incoming papers and appropriate disposal of receipts.
Dispatch of outgoing dak (letters).
Weekly arrear statement to monitor disposal of dak.
Record management of files/ papers etc.
Action plan for the section/ Department (annual).
Monitoring and inspections.

12.2. FORMS OF OFFICIAL COMMUNICATION:

A written communication from the government department/ organization is
of the following types:
Letter for correspondence with foreign governments, State governments,
UPSC, head of attached and subordinate offices, public enterprises,
statutory authorities, public bodes and public in general.
Demi-Official letter for correspondence between Government offices
when letter is written in a personal and friendly tone and for
communications to non-officials.
Office- Memorandum for corresponding with calling / conveying
information to other departments, employees, attached and subordinate
offices. It is written in third person and bears no salutation.
Inter-departmental note for obtaining the advice, views, concurrence or
comments of other departments, attached and subordinate offices, on a
proposal or for seeking clarification on the rules etc.
Page no. 74 of 90

 Telegram/ Savingram for communicating with out-station parties in

matters demanding prompt attention.
Telex/ Fax Message for communicating urgent and important messages.
Express letter for communicating with out- station parties in matters
warranting urgent attention at the receiving end.
Office Order for issuing instructions meant for internal administration.
Order for issuing certain types of financial sanctions and communicating
orders in disciplinary cases.
Notification for the promulgation of statutory rules and orders,
appointments and promotion of gazette officers, etc. in the gazette of
India.
Resolution for making public announcements of decisions of
Government in important policy matters.
Press communiqu/ note for giving wide publicity to a decision of
Government and is expected to be reproduced intact by the press.
Endorsement - is used when a paper has to be returned in original to the
sender, or the paper in original or its copy is sent to another department or
office, for information or action.
12.3. OFFICE RECORDS:
All means of preserving information is called a record. Office record
consists of:

Communication between the organization and outside

initiated from outside.
Communication within the organization.

12.4. FILE:
It is collection of paper in a specific subject matter assigned with a file
number. The correspondences and records in the offices are dealt with different
files that are opened sections wise and subject wise in order to trace the
reference of correspondence and records easily and also for speedy disposal of
the cases.
12.5. FILING SYSTEM:
The filing system involves systematically sorting and locating the proper
documents and arranging and placing the documents in the folder to facilitate
their quick retrieval. Frequently cross-referencing also is involved in the filing
process. A filing system can be filled efficient if it proves useful to decision
makers and promptly supplies him information required, as a result of logical,
chronological arrangement, careful storage, absorption and linking of the
information. There are two general types of filing system, which are used:
1. Alphabetical filing system
2. Non-Alphabetical filing system
Page no. 75 of 90

12.5.1. ALPHABETICAL FILING SYSTEM

The alphabetical filing system has three types:
a) Filing by name Majority of firms file correspondence alphabetically
according to the clients or suppliers name be it a firm or individual. In card
filing the alphabetical method is used, for cross-referencing and indexing
of the names. In paper filing, it is best adopted for invoices, purchase
orders and similar records. With this method papers are found by direct
reference and no card index is required.
b) Filing by subject Subject filing is almost similar in the sense instead of
names of people or organizations, subject are used. This is useful when
records are not referred by name of individual but by the names of the
subject they deal with. For example the subjects could be Administration
or Establishment, Budget etc.
c) Filing by Geographical Areas in departments like Sales, Public utilities
etc. where records are referred to with reference to the territory, the
geographical filing system is used. In this system alphabetical calculations
are broken up with geographical regions, within the regions the files are
kept numerically or alphabetically. Here the topography of the place name
is the determinant factor as well as reference link.
12.5.2.NON-ALPHABETICAL FILING SYSTEM
Non-alphabetical filing system has two types of filing System:
a) Numerical filing system records may be arranged according to the serial
numbers that are assigned to subjects or topics. Thus the numerical filing
system is indirect; that is to say that the file clerk must consult first the
alphabetical index to determine the code of the record. The system has a
number of advantages over the alphabetical filing system: i. They make it possible for the quick and sequential identification of
records.
ii. They aid efficient sorting and handling.
iii. They provide unlimited expansion.
b) Chronological System this system is sometimes called, as Date filing
also, which requires records to be filed chronologically. It is used primarily
for follow up purposes like Land Records, library borrowing, Court
Hearing, Income Tax summons etc. which is a crucial factor.
12.5.3. FILE NUMBERING SYSTEMS
There are two filing systems prevalent :
a) Conventional Method The conventional method of filing so far followed
in the Civil Ministries / Departments of the Government of India is based
on subject classification. A file opened under the system consists of the
number allotted to the;
Page no. 76 of 90

i.
ii.
iii.

Standard head.
The year in which the file is opened and
An abbreviated symbol identifying the section.

Each Section is the unit for purpose of standard heads. The system
does not ensure any uniformity in naming and cataloguing various subjects dealt
with in the various divisions or branches of a Department and this fails to
correlate the functions performed by various work groups. Retrieval of
information on the same subject from various branches or Divisions or wings or
Departments becomes difficult because the same subject is given different
names and numbers in different units. As a result of review, those standard
heads may undergo changes also in the same work unit from year to year. InterSection uniformity in subject classification is not achieved due to the limited
elements in the file numbering. It does not provide stability in the file numbering
scheme and it complicates record management.
b) Functional Filing System:
In this system the range and dimension of the subjects falling under
the scope of business allotted to a Department are analyzed in the following
sequence:
i. Functional Heads which represent the basic functions of the
department,
ii.
Primary Heads Main Heads representing main activities in each
of these functions.
iii.
Secondary Heads the sub-subjects or aspects or operation of
primary heads.
The file opened under the functional filing system is assigned the code
number in the following manner:
i. Single letter A, B, C representing functional heads followed by
hyphen as the separator.
ii.
A number identifying the secondary head followed by a slant
stroke as separator; (a tertiary head in a similar manner can
also be allotted for covering further sub-aspects or operations).
iii.
The year under the secondary head followed by a slant stroke
as separator.
iv. A group of abbreviating letters identifying the section.
Based on the above principle, a functional file index for various
substantive subjects dealt with by a Department together with an identifying file
number system is then developed. The system adopted in SSA office at present
is as follows.
A. Accounts, Audit Objection, Pay and Allowances
B. Building
C. Canal
D. Apparatus and plants
E. Establishments
F. Railway
G. General correspondence
H. House rent in respect of quarters etc
Page no. 77 of 90

I. Budget figures RE and BE

J. Inspection
K. Trunk call, Bills, Trunk load returns, PCOs
L. License
M. Maps and charts
N. Cables
O. Combined offices
P. Telephone
Q. Personal files
R. Railway works
S. Stores
T. Interruption tests
U. Traffic arrangement
V. Vigilance
W. Works
X. Confidential
Y. Miscellaneous subjects
Z. Electrical installation
Separate files are opened for each estimate for different kinds of
works. The files are given serial numbers according to the serial order of the
register of estimate concerned, normally under each alphabet. Every section will
have a file index register (Corr-12), showing the list of files in existence and new
number added when new files are opened.
12.6. FILE INDEX REGISTER:
An index register showing the list of files in existence is maintained in
alphabetical order in the office. When a new file is opened the next serial number
is assigned with relevant alphabet. This should also be recorded in the respective
page of the file index register with a view to see that one and the same number is
not allowed to any other new file to be opened subsequently. When a new file is
opened with reference to file index register the file number including the relevant
alphabet is to be noted in front page of the file in bold letters. When a current file
becomes bulky it is required to open a second volume. The previous file should
contain reference of new file opened.
12.7. FILING:
A letter received in a section is first noted in assistant diary, and
indexed in the related file (a new file is to be opened if the case is new one)
according to the serial number of the letters in the right hand side. (In each file a
note sheet is tagged on the left-hand side for indexing letters and also for writing
notes and comments on the case. Indexing of incoming letters is made in red ink
and the notes etc. are written in blue or black ink. The notes are to be submitted
after initialed by the Dealing Assistant with date. The notes may contain an
analysis and brief on the subject, duly linked with previous papers or case mark if
any. Indexing of out going letters are made in blue or black ink.
Page no. 78 of 90

12.8. FILE NOTE SHEET:

In each file, a note sheet on the back of the front cover is maintained
for indexing letters put up in files and to write notes and comments for
submission to supervisors, indexing of incoming letters should be done in red ink.
The notes written by the dealing assistant and all others will be in black or blue
ink. The note is to be submitted after duly initialed with date. The notes may
contain analysis and brief account on the subject duly linked with previous
papers. In routine cases a draft reply can also be put up. When the files are
returned orders and instructions passed on should be strictly followed.
12.9. ASSISTANT DIARY:
Each dealing assistant should maintain the assistant diary in the
prescribed form to record the letter received and also for noting the disposal of
the letter. On the last working day of every week it should be closed and put up to
the officer concerned through section supervisor for verification, showing total
number of papers received, total disposed and the balance of papers yet to be
disposed.
12.10. NOTING:
The Manual of Office Procedure defines a Note as: the remarks
recorded on a case to facilitate its disposal, and it includes a prcis of previous
papers, a statement or an analysis of the questions requiring decision,
suggestions regarding the course of action and final orders passed thereon. A
Note contains facts and figures, rules, law, procedure, and precedents, as also
views of other Divisions/Departments, which might have been consulted. It helps
the decision-making authority in taking a decision. It should normally comprise a
brief resume of the case, the analysis/statement of the point (s) at issue,
suggestion regarding the course of action or the orders, if any, passed thereon.
The name, designation and telephone number of the officer signing a note should
invariably be typed or stamped with a rubber stamp below the signatures, which
should be dated. In recording the date, the month and the year should also be
indicated along with the date.
12.11. WHY RECOED A NOTE?
The working of the Organization is a continuous affair. The officers
may come and go, but the policy of the Organization has to remain uniform in a
given set of circumstances. It is, therefore, necessary to have a written record of
the reasons for adopting a particular course of action in a case so as to ensure
identical treatment to a similar case coming up in future. The Notes thus lend
consistency and continuity to the actions and decisions of the Government. The
Notes also provide a very useful guide to the officers who might have to handle
the same or a similar case in future in as much as they reveal the line of thought
and the logic behind the decision-taken earlier.
Page no. 79 of 90

12.12. GUIDELINES:
a. All notes should be concise and to the point. Excessive noting should
be avoided.
b. A simple and direct style of writing should always be adopted. Use of
involved language should be avoided.
c. Notes and orders should normally be recorded on the note- sheets.
d. Notes should not be recorded on the receipt itself except in very
routine matters.
e. Verbatim reproduction of extracts from, or paraphrasing of the P.U.C or
of notes of other Ministries recorded on the same file, should be
avoided.
f. Wherever a running summary of the facts is available on the file, it
should be referred to without repeating any part of the facts in the note.
g. Notes should always be worded in a courteous and temperate
Language, free from any personal remarks, even when some apparent
errors have to be pointed out in the notes recorded in another section.
h. Any remarks recorded by the Branch Officer, or other senior officers,
on the receipt should first be reproduced before the note is recorded.
i. When passing orders or making suggest ions, an officer should confine
his note to the actual points he proposes to make. He should not
repeat or reiterate the ground already covered in the previous notes. If
he aggress to the line of action suggested in the preceding note, he
should merely append his signatures.
j. When a paper under consideration raises several major points which
require detailed examination and respective orders on each point (or
group of related points) it will be noted upon separately in Sectional
notes. Such sectional notes will each begin with a list of the major point
(s) dealt with therein.
k. The dealing hand will append his full signatures on the right hand side
of the note with his name, designation and the date.
l. A note will be divided into paragraphs of a convenient size. Paragraphs
should be serially numbered and may also have brief titles, if
necessary.
12.13. NOTING ON FILES RECEIVED FROM OTHER DEPARTMENTS
a. Where the reference requires information of a factual nature or other
action based on a clear precedent or practice, the dealing hand in the
receiving Department may straightaway record a note on the file.
b. If the references seek the opinion, ruling or concurrence of the receiving
Department and require detailed examination, such examination will
normally be done separately through routine notes and only the officer
responsible for commenting upon the reference will record the final result
on the file.

Page no. 80 of 90

c. When an officer records a note on a file after obtaining the orders of a

higher officer, a remark that this has the approval of should be
added in that note.
d. A copy of note finally recorded on the main file will be retained with the
routine notes before the file is returned to the originating Department.
e. All such routine notes will be kept subject-wise in the files opened for the
purpose in the Department.
f. The inter-departmental note recorded on the file of the originating
Department will bear the subject file number to facilitate filing of papers
and their subsequent retrieval for future reference.
12.14. NOTING ON CASES REFERRED TO UNDER THE SINGLE
FILE-SYSTEM:
The single File System applies to matters that are not within the
delegated powers of the attached or subordinate offices and have to be referred
frequently to the Ministry/Department for seeking a sanction/order. The NonSecretariat Office (Attached or Subordinate) will open files in such cases. Noting
on such files in the Ministry/Department should be on the file of NSO. However in
certain selected types of cases concerning sensitive and delicate matters in the
sphere of personnel, policy issue and finance, noting in the Ministry/Department
should be on files (which would indeed be only notes recorded at a particular
stage of the case or at a particular level). The final decision only should be
suitably recorded on the NSO file.
As a convention, secretariat noting on a NSO file may start on a new
page. If at any stage of its processing in the secretariat it is felt that the internal
noting or any portion thereof be kept outside the record of NSO file, Such noting
could be suitably edited before the file is returned to the NSO.
12.15. FUNCTIONAL APPROACH TO NOTING:
Noting should be restricted to the minimum. It should be systematic and
functional. The following approach could be adopted for noting on various
categories of cases: a. Routine or Repetitive cases: In such cases, a standard process sheet,
which means standard skeleton note should be developed indicating, predetermined points of check. In respect of other routine cases, a fair draft
should be put up without any noting.
b. Correspondence Handling cases: - These cases also do not require
detailed noting. It would be sufficient if a brief note were recorded
indicating the issue under consideration and the suggested action. For
example- The FR is a letter from the headquarters asking for information
regarding The information is available from the. A draft reply is
put up for approval
c. Problem Solving cases: - in these cases, a detailed note will be necessary.
Even then, the note should be concise and to the point covering the
following aspects: Page no. 81 of 90

i.
ii.
iii.
iv.
v.
vi.

What is the problem?

How has it arisen?
What is the Rule, Policy or Precedent?
What are the possible solutions?
Which is the best solution? Why?
What will be consequences of the proposed solution?

The points mentioned in term (d) below would also be useful in such
cases.
d. Policy and Planning Cases: - These types of cases would not be large in
number in any organization. They would, however, require a thorough
examination particularly because important decisions are to be taken at
top management level.
A note in such cases should be structured in the following manner: i.
ii.

iii.
iv.

v.

vi.

Problem: - State the problem. How it has arisen? What are the
critical factors?
Additional information: - give additional information to size up the
problem. The information would be available on the files and other
paper in the Section. If sufficient information is not available to
enable thorough examination, it should be collected before
attempting a note.
Rule, policy etc: - The relevant rule or overall policy on the subject
should be quoted.
Precedents: - Precedent cases having a bearing on the issue under
consideration should be put up. If there are varying precedents or
any precedent differs in certain respects from the case under
examination, the difference should be brought out so as to arrive at
a correct decision.
Critical analysis: - the case should then be examined on merits
answering questions like what are the possible alternative solutions?
Which is the best solution? It should be ensured those views of other
Divisions/Ministries etc. have been obtained where necessary.
Attention should also be paid to other aspects like the financial and
other implications, repercussions, the modality of implementing the
decision and authority competent to take a decision.
Concluding paragraph: - the concluding Para should suggest a
course of action for consideration. In cases where a decision is to be
taken by a higher authority like Committee, Board etc. the point or
points on which the decision of such higher authority is sought
should be specifically mentioned.

12.16. MODIFICATION OF NOTES:

a. Whenever a senior officer finds it necessary to correct or to modify the
facets stated in a note put up to him, he should do so by recording his own
Page no. 82 of 90

note giving his views on the subject. He should not require the note
recorded by his junior to the modified or replaced.
b. Notes recorded on a file should, in no circumstances, be pasted over,
because pasting over amounts to mutilation of official records and gives
an inelegant look to the file. If any modification of an earlier note is found
necessary, recording a note explaining the nature and extent of
modification and reasons for it and should do it. The earlier note should
remain intact.
12.17. ORAL DISCUSSIONS: All points emerging from discussions between two or more officers of the
same department and the conclusions reached, will be recorded on the relevant
file by the officer authorizing sanction. He may if considered important get it
confirmed by the participant. Confirmation is desirable in the following
circumstances: a.
b.
c.
d.

If policy of Government is not clear.

Departure from the prescribed policy.
Two or more levels differ on significant issues.
Decisions though agreed by all are an important one.

12.17.1. ORAL INSTRUCTIONS BY HIGHER OFFICERS :

Normally an officer has to give instructions in writing.. However, if there is
no time for giving the instructions in writing he should follow it up by writing
confirmation at the earliest. Juniors should obtain writing instructions before
carrying out oral instructions. If such instruction is not from the immediate
superior, it is to be brought to his notice.
12.17.2. ORAL ORDERS BY SENIOR OFFICERS
Oral orders communicated by personal staff of senior Officers shall be
confirmed by writing immediately thereafter. If the oral instructions from Sr.
Officers are in accordance with the norms, rules, regulations or procedures, they
should be brought to the notice of the Officer.
However, if his orders are not in accordance with the norms, rules,
regulations or procedures, he should seek further clear orders from them about
the line of action to be taken stating formally that the oral instructions are not in
accordance with the rules, regulations, norms or procedures.
12.17.3. CONFIRMATION OF ORAL INSTRUCTIONS:
Communications requesting for confirmation in writing of oral instructions
should be acknowledged.
12.18. HOW DOES ONE ARRANGE VARIOUS PAPERS/ FOLDERS/
REFERENCE BOOK ETC WHILE SUBMITTING A CASE?
Page no. 83 of 90

The various papers, folders, reference book etc., are to be arranged in

the following order from top downwards.
1. Reference books;
2. Notes portion of the current file ending with the note for consideration;
3. Running summary of facts
4. Draft for approval, if any;
5. Correspondence portion of the current file ending with the latest receipt or
issue, as the case may be;
6. Appendix to notes and correspondence.
7. Standing guard File, standing note or reference folder if any
8. Other papers, if any, referred to e.g. extract of notes or correspondence
from other files, copies of orders, resolutions, gazettes, arranged in
chronological order, the latest being placed on the top.
9. Recorded files. If any, arranged in chronological order, the latest being
placed on the top;
10. Routine note and papers arranged in chronological order and placed in a
separate cover.
12.19. WHAT IS DOCKETING?
Docketing means making of entries in the notes portion of a file about
the serial number assigned to each item of correspondence (whether receipt or
issue). Docketing includes page numbering of the document kept in the
correspondence portion and indicating it against the serial in the note portion.
Docketing facilitates identification of an item of correspondence.
12.20. WHAT IS REFERENCING?
i.
ii.

iii.
iv.

v.

Referencing is the process of identifying a reference. It involves a series

of activities. These are described in the succeeding paragraphs.
Every page in each part of the file (viz. Notes, correspondence, appendix
to notes, and appendix (correspondence) will be consecutively numbered
in separate series, in pencil. Blank intervening page, If any, will not be
numbered.
Each item of correspondence in a file, whether receipt or issue will be
assigned a aerial number which will be displayed prominently in red ink
on the right top corner of its first page. (Docketing).
The page under consideration on a file will be flagged, PUC and the
latest fresh receipt noted upon, as F.R.. In no circumstances, will a slip,
other than P.UC and FR be attached to any paper in a current file. If
there are more than one F.R, they should be flagged separately as FR
1, FR 11, and so on. (However, in practice other slips are also attached
to a paper in the current file. All the slips should be removed after the
action is over).
In referring to the papers flagged PUC or FR, the relevant page
numbers will be quoted invariably in the margin. Their page numbers will
refer to other papers in a current file only.
Page no. 84 of 90

vi.

vii.

viii.

To facilitate the identification of references to papers contained in other

files after the removal of slips, the number of the file referred to will be
quoted invariably in the body of the note and the relevant page numbers,
together with the alphabetical slip attached thereto, will be indicated in the
margin. Similarly, the number and the date of orders, notifications and
resolutions, and, in the case of acts, rules and regulations their brief title
together with the number. The relevant section, rule, paragraph or clause,
referred to will be quoted in the body of the notes, while the alphabetical
slips used, will be indicated in the margin.
Rules or other compilations referred to in a case need not be put up if
copies thereof are expected to be available with the officer to whom the
case is being submitted. The fact of such compilations not have been put
up will be indicated in the margin of the notes in pencil.
The reference slips will be pinned neatly on the inside of the papers
sought to be flagged. When a number of papers put up in a case are to
be flagged, the slips will be spread over the entire width of the file so that
every slip is easily visible.

12.21. WHEN ARE THE FILE LINKED AND HOW ARE THEY LINKED?
i.

ii.

iii.

If the issues that rose in two or more current files are so inter-connected
that they must be dealt with together, simultaneously the relevant files will
be linked in the manner indicated in (ii) below. Such linking may also be
resorted to if a paper on one current file is required for reference in dealing
with another current file unless a copy of the paper can be conveniently
placed on the first file.
When files are to be linked, strings of the file of the lower file (but not its
flaps) will be tied round the upper file and those of the file board or flaps of
the upper file tied underneath it in a bow out of the way so that each file is
intact with all connected papers properly arranged on its file board or flap.
On receipt back after completion of action, the linked files will be
immediately de-linked after taking relevant extracts, and placing them on
the linked files, where necessary.

12.22. WHAT IS THE URGENCY GRADINGS AUTHORISED FOR USE?

i.
ii.
iii.
iv.

The two urgency authorized for use on cases are Immediate and
Priority.
The label Immediate will be used only in cases requiring prompt attention.
Amongst the rest the Priority label will be used for cases which merit
disposal in precedence of others of ordinary nature.
Where Lok Sabah / Rajya Sabha labels for question, motions, and bills are
used; it will not be necessary to use in addition, immediate or priority
label.
The grading of urgency assigned to a case will be reviewed by all
concerned at different stages of progress and where necessary, revised.
This is particularly important for cases proposed to refer to other
departments.
Page no. 85 of 90

12.23. LETTER WRITING

As all of us know letters are the most common and valuable media in official
communication. Hence, we have to analyze the essentials of a Letter, Types of
Letters etc.
Essentials of a Letter:
1.Promptness: Respond to a letter the day it is received, as far as possible.
If you need time, acknowledge the letter and indicate how soon you will be
sending a specific reply through an interim reply.
2.Knowledge of the subject
This includes the knowledge of the past correspondence, if any, the
requirements of the sender of the letter and knowledge of policies of
Government.

If you do not know the subject, refer and study past

correspondence and its contents before you write a letter.

3.Appropriateness:
Vary the tone and language according to the need of the occasion as well
as the psychology of the reader.
E.g. In case of emergencies use, You are directed instead of You are
requested, while giving directions to subordinates.
4.Courtesy:
Do not hesitate to use courteous words like please, kind etc in any
letters whether upward or downward.
5.Tact:
This is quality that goes hand in hand with courtesy. The essence of
tactfulness lies in retaining the goodwill of someone even though his request
has been turned down.
6.Persuasion:
It means winning people to your point of view not by coercion but by
making positive suggestions and explaining that what you say is to their
advantage.
7.Conciseness:
Page no. 86 of 90

Do not load your letters with irrelevant details and unnecessary ifs and
buts. The more concise a letter, the more effective it will be, for it will be
clear. Remember it is a letter, dont make it a telegraphic message. Instead
of beating around the bush, write letters to the point.
8.Positive and pleasant approach
Avoid Nos and Sorrys.

They are unwelcome words. Instead, emphasize

pleasant and positive things. Even no can be written as another time, and
sorry can be reworded as Ill try.
9.Accuracy, Completeness and Clarity
Try to incorporate accurate information completely and with maximum
clarify.
12.24.Types of Official Correspondence:
Official letter- Generally written to other governments, attached and
subordinate offices, autonomous bodies and semi-governments and
public institutions, including individuals.
Demi-Official Letter:-

Popularly known as D.O.s, are somewhat free

from official language and style. They are intended to show personal
relation between the sender and the addressee.

Perhaps the main

purpose of D.O. letters is to get the information desired rather quickly by

overlooking the usual official procedure. Some important features of a
D.O. letter are:
Generally addressed by name and designation to the person.
Salutation starts with Dear Shri or My Dear.or Dear Sir.
Proper subscription is Yours Sincerely
Should be signed by the officer concerned and not by someone else.
The patent phraseology of the official letter I am directed to. Is not
used in D.O.letters.
Memorandum:

Generally, Memo are written between different

departments/ministries of the Government while replying to

unimportant letters of applications or petitions, giving a circular
form of information, acknowledgements etc.

Page no. 87 of 90

 Endorsements: It is not an original letter. But when an original

letter or a copy of it is being forwarded to other offices or is being
circulated among a large number of subordinate office, the
Endorsement type of communication is used. Particularly useful
when the forwarding authority does not have to comment on the
subject matter of the original letter. Generally, the endorsement is
made at the end of the original letter.
Circular: When a matter is required to be notified to a number of
offices

or

even

to

employees,

the

circular

method

of

communication is used. This may be in the form of an official

letter, memorandum or Endorsement.
Resolution: A communication that contains the decision of the
Government regarding any subject meant for publication in the
gazette for general information of the public.
Telegram:

Adopted where the matter to be communicated is

urgent. The text of the telegram must be as brief as possible and

yet it should be understood clearly and correctly.
Notification: Formal announcements intended for the general
public, usually published in the Government gazette for
information and same time to satisfy some legal objectives.]
Amendment:

An official communication written to correct any

mistakes in the previous letter or notification or announcements,

etc, Naturally, it has to refer to the original communication and
the mistakes which are being amended now.
Press note: Press notes are the best means to achieve wide
publicity to Government orders, decisions, resolutions, etc
published in the Gazette.
Unofficial Note:

Popularly known as U.O. Note is used for

obtaining views or comments on some proposals from other

departments within the same office.
12.25. REPORT WIRITING
Page no. 88 of 90

A Report is a carried information from someone who has it to someone who

needs it. Report is a basic management tool in decision making. Thousands of
reports, long or short, formal, crucial or ordinary, special or routine are written
everyday.
Characteristics of a Good Report:
Precision- Gives a kind of unity and coherence to the report and make it a
valuable report. Reporters investigation, analysis and recommendations
are directed by the exact purpose.
Accuracy of facts- Scientific accuracy is essential. Since reports, lead to
decision-making, inaccurate facts may lead to disastrous decisions.
E.g. Investigation reports:- Manipulated data and CBR value

Alignment

of canals results in wide variation in the cost of execution.

Relevance: Irrelevant facts make a report confusing, exclusion of relevant
facts renders it incomplete and likely to mislead.
E.g. 1.Crop pattern in the Ayacut area, submergible area in the reservoir,
catchment area of an Irrigation project and the rainfall..
2. Lift Irrigation Schemes: Availability of sufficient water, crop-pattern
and water requirement for different crops.
Reader orientation:Who is going to read the report is important. A report meant for a
nonprofessional will be different from that meant for a technical expert. A report
to local bodies and planning board should be different .
Objectivity of recommendations: Impartial and objective conclusions.
They should come as logical conclusion to investigation and analysis.
Vested interested should not reflect in the report.
Simple and unambiguous language
Free from various forms of poetic embellishment like figure of speech.
Clarity
Clarity depends on proper arrangement of facts. Make purpose clear,
define source, state findings and finally make recommendations. Divide into
short paragraphs giving headings. If necessary, insert suitable signposts to
achieve clarity.
Brevity:
Brevity should not be at the cost of clarity or completeness.
Include everything significant and yet be brief.
Grammatical Accuracy
Page no. 89 of 90

Basic requirement of any good report as of any other piece of composition is

grammatical accuracy. Faulty construction of sentences makes the meaning
obscure and ambiguous.
Organization of a Report:
A report can be in any of the following forms viz, Letter, Memorandum, Lettertext combination. Whatever be the form, it should have
Introduction
Findings
Recommendations.

Page no. 90 of 90