North Block, New Delhi-110001
Dated: 11th February, 2016

Office Memorandum

Subject: Instructions/Guidelines relating to filling up the Integrity Column of Annual Performance Assessment Reports-regarding.
The undersigned is directed to refer the existing instructions/ guidelines of this Department on filling up the column relating to integrity in ACRs (now APARs).
It has been brought to the notice that many a time Reporting Officers do not make clear and categorical mention about the integrity of the officer reported upon.
Further, it has also been seen that in case of doubt of integrity of the officer reported upon, the procedures prescribed for filling up the integrity column in APARs are not being followed appropriately.
2. Now, it has been decided to reiterate the followings instructions/guidelines contained in para 5.2 of this Department OM No. 51/5/72-Ests. (A) dated 20 th May, 1972 on procedures prescribed for filling up the column relating to integrity in APARs:

(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 suspicions 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. If the column is not filled on account of the unconfirmed nature of  the suspicions, further action should be taken in accordance with the following sub paragraphs.

(b) The column pertaining to integrity in the character roll should be left blank and a separate secret note about the doubts and suspicions regarding the officer’s integrity should be recorded simultaneously and followed up.

(c) A copy of the secret note should be sent together with the character roll to the next superior officers who should ensure that the follow-up action is taken with due expedition.

(d) If, as a result of the follow-up action, an officer is exonerated, his integrity should be certified and an entry made in the character roll. If suspicions regarding his integrity are confirmed, this fact can also be recorded and duly communicated to the officer concerned.

(e) There are occasions when a reporting officer cannot in fairness to himself and to the officer reported upon, either certify integrity or make an adverse entry, or even be in possession of any information which would enable him to make a secret report to the Head of the Deptt. Such instances can occur when an officer is serving in a remote station and the reporting officer has not had occasion to watch his work closely or when an officer has worked under the reporting officer only for a brief period or has been on long leave, etc. In all such cases, the reporting officer should make an entry in the integrity column to the effect that he has not watched the officer’s work for sufficient time to be able to make any definite remark or that he has heard nothing against the officer’s integrity as the case may be. This would be a factual statement to which there can be no objection. But it is necessary that a superior officer should make every effort to form a definite judgement about the integrity of those working under him, as early as possible, so that he may be able to make a positive statement.

(f) There may be cases in which after a secret report/note has been recorded expressing suspicion about an officer’s integrity, the inquiries that follow do  not disclose sufficient material to remove the suspicion or to confirm it. In such a case the officer’s conduct should be watched for a further period, and, in the meantime, he should, as far as practicable, be kept away from positions in which there are opportunities for indulging in corrupt practices.

3. It is further conveyed that the remarks against the integrity column of APARs of the officer reported upon shall be made by the Reporting Officer in one of three options mentioned below:

(a) Beyond doubt.
(b) Since the integrity of the officer is doubtful, a secret note is attached.
(c) Not watched the officer’s work for sufficient time to form a definite judgement but nothing adverse has been reported to me about the officer.

4. All Ministries/Departments are requested to bring it to the notice of all concerned for strict compliance.

(Devesh haturvedi)
Joint Secretary to the Govt. of India
Ph. 23094398

Source: ccis.nic.in

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No.25-10/2014-SPG
Government of lndia
Ministry of Communications & IT
Department of Posts
(Personnel Division)
*******

Dak Bhawan, Sarsad Marg,
New Delhi- 110001
Dated: 09th July, 2014

To
1. All Chief Postmasters
2. All Postmasters General

Subject: Cut-off eligibility date for promotion and calculation of vacancies including chain vacancies – reg.

Sir/Madam,
I am directed to refer to above mentioned subject and to enclose herewith an O.M No 22011/6/2A13-Estt(D) dated 28.05.2014 issued by the Department of Personnel & Training (DOP&T) vide which it has been provided that the crucial date of eligibility shall be 1st April of the vacancy year in case of financial year based vacancy year i.e. where the Annual Performance Appraisal Reports (APARs) are written financial year-wise and in case of calendar year based vacancy year i.e, where APARs are written calendar year-wise, the crucial date of eligibility shall remain as 1st.January of the vacancy year. These instructions shall come into force in respect of vacancy year 2015-16 (financial year) commencing from 1st April, 2015 and vacancy year. 2015 (calendar year) commencing from 1st.January, 2015 and shall, accordingly, be applicable to all such subsequent vacancy years.

2. In respect of all the cadres of the Department of Posts, the APAR of the officials/officers are written financial year-wise and, hence, system of eligibility cut-off date and calculation of vacancies will be financial year-wise from the year 2015-16 onwards in accordance with ibid DOP&T OM for all the cadres. Therefore, the existing system of calendar year for the Circle cadres, wherever being followed, will come to an end with the end of current calendar year i.e. 2014 with advent of new system. The vacancies arising during the period from 1st January to 31st March, 2015 will be merged with the vacancies arising during the financial year 2015-16. This will be first and last kind of adjustment to ensure smooth transition to new system having uniformity acess all the cadres in the Department of Posts so far as calculation of vacancies and eligibility cut-off date are concerned.

3. With regard to ‘Chain Vacancies’, it is mentioned that in Para 7 of DOPT- OM No. 22011/9/98-Estt (D) dated 08.09.1998 (copy enclosed), it is provided that “existing and clear anticipated vacancies in a grade as well as chain vacancies on it account of retirement etc. in the higher grades, which can be clearly anticipated in the same vacancy year, may be taken into account by the DPC. Subsequently, DOP&T vide their OM No. 22011/9/98-Estt (D) dated 06.10.1999 (copy enclosed) issued further instructions on the issue in consultation with the UPSC stating that chain vacancies on account of retirement etc. in the higher grades in a vacancy (Panel) year shall include the vacancies which can be clearly anticipated as likely to become available in the concerned grade by promotion of officers of the Service to higher grades during that vacancy (panel) year. Therefore, it is evident that seniority quota vacancies arising in higher grades in a vacancy year will percolate down to the lower cadres/grades and should be taken into account along with the clear vacancies arising in a particular lower grade.

4. Keeping in view the above instructions of DOP&T, it has been decided that:

For eligibility cut-off date and calculation of vacancies:

(a) System of eligibility cut-off date and calculation of vacancies will be financial Year- wise from the year 2015-16 onwards in accordance with ibid DOP&T OM for all the cadres in the Department and the eligibility cut-off date will be 1st April.

(b) The existing system of calendar year for the circle cadres, wherever being followed, will come to an end with advent of new system year for the Circle cadres, wherever being followed to an end of current calendar year i.e.2014 with advent of new system.

(c) The vacancies arising during the period from 1st January to 31st March, 2015 will be merged with the vacancies arising during the financial year 2015-16. This will be first and last kind of adjustment to ensure smooth transition to new system having uniformity across all the cadres in the Department of Posts so far as calculation of vacancies and eligibility cut-off date are concerned.

(III) For calculation and inclusion of ‘Chain Vacancies’:

(a) In respect of taking into account the chain vacancies of Postal Service Group ‘B’/ Sr. Postmaster and above cadres (which are all India cadres) for Circle’s cadres, a Circle will take into account vacancies arising from HAG to PS Group’B’/Sr. Postmaster cadres due to death/retirement/resignation/deputation/ VR etc. in that Circle in a particular recruitment year as chain vacancies for lower cadres in addition to existing/anticipated vacancies in the said lower cadre arising in that vacancy year. For example, if a CPMG (in HAG) retires in a Circle, the said Circle will take into account that vacancy as chain vacancy in all the Circle level cadres. Similarly, it will be applicable to vacancies arising in SAG, JAG, STS, JTS & PS Group ‘B’, Sr. Postmaster cadres in the hierarchy concerned in that Circle.

(b) Circle will factor in the vacancies arising in a vacancy year in Circle level Group’B’ cadres viz. ASPs, lPs, HSG-1, HSG-ll, PM Grade-lll, PM Grade II etc. as chain vacancies for feeder cadres (lower cadres) in the hierarchy concerned in addition to existing/anticipated vacancies in the said lower cadre arising in that vacancy year.

(c) Circle will undertake similar exercise for other Circle cadres while workings out the ‘chain vacancies’ and existing/anticipated vacancies of a cadre. A sheet showing the tree of chain vacancies upto Group’B’cadres is also annexed facilitating effective and correct calculation of vacancies. It is requested to ensure compliance and action as per the above in respect of cut-off eligibility date for promotion and calculation of vacancies:, including chain vacancies.

DA: As above

(Raj Kumar)
Director (Staff)
Telfax: 011 – 23096103

Source: http://www.indiapost.gov.in/DOP/Pdf/Postings/Cut-off_eligibility_Vacancies_11072014_email_pub_upload.PDF

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