GO.Ms.No:187, Dt:25-04-1985 | DPC - Guidelines | Reconstitution and Guidelines

GOVERNMENT OF ANDHRA PRADESH

ABSTRACT

PUBLIC SERVICES - Departmental Promotion Committees - Reconstitution and guidelines - Orders - Issued.

GENERAL ADMINISTRATION (SERVICES-B) DEPARTMENT

 

G.O.Ms.No. 187                                                                                                     Dated 25^th April 1985

 

       Read the following: -

1. G.O.Ms.No.283, Genl. Admn. (ARC&S) Dept., dt. 30-5-1973.

2. G.O.Ms.No.397, Genl. Admn. (ARC&S) Dept., dt. 26-7-1973.

3. G.O.Ms.No.337, Genl. Admn (Ser-B) Dept., dt. 18-6-1983.

4. G.O.Rt. No.5464, Genl. Admn. (Ser-B) Dept., dt.14-11-1984.

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ORDER:

In the G.Os. first to second read above orders were issued to constitute Departmental Promotion Committees for promotion to the various categories of non-gazetted posts and gazetted posts promotion to which are outside the purview of Andhra Pradesh Public Service Commission. The question of streamlining the functioning of the Departmental Promotion Committees in order to ensure maximum objectivity in the appraisal of merit and ability has been engaging the attention of Government for some time. In the G.O. fourth read above a committee was constituted under the Chairmanship of Sri G.R. Nair, I.AS., Principal Secretary to Government, Revenue Department to formulate suitable guidelines in this regard. The report submitted by the above Committee was placed before the Secretaries meeting held on 12-3-1985. The recommendations of Sri G.R.Nair Committee were broadly endorsed in the Secretaries meeting. The recommendations of G.R.Nair committee were carefully examined by the Government 1and the following orders are issued.

 

2. In order to secure maximum degree of objectivity in the appraisal or merit and ability of Government employees for selection to various posts and also to ensure certain minimum level of uniformity in terms of procedures and principles to be adopted by the Departmental Promotion Committees, it has been decided to constitute Departmental Promotion Committees at 2 levels in place of the existing D.P.Cs. The Composition of the Committees would be as follows: -

 

1^st level D.P.C to consider the cases for promotion to the posts of Heads of Departments (non-cadre) Additional Secretaries to Government/Joint Secretaries to Government in the Departments of Secretariat (non-cadre)

        

1.	Chief Secretary to Government	.  .	Chairman
2.	Principal Secretary to Government to be nominated by Chief Secretary	.  .	Vice-Chairman
3.	Secretary to Government. General Admn. (Services) Department	.  .	Member/Convenor
4.	Another Secretary to Government to be nominated by Chief Secretary	.  .	Member
5.	Secretary/Principal Secretary to Government of the concerned Administrative Department	.  .	Member

    2^nd level Departmental Promotion Committees consider the cases for promotion to posts in 3rd level Gazetted and above other than those to be considered by the 1st level Committee.

1.	Principal Secretary to Government to be nominated by Chief Secretary	.  .	Chairman
2.	Secretary to Government General Admn. (Services) Dept,	.  .	Member/Convenor
3.	Secretary to Government to be nominated by Chief Secretary	.  .	Member
4.	Secretary to Government of the concerned Administrative Department	.  .	Member
5.	Concerned Head of the Department	.  .	Member

3. In View of the workload for the 2nd level Committees it has been decided to constitute 3 (three) Committees following the above pattern of composition. Orders regarding the distribution of the Departments among the three Committees will be issued separately. However, in respect of the Departmental Promotion Committees constituted for the first level gazetted posts, the existing Departmental Promotion Committees will continue to process the cases.

 

4. In order to ensure that the cases are processed in accordance with the concerned Special/adhoc rules, it has beer, decided that the proposals formulated in each Department would be scrutinised by General Administration (Services) Department and then only placed before the Departmental Promotion Committees. The Schedule of meetings of the Committees will be notified by the General Administration (Services) Department separately. However, the basic work relating to examination of cases with reference to the special rules obtaining and furnishing of all the relevant information including Confidential Reports would continue to rest with the administrative department All the Departmental Promotion Committees constituted earlier except the Departmental Promotion Committees constituted to consider the cases of first level gazetted posts cease to function with immediate effect. If the earlier Departmental Promotion Committees have already furnished their recommendations, which are pending in the Government, they need not be again placed before the Departmental Promotion Committees now ordered to be constituted.

 

5. In accordance with the recommendation of the Committee, the following revised guidelines are issued for the functioning of the above Committees.

The Zone of consideration would be determined as follows: -

 

	No. of vacancies		No. of officers to be considered
(a)	1	. . .	5
(b)	2	. . .	8
(c)	3	. . .	10
(d)	4 or more	. . .	3 time the number of vacancies

 

6. Prescription of qualifying date to determine a Candidate's eligibility for promotion: 

It has been decided that 1st September of every year should be reckoned as the qualifying date to determine one's eligibility for promotion and the General Rules would be amended accordingly. If, however the needs of a particular service warrant prescription of some other dates or where a different date has already been prescribed in the Special Rules the Administrative Department may consider the matter in consultation with General Administration (Services) Department and make a suitable provision or amendment in the Special Rules:

 

7. Prescription of a common proforma in which information could be given to the D.P.Cs. for furnishing their recommendations: 

In order to ensure that the information furnished to the Departmental Promotion Committees is complete and that no vital information to be placed before the Departmental Promotion Committee is missed the information to be furnished to the Departmental Promotion Committees should be in the proforma prescribed in the Annexure to this order.

 

8. Number of years for which C.Rs. should be considered: 

It has been decided that evaluation of the Confidential Reports of the last 5 years would be adequate to assess the suitability of a person for promotion. In cases where the Confidential Reports of the 5 preceding years are not available, the Confidential Reports of 5 years in the preceding period of 8 years and also a special report from the Officer under whom the individual is working at the time should be taken into consideration

 

9. Procedure to be followed where adverse remarks have NOT BEEN communicated or where a representation is pending against such adverse remarks: It has been decided that adverse remarks which have not been communicated should not be taken into consideration. In cases where a representation filed by the individual before the competent authority for expunction of adverse remarks is pending or the time allowed for submission of the representation is not over, the consideration of the individual's case should be deferred. After the competent authority has taken a decision on the representation, the case should be placed again before the Departmental Promotion Committee.

 

10. (a) Procedure to be followed in evaluating cases of persons against whom enquiries are pending: 

It is brought to the notice of the Committee that there is ambiguity in the instructions issued in G.O.Ms.No.424, General Administration (Ser-C) Department, dt25-5-1976 as to their application to cases where enquiries are in the preliminary stage.  In order to avoid any ambiguity, it is ordered that the instructions in G.O.Ms.No. 424, G.A. (Ser.C)Dept, dt 25-5-1976 should be followed only when the enquiry has reached the following stage: -

 

1. In the case of Departmental enquiry, definite charges are framed against the individual or proposed to be framed or where it is proposed to appoint an enquiry officer under rule 19 (2) of theC.C.A. Rules.

 

2. In respect of enquiry by the A.C.B., a preliminary enquiry has been completed and it is proposed to hold a regular enquiry.

 

10. (b) Thus in respect of departmental enquiries, if the charges have not been framed or proposed to be framed and the matter is in the stage of preliminary enquiry, no cognizance need be taken, and the case of an individual may be considered on merits disregarding the allegations which are under enquiry. Similarly in respect of the A.C.B. enquiry, if it is in the stage of preliminary enquiry the eligibility of a candidate's promotion may be determined without reference to the enquiry by the A.C.B.

 

11. Procedure to be followed to process the cases of persons who had undergone punishment: 

It has been decided that an individual, who is undergoing punishment, should not be recommended for promotion. In cases, where the period of punishment imposed is already over, each case has to be evaluated by Departmental Promotion Committee on merits.

 

12. Grading of Officers - Procedure to be followed: 

    It has been decided that the Members of the Departmental Promotion Committees should go through the Confidential Reports of the candidates who come within the zone of consideration and after arriving at a consensus, grade the officers into one of the following categories:

1. Outstanding;     2. Good;    3. Satisfactory, and 4. Unfit.

 

Officers who are graded in the unfit category should not be included in the panel, Officers who are included in the other grades would be arranged keeping all the officers classified as outstanding first according to their seniority and then officers who have been categorised as good etc.

 

13. (a) Scope of review Departmental promotion Committees: 

It has been decided that in respect of the following cases the matter should again be placed before the Departmental Promotion Committees for review, in addition to the circumstances mentioned in G.O.Ms.No.32, Genl. Admn. (Ser-B) Dept., dt22-1-1981.

 

(a) When eligible persons were omitted to be considered, or

(b) ineligible persons were considered by mistake, or

(c) Where the seniority of a person is revised with retrospective effect to differ with the seniority list placed before the earlier Departmental Promotion Committee, or

(d) Where some procedural irregularity was committed by Departmental Promotion Committee, or

(e) When adverse remarks in the Confidential Reports were toned down or expunged after the Departmental Promotion Committee had considered the case of the officer, or

(f) Cases of persons considered and included in the panel in terms of G.O.Ms.No. 424, Genl. Admn. (Ser-C) Dept, dt25-5-1976 but who were subsequently awarded minor punishment

 

13. (b) Further when a review Departmental Promotion Committee meets, it should consider only those persons who were eligible as on the date of Original Departmental Promotion Committee meeting except in the cases covered by G.O.Ms.No.32, Genl.Admn. (Ser-B) Department, dt.22-1-1981. The review Departmental Promotion Committee should restrict it scrutiny to the Confidential Reports, for the period relevant to the FIRST Departmental Promotion Committee. The Confidential Reports written for subsequent period should not be considered. However, if any adverse remarks relating to the relevant period, were toned down or expunged, the modified confidential reports should be considered as if the original adverse remarks did not exist at all.

 

14. It has also been decided that no non-gazetted posts should be treated as Selection posts. Orders were already issued in G.O.Ms.No.82, Genl. Admn. (Ser.C) Dept., dt. 21-2-1985 abolishing the maintenance of the Confidential Reports in respect of all non-Gazetted categories except those which are feeder categories to gazetted posts. All Departments of the Secretariat should take immediate action to amend the relevant rules to be consistent with the above decision. The Departmental Promotion Committees constituted for preparation of panels for promotion to all non-gazetted posts stand abolished with immediate effect.

 

15. The instructions issued earlier in the references 1 to 3 which are not consistent with these orders, should be deemed to have been modified to the extent necessary.

 

16. Necessary amendments to General Rule 4 regarding preparation of panels and notification of qualifying date will be issued by General Administration (Services-D) Department separately.

(BY ORDER AND IN THE NAME OF THE GOVERNOR OF ANDHRA PRADESH)

SHRAVAN KUMAR

Chief Secretary to Government

 

ANNEXURE

PROFORMA IN WHICH PROPOSALS SHOULD BE SUBMITTED TO D.P.C

 

1. Name of Department/Office:

 

2. Name and designation of Members of the Departmental Promotion Committee: (Copy of the orders Constituting the D.P.C. to be attached).

 

Name                                                                                                              Designation

 

3. Post to which promotion is to be made:

 

Designation	Classification	Scale of Pay	No OF PMT./ TEMP. POSTS IN THE TOTAL GRADE			NO. OF VACANCIES FILLING IN THE PROMOTION QUOT A
			Filled	Unfilled	Filled on adhoc basis	Existing	Anticipated	Total

 

(1) Scheduled caste .......... .

(2) Scheduled Tribe .......... .

(3) Backward Classes ........... .

4. Recruitment Rules for the grade post:

(a) Date on which the Recruitment Rules were issued.

 

(b) Method of recruitment prescribed:

(i) % direct recruitment

(ii) % Promotion

(iii) deputation/transfer.

 

(c) Whether an up-to-date copy of the recruitment rules has been enclosed (this should invariably be sent for reference). If any changes in the recruitment rules have been agreed to by the Commission after they were notified, details should be attached. If, after the approval of the recruitment rules any other post has been created which should normally be included in the field of promotion, give details.

 

5. Grade of post from which promotion is to be made:

 

Designation	Classification	Scale of Pay	Recruitment prescribed for eligibility for promotion	Whether reservations are required to be made for SC&ST and BCs. For promotion from this grade / post indicated in S.No.3 above, in accordance with the orders in this regard.

6. Seniority List:

(a) Whether a seniority list as in the prescribed proforma has been enclosed. The seniority list should include names of eligible and ineligible candidates up to the last eligible candidate as per Zone of Consideration.

 

(b) Whether the list, before finalisation was circulated to all concerned.

 

(c) Whether there are any officers whose seniority has not been finalised if so, give details.

 

(d) Whether the seniority list has been duly authorised by the appointing authority or the Dy. Secy. of the concerned Dept.

 

7. Character Rolls:

Complete and up-to-date character rolls of all the eligible officers are required.

 

(a) Whether a list (in duplicate) been attached showing the names of Officers whose character rolls are enclosed with this reference.

 

(b) Are the character rolls complete and up-to-date.

 

Self-contained note for the DPC:

 

8. The self-contained note for the DPC explaining proposals for promotion should invariably contain information regarding any representations / writs / court cases pending in connection with the present promotion indicating the names of aggrieved parties and the present stage of cases. If there are any Government / Court / Tribunal orders relating to the promotion which the DPC has to keep in views may also be indicated in the note. Whether any enquiry / charges are pending against the persons being considered for promotion and if so, the present stage may be indicated.

 

* This information may be furnished wherever the special/Adhoc rules provides for reservation in promotions for S.Cs. S. Ts., and B.Cs., only		Signature ............. Designation ............. Date: .................
vide item 6 of the DPC proforma Seniority list of all Officers in the Grade of ........... as on .....................

  

 

Sl.No.	Name of the officer	*Whether belongs to Scheduled Caste or Scheduled Tribe or Backward Class. If not, say neither.	Date of Birth	Date of regular appointment to the grade.
(1)	(2)	(3)	(4)	(5)

  

Post held on regular basis	Whether qualified for promotion or not.	Remarks
(6)	(7)	(8)

 

**Signature of Authenticating Officer.

Designation ....................

Dated………………….................

 

*This information may be furnished

Wherever the Special/Adhoc Rules

provides for reservation in Promotions

for S.Cs., S.Ts., and B.Cs., only.

 

**To be signed by an Officer or above

the rank of Deputy Secretary.

DPC Rules - References (open)