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MAINTENANCE OF SERVICE BOOK

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MAINTENANCE OF SERVICE BOOK

SERVICE RECORDS

5.1 Service book is a record of every event occurring in the official life of a government servant. It has to be maintained for every government servant holding a permanent or a temporary post except for those who are not likely to be in service for more than one year or those holding non pensionable service (SRs 196 and 197).

5.2 Service book in form MSO(T)-27 (Revised) must be opened for all government servants from the date of entry into service and is to be maintained till he ceases to be in service. Service book also contains certain 
entries about events prior to entry into the service. Entries at this stage are to be recorded very carefully after consulting the original certificates. Once the service book is opened and the entries at the initial stage recorded, other entries also have to be recorded as and when the events take place. Entries regarding confirmation, suspension, reduction in rank, withholding of increments, recovery of loss, leave without pay, service break, award of President Police Medal/Indian Police Medal etc., should be made in red ink. Service book must be kept in safe custody.

5.3 All the entries made in the service book should be duly attested. There should not be erasing or over writing in the service book. Corrections, if any, should be neatly done and properly attested. The Head of Offices are permitted to delegate powers to subordinate Gazetted officers under them, to attest entries in the service books except their own service book for which the Head of Offices are responsible (SR-199).

5.4 In CBI, different posts are filled by deputation as well as direct recruitment/promotion etc. In so far as the deputationists are concerned, service books in prescribed format of the parent department are transferred to CBI and entries with regard to the events during the tenure of their deputation are to be recorded by the concerned office at the appropriate place/part/column.

5.5 To eliminate delay in payment of pension, it shall be the responsibility of the officer maintaining the service book to make annual verification and also complete and certify the service book in respect of previous service in the twenty fifth year of service or 5 years before retirement, whichever is less. The orders of the competent authority, where required on the nature of service (e.g.period of leave, break in service etc.) should be obtained and recorded in the service book. Unless otherwise shown in the service book, it will be presumed that orders of the competent authority have been obtained and period of extraordinary leave, period of preceding breaks in service will be counted for pension. If any lapse or omission in observing this procedure results in over payment, suitable disciplinary action will be taken against the authorities concerned. (Rule 32 of CCS (Pension) Rules).

5.6 Maintenance of Service Book
5.6.1 Service Book contains two volumes:
Vol.1 has four parts and Appendix containing leave account.
Part-I: Contains bio data and photograph.
Part-II: Deals with certificates and attestation.
Part-III: Records previous qualifying service and foreign service.
Part-IV: Deals with the history and verification of service.

Vol.II contains all the service documents which are to be certified and attested in Part-II of Vol.1.

5.6.2 Following entries / certificates are to be recorded in the service book at the time of first appointment and attested by the Head of Office or any other officer duly authorised.


(i) Employee has been medically examined and found fit.
(ii) His/her character and antecedents have been verified.
(iii) He/she has furnished declaration of his/her not having contracted bigamous marriage.
(iv) He/she has taken the oath of allegiance/affirmation to the Constitution.
(v) He/she has furnished the declaration of home town which has been acccpted.
(vi) The correctness of the entries against the following items of Part-I. Bio-data has been verified from original certificates furnished as valid documentary evidence for the respective purpose.
- Whether a member of SC/ST.
- Date of birth by Christian era and wherever possible also in Saka era(both in words and figures).
- Educational qualifications.

(vii) Professional and technical qualification not covered by above
- He/she has filed nominations for GPF and related entries have been furnished to the Account Office on various dates.
- He/she has furnished details of the family members.
- He/she has filed nominations for Death/Retirement Gratuity.

5.6.3 Events requiring entries in the Service Book
(i) Entries at the time of initial appointment.
(ii) Occurrence of events involving a change in the post, station, office, scale of pay, nature of appointment, promotion, reversion, deputation, transfer on foreign service, increment, leave suspension and other forms of interruption in service.
(iii) Events like stoppage of increment.
(iv) Grant of personal pay for adopting family planning norms.
(v) Grant of special leave/Paternity leave.
(vi) Membership of CBI Benevolent Fund.
(vii) Facts of availing LTC either by Government servant or member of his family.
(viii) Grant of encashment of leave during service.
(ix) Allotment of GPF account number.
(x) Deputation / repatriation/absorption.
(xi) Confirmation at the initial grade.

5.6.4 Documents to be placed in Volume-II of the Service Book
(i) Relaxation of age, educational qualification (authenticatcd/ attested copy).
(ii) Report regarding verification of character and antecedents (original).
(iii) Medical certificate of fitness (original).
(iv) Declaration of marital status (original).
(v) Acceptance of Home Town declaration (signed/attested copy).
(vi) Oath/affirmation of allegiance.
(vii) Nomination for PF, DCRG, CGEGIS, Benevolent Fund.
(viii) Details of Family (Signed/attested copy).
(ix) Order regarding change of date of birth (authenticated/ attested)
(x) Change of name (original).
(xi) Change in home town / permanent home address (once in service life).
(xii) Attested copies of certificates of age and education qualification.
(xiii) Condonation of break in service.
(xiv) Collateral evidence in respect of first service.

5.6.5 Leave Account
A leave account shall be maintained in the prescribed form for each
 government servant and must be kept with the service book with up to date
account (Rule 15 of CCS(Leave) Rules, 1972).


5.6.6 Annual Verification of Service
At a fixed time, immediately after financial year is over, the service book shall be taken up for verification by the Head of Office, Annual Verification entry has to be recorded very carefully after consulting the Pay Bill Register. When the government servant is transferred from one office to another, the Head of the Office under whom he was originally posted/worked should record the verification of service in respect of the whole period or a month/date upto which pay and allowance of a government servant were drawn inter alia upto the period for which the government servant was paid in his office (GFR-81).

5.7 CGEGI Scheme - Form No. 13 to be pasted in the Service Book

5.7.1 Every year in the month of January the Head of Office will record a certificate in column 7 in the following form:
‘Subscription  Rs. ______ appropriate to group ____ of the scheme recovered from Pay & Allowances for the period from January to Dec. .“

5.7.2 All other events in the nature of promotion, transfers on deputation /foreign service, absorption in PSU/Autonomous bodies, retirement etc. occurring during the service career of the member of the scheme shall also be recorded in the appropriate column No. 6 of the form duly attested [GI(8) - SR 199].

5.8 Inspection of Service Book
Every Head of Office has to initiate action to show the service book to the government servant concerned every year and to obtain his signature there in token of their having inspected / seen the Service Book (SR 202).

5.9 Supply of copies of Service Book
Government servant who asks for a certified copy of the service book on quitting service on retirement, discharge or resignation may be supplied with the same on payment of Rs. 5/- as copying fee.

5.10 Alteration in Date of Birth
An alteration of date of birth of a government servant can be made, with the sanction of the Ministry or Department concerned of the Central Government under which the government servant is serving, if:
(i) The request for alteration of the date of birth is made within a period of 5 years of his entry into government service.
(ii) It is clearly established that a bonafide clerical mistake has occurred and should be rectified.
(iii) The date of birth so altered would not make him ineligible to appear in any School or University or UPSC examination in which he had appeared at such examination or on the date on which he entered the government service.

5.10.1 Belated Claims for Alteration in date of birth to be rejected:The Government policy regarding rejection of be lated claim for alteration in date of birth has been reinforced by the observations made by the Supreme Court in the judgenient in Civil Appeal No- 502 of 1993 (Union of India VS- 1-Harnam Singh). This position has to be kept in view while considering any request from a government servant for alteration in his date of birth. In other words, it will not be appropriate to consider any request for alteration in date of birth if the conditions stipulated in Note below FR 56 are not strictly fulfilled.

5.11 Nominations
Nominations under different rules are required to be obtained on prescribed forms. It has to be ensured that the nominations are not only filled in properly and signed by government servant concerned but are authenticated /accepted by the officer so authorised for the purpose. In order to ensure that nominations of the concerned employee have been obtained, a list may be maintained in the following format and can be kept in the Service Book for periodical checking.




PRASAR BHARATI
(BROADCASTING CORPORATION OF INDIA)
DIRECTORATE GENERAL: ALL INDIA RADIO

No. A-11019/36 /2008-Scor/673
 New Delhi, dated 18.12.2008

Subject : - Maintenance of Service Book.

It has been observed that Service Books of Govt. Servant are not maintained properly as per instructions/Rules contained in SR and GFR. It is needless to emphasize that maintenance of Service Book in duplicate is necessary for all non-gazetted officials except those appointed against temporary vacancies of not more than a year and for all Gazetted Officers. First copy of Service Book shall be retained and maintained by the concerned Administrative Sections and second copy should be given to the Govt. Servant for the safe custody. Detailed rules for maintenance of Service Book are contained in SR 196 TO 203 and GFR 257(1) to (4). However the relevant Rules of GFR (2005) are reproduced below for information and guidance.

Rule 257. (1): -Service Book-Detailed rules of maintenance of Service Book are contained in SR 196 to 203. Service Books maintained in the establishment should be verified every year by the Head of Office who, after satisfying himself that the service of Government Servants concerned are correctly recorded in each Service Book shall record the following certificate “Service verified from …..(the date record from which the verification is made)…..upto…..(date)…..”.

Rule 257. (2): -The Service Book of a Govt. Servant shall be maintained in duplicate. First copy shall be retained and maintained by the Head of the Office and second copy should be given to the Govt. Servant for safe custody as indicated below:-
(a) To the existing employees- within six months of the date on which these rules become effective.
(b) To new appointees- within one month of the date of appointment.

Rule 257. (3): - In January each year, the Govt. Servant shall handover his copy of the Service Book to his office for the updation. The office shall update and return it to the Government Servant within thirty days of its receipt.

Rule 257. (4): - In case the Government Servant’s copy is lost by the Government Servant, it shall be replaced on payment of a sum of Rs.500.

All the concerned officers of Administrative Sections in this Directorate including P & D Unit, CCW, A.R. Unit and at AIR Stations/Offices are requested to strictly follow the instructions/Rules contained in SR & GFR for maintenance of Service Book.


(S.S.Dalal)

Dy. Director Admn. (Scor)

SCHEME FOR COMPASSIONATE APPOINTMENT

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OBJECT
The object of the Scheme is to grant appointment on compassionate grounds to a dependent family member of a Government servant dying in harness or who is retired on medical grounds, thereby leaving his family in penury and without any means of livelihood, to relieve the family of the Government servant concerned from financial destitution and to help it get over the emergency.
TO WHOM APPLICABLE
To a dependent family member –-
(A) of a Government servant who –-
(a) dies while in service (including death by suicide); or
(b) is retired on medical grounds under Rule 2 of the CCS (Medical Examination) Rules 1957 or the corresponding provision in the Central Civil Service Regulations before attaining the age of 55 years (57 years for Group ‘D’ Government servants); or
(c) is retired on medical grounds under Rule 38 of the CCS(Pension) Rules, 1972 or the corresponding provision in the Central Civil Service Regulations before attaining the age of 55 years (57 years for Group ‘D’ Government servants); or
(B) of a member of the Armed Forces who –
(a) dies during service; or
(b) is killed in action; or
(c) is medically boarded out and is unfit for civil employment.
Note I "Dependent Family Member" means:
(a) spouse; or
(b) son (including adopted son); or
(c) daughter (including adopted daughter); or
(d) brother or sister in the case of unmarried Government servant or
(e) member of the Armed Forces referred to in (A) or (B) of this para,
-- who was wholly dependent on the Government servant/ member of the Armed Forces at the time of his death in harness or retirement on medical grounds, as the case may be.
Note II "Government servant" for the purpose of these instructions means a Government servant appointed on regular basis and not one working on daily wage or casual or apprentice or ad-hoc or contract or re-employment basis.
Note III "Confirmed work-charged staff" will also be covered by the term ‘Government servant’ mentioned in Note III above.
Note IV "Service" includes extension in service (but not re-employment) after attaining the normal age of retirement in a civil post.
Note V "Re-employment" does not include employment of ex-serviceman before the normal age of retirement in a civil post.
AUTHORITY COMPETENT TO MAKE COMPASSIONATE APPOINTMENT (a) Joint Secretary incharge of administration in the Ministry/Department concerned.
(b) Head of the Department under the Supplementary Rule 2(10) in the case of attached and subordinate offices.
(c) Secretary in the Ministry/Department concerned in special types of cases.
POSTS TO WHICH SUCH APPOINTMENTS CAN BE MADE Group ‘C’ or Group ‘D’ posts against the direct recruitment quota.
ELIGIBILITY
(a) The family is indigent and deserves immediate assistance for relief from financial destitution; and
(b) Applicant for compassionate appointment should be eligible and suitable for the post in all respects
under the provisions of the relevant Recruitment Rules.
A. EXEMPTIONS
Compassionate appointments are exempted from observance of the following requirements:- (a) Recruitment procedure i.e. without the agency of the Staff Selection Commission or the Employment Exchange.
(b) Clearance from the Surplus Cell of the Department of Personnel and Training/Directorate General of Employment and Training.
(c) The ban orders on filling up of posts issued by the Ministry of Finance (Department of Expenditure).
RELAXATIONS
(a) Upper age limit could be relaxed wherever found to be necessary. The lower age limit should, however, in no case be relaxed below 18 years of age.
Note I Age eligibility shall be determined with reference to the date of application and not the date of appointment;
Note II Authority competent to take a final decision for making compassionate appointment in a case shall be competent to grant relaxation of upper age limit also for making such appointment. (b) Secretary in the Ministry/Department concerned is competent to relax temporarily educational qualifications as prescribed in the relevant recruitment rules in the case of appointment at the lowest level e.g. Group ‘D’ or Lower Division Clerk post, in exceptional circumstances where the condition of the family is very hard provided there is no vacancy meant for compassionate appointment in a post for which the dependent family member in question is educationally qualified. Such relaxation will be permitted upto a period of two years beyond which no relaxation of educational qualifications will be admissible and the services of the person concerned, if still unqualified, are liable to be terminated.
Note In the case of an attached/subordinate office, the Secretary in the concerned administrative Ministry/Department shall be the competent authority for this purpose.
(c) In the matter of exemption from the requirement of passing the typing test those appointed on compassionate grounds to the post of Lower Division Clerk will be governed by the general orders issued in this regard:-
(i) by the CS Division of the Department of Personnel and Training if the post is included in the Central Secretariat Clerical Service; or
(ii) by the Establishment Division of the Department of Personnel and Training if the post is not included in the Central Secretariat Clerical Service.
(d) Where a widow is appointed on compassionate ground to a Group ‘D’ post, she will be exempted from the requirement of possessing the educational qualifications prescribed in the relevant rules provided the duties of the post can be satisfactorily performed by her without possessing such educational qualifications.
DETERMINATION/AVAILABILITY OF VACANCIES
(a) Appointment on compassionate grounds should be made only on regular basis and that too only if regular vacancies meant for that purpose are available.
(b) Compassionate appointments can be made upto a maximum of 5% of vacancies falling under direct recruitment quota in any Group ‘C’ or ‘D’ post. The appointing authority may hold back upto 5% of vacancies in the aforesaid categories to be filled by direct recruitment through Staff Selection Commission or otherwise so as to fill such vacancies by appointment on compassionate grounds. A person selected for appointment on compassionate grounds should be adjusted in the recruitment roster against the appropriate category viz SC/ST/ OBC/General depending upon the category to which he belongs. For example, if he belongs to SC category he will be adjusted against the SC reservation point, if he is ST/OBC he will be adjusted against ST/OBC point and if he belongs to General category he will be adjusted against the vacancy point meant for General category.
(c) While the ceiling of 5% for making compassionate appointment against regular vacancies should not be circumvented by making appointment of dependent family member of Government servant on casual/daily wage/ad-hoc/contract basis against regular vacancies, there is no bar to considering him for such appointment if he is eligible as per the normal rules/orders governing such appointments
(d) The ceiling of 5% of direct recruitment vacancies for making compassionate appointment should not be exceeded by utilising any other vacancy e.g. sports quota vacancy. (e) Employment under the scheme is not confined to the Ministry/ Department/Office in which deceased/medically retired Government servant had been working. Such an appointment can be given anywhere under the Government of India depending upon availability of a suitable vacancy meant for the purpose of compassionate appointment.
(f) If sufficient vacancies are not available in any particular office to accommodate the persons in the waiting list for compassionate appointment, it is open to the administrative Ministry/Department/ Office to take up the matter with other Ministries/Departments/Offices of the Government of India to provide at an early date appointment on compassionate grounds to those in the waiting list.
WIDOW APPOINTED ON COMPASSIONATE GROUNDS GETTING REMARRIED A widow appointed on compassionate grounds will be allowed to continue in service even after re-marriage.
REQUEST FOR CHANGE IN POST/PERSON
When a person has been appointed on compassionate grounds to a particular post, the set of circumstances, which led to such appointment, should be deemed to have ceased to exist. Therefore, --
(a) he/she should strive in his/her career like his/her colleagues for future advancement and any request for appointment to any higher post on considerations of compassion should invariably be rejected.
(b) an appointment made on compassionate grounds cannot be transferred to any other person and any request for the same on considerations of compassion should invariably be rejected.
SENIORITY
(a) The inter-se seniority of persons appointed on compassionate grounds may be fixed with reference to their date of appointment. Their interpolation with the direct recruits/promotees may also be made with reference to their dates of appointment without disturbing the inter-se seniority of direct recruits/promotees.
(b) Date of joining by a person appointed on compassionate grounds shall be treated as the date of his/her regular appointment.

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